HR and Admin Coordinator

Islamic Relief

Description

  1. HR Functions:

KEY ACCOUNTABILITIES

 Under the supervision and guidance of the Country Director, the HR and Admin Coordinator will be responsible for the overall HR functions; including the recruitment, hiring, salary administration, and benefits for all staff and HR administrative support services.

  • Coordinate implementation of staff development and capacity building plan.
  • Maintain human resource staff by recruiting, selecting, orienting, and training employees.
  • Prepare and process all national staff employment contracts.
  • Facilitate adequate orientation process for all incoming employees (National& International)
  • Ensure IRI personnel files are kept accurate and confidential.
  • Ensure updated leave tracker, attendance, HRIS database are available.
  • Conduct investigations when employee complaints or concerns are brought forth. Maintaining records; representing the organization at hearings.
  • Conduct a continuing study of all Human Resources policies, employees’ handbook, programs, and practices to keep management informed of new developments and suggest any updates.
  • Work with the management to ensure performance appraisals are carried out for every staff after probationary period and at least once a year.
  • With the assistance of the Finance Manager, obtains cost effective, employee serving benefits; monitors national benefits environment for options and cost savings.
  • Review current HR practices, and together with IRI team develop and suggest new more appropriate ones.
  • To contribute to the Organization Development level, including training and development of staff.
  • Assess the staff’s capacity building and development needs in the office jointly with line managers.
  • Ensure proper, professional, documented and clear communication with staff regarding all aspects of the HR activities.
  • Ensure proper and timely screening of new recruits including monthly report on screening.
  • Perform any additional tasks as instructed by line manager and IR Iraq management team.

 

  1. Admin Functions:

KEY ACCOUNTABILITIES

Under the supervision and guidance of the Country director, the HR and Admin Coordinator will be responsible for the overall Admin functions; including the below:

  • Serve as a primary point of direct administrative contact and liaison with government and other offices, individuals, and external organizations and agencies.
  • Translate documents and provide interpreting for expats and visitors.
  • Serves as a primary point of direct administrative contact and liaison with other offices.
  • Maintain the general filing system and file all correspondence.
  • Train and support staff in adopting a unified filing system.
  • Maintain the archiving of all files according to the global archiving policy.
  • Arrange and facilitate the process of visas and residency for expats and visitors.
  • To ensure movement of people and goods is in comply with the rules of the country.
  • Ensure security and receptionist staff greet and handle visitors in a professional manner.
  • Arrange travel and accommodation requirements of staff and visitors.

 Office Facilities and equipment:

  • Oversee the facilities management of all Islamic Relief Offices and accommodation premises.
  • Ensure that all offices in the country use and comply with IRW guidelines and national Health & Safety regulations while ensuring we maintain a good working environment in all workplaces/offices.
  • Ensure that contracts, leases and other agreements are properly prepared and updated so as to meet IR Iraq’s needs; including fair and reasonable commitments from service vendors; and to comply with legal obligations.
  • Maintain an adequate inventory of office supplies.  
  • Monitor the use of supplies and equipment.
  • Coordinate the repair and maintenance of office equipment.
  • Primary liaison with the landlord and other service providers (internet, phone, car service, etc.).
  • Ensure that adequate measures are in place to safeguard the assets of the organization.
  • Maintain the asset register and ensure all new assets are registered and tagged.
  • Ensure there is sufficient fuel for the generator.
  • Ensure that premises suitable for operations are available and that they are maintained and cleaned properly.
  • Ensure adequate security and safety measures are in place at to minimize risks to staff and associated stakeholders.

Reporting:

  • Prepare and submit departmental reports regularly.
  • Assist with the preparation of overall country budgets.

Qualifications & Preferred Skills

  • Minimum 5 years of increasingly experience non-governmental organizations.
  • At least 4 years of relevant NGOs work experience in HR and Admin management position.
  • University degree from accredited university in HR, Degree-level in a Business Administration, management or a related field.
  • Master’s Degree in Administration and Management preferable.
  • Commitment to the values and principles of IR.
  • Knowledge of the legal terms for employment and local laws that organize the labor related issues.
  • Good analytical and problem-solving skills.
  • Proven experience in building cooperative relationships.
  • Strong communications, interpersonal, organization, and listening skills.
  • Strong verbal and written communications skills in English, Kurdish and Arabic.
  • Ability to work courteously and confidentially with people in person and on the phone.
  • Ability to work independently and as a team member.
  • Ability to work under pressure.
  • Highly flexible and able to adapt to changing situations and priorities.
  • Possess the knowledge of computerized information systems used in administrative applications, such as Word, Excel, Power Point, e-mail, and Internet.

How To Apply

Dear Applicant: If you are HR/Admin Person, experienced , competent, reliable, service minded, dedicated and a highly motivated professional, with a strong commitment to IRW’s values and beliefs, please apply by downloading the application pack from below link and forward the filled and completed form to:  [email protected]  before the closing time & date (Thursday , 04:00 pm , 23 December, 2021).

 https://goo.gl/4JCqoY

 

Please write the position title: (HR and Admin Coordinator) in the subject of the email. 

          CVs will not be accepted

 Only short-listed candidates will be contacted.

             

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