The Senior Admin & HR Officer is responsible for acted Administration and Human resources (Staff Management, Recruitments, Compensation & benefits, and training in capital office).

Duties and Responsibilities

 Human Resources Management:

• National Staff:

• Management of staff in capital office & acted bases in country level.
• Management of public holidays & keeping all bases/staff (national/international) informed.
• Manage the implementation of HOMERE, report errors to HQ focal point.
• Follow up and check attendance sheets for staff to prepare monthly salary report (TITANIC).
• Check contract issuing for new joiners.
• Ensure all staff (National & international) have comprehensive TORs.
• Follow up/ Manage monthly briefing schedules for new joiners
• Follow up of staff appraisals forms with relevant department managers
• Management of award and disciplinary actions to staff as per acted HR Manual & after approval of Country Director.
• Management/ follow up of staff leaves – supervise his/her team to provide necessary forms for staff when needed.
• Follow up acted HR standard templates in line with acted HR manual/ internal regulations.
• Follow up on health insurance issues with area offices and insurance provider.

• International Staff

• Management of international staff issues with direct contact with HQ Paris.
• Manage and ensure each new international staff filed & submitted “Settle in at acted Form” in the first days of arrival.
• Follow up of international staff appraisals forms with area coordinators and country director.
• Manage all international staff’s records, passport and visas, contracts, boarding pass and tickets for administrative & security reasons.

• TITANIC
• Review and update National staff grade, salary & positions in accordance with country approved salary grid
• Prepare monthly payroll report TITANIC for national staff and review it with Country HR Manager
• Manage international staff presence table and Paid leave follow up table, and make sure it’s sent to HQ on monthly bases.
• Support HQ HR on provision of required documents linked with international staff (upon request)
• Validation of all overtime calculation for staff in capital and area offices.
• Review and validation of staff attendance sheets.
• Validation of HOMERE database updates and follow up.

• Recruitment:
  • Search various sources to introduce staff for short term courses & training.
  • Ensure “External Training Request Form” is filled by relevant staff, cost determined
    • Prepare vacancy announcements for national staff.
    • Cross check with Finance to ensure budget is available for new recruitments
    • Ensure TORs are prepared by Hiring managers prior to release of the vacancy announcements.
    • Prepare a comprehensive/ clear longlist of successful candidates and send to hiring manager.
    • Validate shortlists prepared by hiring managers
    • Ensue HR Assistant collect all necessary documents of applicants as indicated in acted HR Manual.
    • Ensure and check successful candidates “Reference check”.

     

    • Administrative Management:

     

    • Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
    • train and supervise lower-level clerical staff to be led by admin officer
    • Follow & Prepare letters/documents to solve all acted requirement with governmental offices and NGOs in capital level.
    • Follow up of Legal-related issues, in coordination with Country Admin/HR Manager and legal counsellor.
    • Ensure compliance of acted to legal requirements of the Capital, and closely follow up with the field level

     

    • Capacity Building

     

    5.1 Internal Training:

    • Conduct review and survey of staff performance with direct contact of line managers to identify requirement/ need for training.
    • Organize regular training for staff based on requirements, confirmation of line managers and approval of country Director.

     

    5.2 External Training:

    • Search various sources to introduce staff for short term courses & training.
    • Ensure “External Training Request Form” is filled by relevant staff, cost determined & Finance validated the available budget cost prior to present CD’s approval.
  • Organize regular training for staff based on requirement, confirmation of line managers and approval of Country Director.

•  

  Or any Other tasks would be requested from supervisor of the role

   

• Bachelor’s or master’s degree in HR Managements or a related field.
• Fluent English, Arabic and Kurdish (written and spoken).
• Excellent writing and communication skills.
• At least 3 years work experience with an INGO in an emergency and/or development setting.
• Ability to work under pressure in a high pace environment.
• Good organisational and prioritisation skills.
• Proficiency in Microsoft Office, Microsoft Excel, and Publisher.
• Strong interpersonal skills
• Strong analytical skills

Interested Candidates can apply through the link below:

https://docs.google.com/forms/d/19idOmwZszSncUHqaPjsM67cxH7qcfMn3BF3Isw3Py6w/edit

CVs in PDF format will be accepted only

Salary for this postion is 2,190,000 IQD per month.

Deadline is 20-Feb-2025

Best of Luck!