HR and Administration Manager

KEY AREAS OF ACCOUNTABILITY:

 As a member of the Senior Management Team, contribute to:

• The overall Leadership of the Country Programme.
• Help design and implement a coherent and sustainable organizational structure that is consistent with Save the Children policies and procedures and appropriate to program needs.
• Support the development of an organizational culture that reflects Save the Children values, promotes high performance and accountability, encourages a team culture of learning, creativity and innovation, and ensures a conducive working environment to help staff deliver outstanding results for children and excellent customer service for SC members and donors.
• Ensure compliance with Save the Children policies and procedures, essential humanitarian standards, donor regulations, relevant national labor laws, and other relevant statutory requirements.
• Keep the Country Director abreast on policies and procedures, resourcing, safety and welfare of the workforce, and relevant legislative and other Human Resources issues.

Human Resources:

• Design a best practice HR strategy for the Country Programme by leading the development and implementation of systems, policies and processes to meet the needs of the programme in key HR areas such as resourcing, onboarding, compensation and benefits, performance management, learning and development, employee relations/ engagement and staff safety and wellness.
• Ensure full use of SCI systems and tools; review regularly and secure those that are timely, competitive and legal.
• Ensure compliance of HR policies and procedures with the legal framework in Iraq and N.E. Syria; work closely with the Country Office lawyer on all employment issues (e.g. revising/ updating the Employee Handbook, drafting contracts, adapting policies to statutory requirements, etc.).
• Negotiate all issues related to HR contracts (payroll, health and safety, etc.) with the assistance of HR team and the lawyer to secure the organization’s interests.
• Ensure appropriate recruitment, retention, and staff succession relevant to emergency and development needs and career development.
• Review staffing structures, grading, and job profiles and support the implementation of new salary scales if agreed upon as necessary. Evaluate regularly whether they remain up-to-date, competitive, and legal.
• Verify and approve the payroll for national staff before the Country Director’s sign-off.
• Plan and oversee the HR budget by estimating and forecasting requirements and trends.
• Manage the HR team to compile and analyze data and prepare and distribute reports on HR metrics, as requested by SCI or for ad hoc needs.
• Promote the SCI image/ reputation in the local market and partners by participating in professional organizations, conferences, and meetings, as well as maintaining personal contacts.
• Monitor and advise on disciplinary matters by establishing policies and procedures.
• Mediate conflict, grievances and harassment cases whenever possible and conduct formal procedures when mediation fails.
• Ensure that staff and all those who work with Save the Children are aware of and adhere to our Code of Conduct, Child Safeguarding, Safety and Security and Fraud and Bribery policies and procedures.

Administration

• Supervise administrative functions to ensure the smooth running of the response.
• Oversee the use and overall maintenance of the residence/office premises, facilities assets, and equipment (physical work environment) and ensure that they are secure and efficiently utilized.
• Review and periodically update all rental contracts and leases.
• Ensure compliance with Health and Safety regulations.
• Ensure adequate security for office premises and property.
• Provide logistical support to guests and visitors, including partner organizations involved in SC activities.
• Support field office facilities management – ensure mechanisms are in place to support sub-office issues.

Staff Management, Mentorship and Development

• Ensure appropriate staffing and organization of workload within Human Resources and Administration.
• Monitor and review the performance of the HR/Administration teams.
• Supervise and constantly develop (including coaching, training, and promotion) the HR/ Administration functions to ensure that managers and staff receive advice and support on interpreting and applying policies and procedures and other HR-related matters.
• Provide operational support in all HR functions (e.g. conducting interviews, providing induction, etc.)

Staff Safeguarding Practice

Safer Recruitment Policies and Practices:

• Develop and implement comprehensive, safer recruitment policies and practices.
• Set standards for job postings, interview processes, and vetting procedures.
• Ensure that all new staff members are thoroughly assessed and fit to work with children and vulnerable adults.

Awareness and Training:

• Raise awareness among staff, partners, and volunteers regarding safeguarding standards.
• Deliver mandatory core training workshops to equip key personnel with essential knowledge.
• Provide ongoing refresher training and induction for senior representatives.

Investigation Processes:

• Build the capacity of a pool of investigators.
• Lead high-level investigations to ensure the safety of country office staff and partners.
• Apply critical analysis to safeguarding concerns and take appropriate action.

Risk Assessment and Mitigation:

• Conduct risk assessments to identify potential incidents.
• Develop and implement mitigation plans to minimize risks.
• Oversee follow-up actions to ensure compliance and competence.

Country Safeguarding Networks:

• Establish and lead country-specific safeguarding networks.
• Champion local implementation of safeguarding practices.

Integration and Monitoring:

• Integrate safeguarding approaches into all aspects of our work.
• Ensure staff safeguarding mechanisms are in place and subject to continuous monitoring and review.

Child Safeguarding Reporting:

• Act as the country referral point for staff safeguarding concerns.
• Ensure effective reporting in line with policy.
• Follow up on concerns to address them safely and effectively.

• A minimum of 5 years of management experience in an NGO or a corporate environment, including experience in the development of strategic and operational support services plans and their implementation in an international work environment over a sustained period
• Ability to plan and organize a substantial workload that includes complex and diverse tasks and responsibilities in emergency as well as development contexts
• Resourcefulness and creativity in developing the role of HR (effective business partnering) within the programme and ensuring the most efficient support to line management
• Experience in capacity building and setting frameworks for staff development
• Analytical, decision making and strategic planning skills and ability to manage multiple priorities
• Strong interpersonal communication and relationship ability with demonstrable skills in leading a multicultural team through a period of change
• Ability to coach, mentor, delegate and provide developmental guidance to direct reports
• Strong motivation for continuous self-development in HR issues and national employment laws
• Excellent oral and written communication skills in English
• Competent level skills in HRIS, IT applications (particularly MS Office)
• A commitment to the values and principles of Save the Children.

Academic Qualification

A minimum of a bachelor’s degree specializing in Human Resources or related discipline.