Portfolio Officer

CTG Global
Dubai, UAE

Ref: NP063-01 		CTG Global

The Role


The Role

Rationale & Integrity
CTG is a young, growing company with a requirement for a dynamic self-starter in this role who can work with the company’s middle and senior management to achieve both their vision and objectives in managing our client’s programmes across the Middle East and further afield continent by coordinating the recruitment, HR and personnel management support services provided. It is your responsibility to maintain comprehensive oversight of these core functions ensuring the company is providing above and beyond the level of support expected from our client and its activities are compliant with CTG’s policies and procedures in order that we meet our ever evolving requirements whilst ensuring a quality provision of services.

Appointment
Under the direct supervision of the Commercial Manager, the Portfolio Officer will supervise CTG’s clients in the Middle East, as well as provide support to our Client’s in Africa and other continents, as directed by the Commercial Manager. The PO shall efficiently manage a growing consultants’ portfolio on behalf of CTG’s clients, thereby ensuring the delivery of quality services responsive to clients’ needs.

Job Description

1. Responsibilities
Specific responsibilities will include but not be limited to:

I. Portfolio Management
II. Recruitment Assistance
III. Operational Management
IV. Business Acquisition & Growth
V. Knowledge Management & Technical Support

2. Duties

I. Portfolio Management

• Responsible for ensuring deployment plans and administrative documents and systems are in place and followed as per the SOPS for all international and local national consultants in the programmes under your supervision, including but not limited to the following responsibilities:
o Completion of Recruitment Administration Documentation, including personal details forms and background checks through to candidate mobilization whilst ensuring content is ISO compliant; ensuring the Client is kept informed and management of their expectation.
o Management of the production of Job Description/Terms of Reference (ToR) and Terms & Conditions of Agreement.
o Approving candidates and appointment;
o Legal – Contracts for Service for both International and Local National Consultants under your supervision.
o Assist in arranging accommodation and security for consultant where required, whilst adhering to the agreement made between CTG and the Client.
o Logistics – Ensure all logistics requirements are prepared as per CTG’s contract with the Client, including but not limited to, flights, visas, collection from airport, leave/rotation plans vs. contract compliance, termination flight costs billed appropriately to client/consultant as per contract, notification to CTG finance department, new client instructions/logistics forms are used throughout the company, etc.).
o Induction & Training – Issue consultants with country specific operational guidelines. Consultants should be inducted as per the personnel management SOP prior to deployment, both written and vocally wherever possible.
• Responsible for all insurance related to your portfolio including:
o Insurance activation for arrival of consultants into territory and maintenance of insurance roster during consultants’ employment.
o Ensure that the monthly Insurance Nominal Roll is sent to the administration department as soon as possible at the beginning for each month, for submission to our insurers.
o Administrative responsibility for PA policy for all consultants in your portfolio, including ensuring that all the required paperwork is submitted to the Dubai claims manager, collection of any missing documents/receipts, and providing translations as and when required.
• Assist the CM with the monitoring and implementation of SOPS.
• Responsible for the upkeep of personnel files for each individual, filing any letters associated with individuals performance, action quarterly/half yearly appraisal reports with Management, monitoring individuals contract end dates, maintaining personal records database for expatriate staff, recording visa expiries, timesheets and expense claim forms are completed correctly and countersigned by the client, individuals are paid correctly etc. in the programmes under you supervision.
• Ensure all hard copies of contract originals and P-Files are received in the Dubai HQ from both our Nairobi and Kabul offices and any further offices which open in the future.
• Preparing consolidated payroll spreadsheets for individual programmes for review of the CM prior to processing and reporting any inconsistencies to the CM should any consultant be claiming above the allowances set out in their agreement.
• It will be the responsibility of the Dubai PO to remotely manage local national staff in new theatres of operation until such a time as a full time locally appointed person is in situ.
• Prepare a weekly portfolio report for the CM in support of the combined Weekly Country office report the CM prepares for CTG HQ as well as giving the CM and RM verbal updates on your portfolio on a daily basis.
• Assist the CM and HR Officer in developing and in reviewing, negotiating and finalizing consultant’s contracts for service in line with the terms and conditions agreed with the client.
• Ensure contract documents and amendments are in line with our client’s needs. Monitor and administer contracts and agreements as well as amendments when required.

II. Recruitment Assistance

• Ensure that the CTG recruitment team provides the required number of reformatted CVs within the Client’s timelines and needs for recruitments in your portfolio. This includes working with Clients on recruitment plans and costings for consultants.
• Only after authorization from the CM, provide the Dubai HQ Recruitment Manager with assistance for new local national recruitment requests respective to your portfolio, with the knowledge that you are ultimately responsible for the successful running of your programmes within your portfolio.

III. Operational Management

• Management of any crisis situations using the relevant SOPs keeping the CM and RM informed wherever possible.
• Assist the CM with establishing operations in new territories as required, including providing research assistance.
• Administrative responsibility for PA policy for all consultants in your portfolio.
• Conduct a weekly meeting with Dubai Finance Department to discuss the ageing analysis and accounts receivable and inform the CM of any outstanding invoices unpaid for over 30 days and over 90 days.
• Ensure timely responses to, and a high-quality turnaround to all requests received from clients with 24 hours.
• Represent CTG in client meetings, produce meeting reports when appropriate, and follow up as appropriate.
• Administrative responsibility for PA insurance policy for all consultants, responsible for liaising with the companies insurance broker to administer claims from initial insurance company notification, through collation of all reports/required documents, to final payment to beneficiary (ensuring complete required legal documentation).

IV. Business Acquisition & Growth

• Actively promote CTG services within clients and among consultants and assist the CM in building a network of key business partners.
• Assist the CM with research and preparation of quotes from Middle Eastern and Africa for proposals, bids, clients etc. as required.
• As required travel throughout the Middle East and other high risk countries globally in support of existing and new clients.

V. Knowledge Management & Technical Support

• Contribute to the enhancement of Standard Operations Procedures (SOPs) relating to personnel management.
• Contribute to the development of other tools and data platforms and content management to further progress effective information and knowledge sharing within CTG and between CTG and clients.
• Manage the shared drive for the assigned portfolio’s ensuring completeness of documentation.
• Work closely with other Portfolio team members within the Group to ensure efficient and effective Programme Management is maintained throughout the company.

Line Management
Upwards Commercial Manager.

Requirements


Requirements

Qualifications & Attributes
The successful candidate will be able to work results-driven and without direct supervision.

Qualifications
Either
• University Bachelor’s degree in business, economics, international relations, human resources management or another field related to business management or similar relevant experience plus 1 years work experience.
Or
• 4 years work experience ideally in human resources and or the administration of client relations management and/or in a post-conflict environment

Experience
• Familiarity with HR administration procedures and support systems is a plus.
• Experience working on projects is preferable. A solid knowledge of UN personnel management is highly desirable.

Skills & Competencies
• Client management: tactful, resolute and committed to providing a resolute support to our clients
• Delivering results: ability to plan and organise oneself and work in order to achieve objectives by striving to meet and exceed the expectations of the clients.
• Forward thinking: has a flexible approach to change, is able to work effectively in a variety of situations, seeks improvements and looks to the future.
• Communication: strong written and presentational skills;
• Languages: Fluency in English with strong narrative and verbal communications skills is required and an additional languages, (Spanish, French, Portuguese or other) would be extremely beneficial.
• Working with others: ability to work effectively with colleagues, managers and clients. Understands the importance of developing effective partnership relationships with clients.
• Ability to work well in a fast paced environment, an effective planner with proven time management skills is necessary; attention to detail, personal commitment, efficiency, flexibility with great team liaison skills;
• Flexibility and adaptability to work overtime, often with short notice, to meet deadlines – overtime is likely to include late nights, early mornings, weekends and holidays;
• Honesty and reliability;
• Preferably already based in Dubai, United Arab Emirates.

Appointment

CTG will issue an unlimited duration contract (reviewed annually) with a 3 month probation period.

Remuneration (inclusive of basic salary, housing and transportation allowances)

Benefits include: 22 working days annual leave plus national holidays, Christmas and Easter; UAE Visa; Travel and Healthcare Insurance policies in place for employee and dependents.

Working hours: Sunday – Thursday; 9am – 6pm however this designation shall be expected to devote weekends and evenings to the company for business reasons/business travel for no additional remuneration. The level of work and overtime has been considered in determining the company’s offered remuneration package.

Applications

Please apply online.

Dubai, UAE based residents/applicants will have priority in the selection process.

About the Company


About the Company

CTG Global is a Human Resources Service Company specializing in Recruitment, Management Consultancy, Human Resources support services and Monitoring & Evaluation in post disaster and post conflict countries around the world.

CTG Global provides services to humanitarian organizations, government, non-governmental organizations, businesses, security companies and individuals that enables them to focus on their core business and the achievement of their objectives in hostile and threatening environments as we provide a safe and secure environment for them to do so and alleviate them of their risks, crisis and personnel management problems.
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