Oxfam is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organization.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter-Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Shaping a stronger Oxfam for people living in poverty.

About Oxfam

Oxfam is a global community that believes poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s rights activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of the international confederation Oxfam.

Our Team

The purpose of the Human Resources team is to maintain a fair, equitable and positive work environment for all employees in support of the values and goals of Oxfam in Iraq. 

Job Purpose

To work with the HR & Admin Officer on matters relating to proactive and responsive HR support to the staff and on implementation of processes and ensuring quality service delivery in a timely manner in Mosul Office.

Responsible to ensure all compliances and coordination for day-to-day HR Operations; including Assisting in recruitment, Contract management, Payroll, benefits and HR systems (HRIS, GOLD) related matters are according to Oxfam standards and processes in Mosul Programme. And ensuring that Oxfam Mosul Programmes has adequate HR support needed to deliver a quality and to provide staff with the required support and motivation.

Key Responsibilities

• Assisting to Prepares contracts and key HR documents close to HR& Admin Officer.

• To assist in ensuring that information required for payroll is provided in time and that all staff on the payroll have up-to-date documents and file

• Update medicals in GOLD and run GOLD reports for medicals.

• Update GOLD completely, timely and accurately in absence of the HR Officer.

• Ensure GOLD reports are provided whenever needed.

• Support in ensuring that employee medical records are up to date and that arrangements are facilitated if necessary for any medical treatment that is required.

• Manages relations with medical service providers, monitors medical expenses and ensures medical staff records are handled and kept in a confidential manner

• Manage and maintain staff leave, R&R and attendance schedules.

• Assisting to Make sure office facilities (desk, chair, stationary.....etc.) are provided for new comers before their starting date with OXFAM.

• Support line managers and teams on processes relating to performance management

• Coordinate with It Office regarding the computer, and Oxfam email account for new comers.

• Updates and maintain internal staff contact lists

• Ensure that gender and diversity is mainstreamed through all HR and administration work

• Type documents, reports and correspondence when needed

• Any other task might be requested by the line manager or HRM

• Provides general administrative and clerical support including mailing, scanning and photocopying for Staff and recruitment process

• Responsible for the management cleaners and monitor their work

• Assist in resolving any administrative problems and inquiries.

• Assist in the preparation of regularly scheduled reports.

• Prepare and modify documents including correspondence, reports, drafts memos and emails in supporting Oxfam Iraq Leadership

• Make travel and accommodation arrangements for Staff close relations with the Admin Officer and Logistics team in different Oxfam offices in Iraq.

• Provide general support to visitors and clients.

• Coordinates raising requisition forms (RO), preparing payment request, and other relevant documents regarding purchasing office and GHs requirements.

• Coordinate and overall manage office running and management (maintenance, repairs; equipment; stationery).

• Responsible for the entire office filing; advises on appropriate document filing and retrieval systems for all project documents and archiving.

• Assist the Admin officer to makes sure all OXFAM premises (Office(s) and Guesthouses) in Mosul are well organized, functioning well and make sure that they are always clean and tidy.

• Directly deal with the maintenance requests from the office and GHs and ensure the request is addressed and the problem is fixed.

• Coordinates with line managers regarding office space for new Joiners / Visitors.

• Ensure enough office supplies (cleaning and kitchen materials and stationary) are available in the office and GHs.

• Issue the communication Chares to staff as per Oxfam Iraq program policy Ensure timely.

• provision of communication charges (Mobile cards etc.) to all staff

• co-ordinate and maintain the records such as staff mobile phones SIM cards and mobile phone credit cards

• Ensure office equipment is properly maintained and serviced

• Covering for Admin officer for ticketing when he is on leave

• To take up any other responsibility that may be assigned by the line manager

• Assisting to maintain effective communication in the office.

• Assisting to coordinate the maintenance and management of Oxfam office and guest house furniture, equipment, other facilities & utilities.

• Maintaining, keeping track of, and update records and payment schedules of the office utilities.

• Assisting in Coordinate and ensure maximum safety of the office.

• Assisting to manage occupational health and safety procedures and equipment’s (e.g. fire extinguishers) and service them according to supplier's recommendations

• Assisting to analyze and develop service contracts/agreements for outsourced services and regularly monitor the performance of service providers to ensure that the contracts are respected.

• Assisting to implement the Oxfam standard operating guidelines for general administrational and provide administrative support to staff and visitors.

Your commitment to Oxfam

• Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles

• Bachelor Degree.
• At least 1 -2 years experience in a similar role.
• Well-developed interpersonal and team skills and proven ability to be flexible in demanding situations.
• Experience in management/supervisory responsibilities.
• Good written and spoken English and Arabic Language.
• Pleasant and courteous personality.
• Efficient and organized.
• Possesses initiative, patience, tact, and able to work with minimum supervision.
• Able to work under pressure and in insecure areas.
• Sympathy with the aims and objectives of Oxfam.
• Suitable qualifications in the relevant field.
• Commitment to humanitarian principles and action.
• Commitment to Oxfam’s equal opportunity and gender policies.
• Flexibility & adaptability.

Desirable

• Substantial knowledge of the concepts of national employment law;
• Good written and verbal communication and advisory skills, accurate, just, analytical, convincing and influencing skills.
• Ability to liaise with a wide range of people, both internally and externally (management and colleagues) with respect, credibility, and tactfully.
• Strong verbal and written communication skills, able to explain complex technical/legal issues, and build a considered analysis of taking different approaches

As part of your online application, please upload your up to date CV and a covering letter explaining your suitability against the essential criteria in the job profile.  

For more details about this job, please visit the job advert using below link:

External Website:

https://jobs.oxfam.org.uk/vacancy/hr-admin-assistant-int7218/13525/description/