Admin Officer -Ninawa (NWA-017)

Responsible for supporting the KRI Field Manager in operations, specifically, implementing HR policies and procedures, as well as ensuring proper administrative and financial management of staff at the base/area level, in accordance with the guidance of the HR /Finance Coordinator and INTERSOS procedures, to guarantee compliance with local laws.

HR Tasks

HR policies, procedures and reporting

• Guide and support managers and staffs on HR policies and procedures and monitor the implementation of the rules in line with the Internal Regulation and Labor Law
• Ensure the on boarding process for National Staffs (personnel documents, induction, orientation, etc.)
• Liaise with the HR Administration Officer and HR Coordinator to ensure that all contracts i.e. employment, service, secondment and consultancies, comply with INTERSOS policies, national laws and donors requirements and are archived

Management of National Staffs

• Apply the decisions of the HR Coordinator on disciplinary measures in his/her area of competence
• Support the HR Coordinator and line managers in the performance management process (IRP) and ensure that all National Staffs are properly and regularly evaluated
• Support the SMT and line managers on staffs management and all HR aspects as required
• Support the creation and maintenance of a positive work environment
• Ensure that all staffs are properly briefed and/or inducted
• Assist the managers to draw up annual holiday planning and staffs shifts in order to forecast HR needs and to ensure HR availability for the project activities

Recruitment

• Ensure a fair and transparent recruitment process according to the Recruitment Policy
• Promote and advertise the job opportunities through the most suitable recruitment channels
• Ensure that all participants in the recruitment process sign the Conflict of Interests declaration
• Is responsible to review the CVs and Cover Letters and screen all the applicants according to selection criteria to provide a list of suitable candidates
• Is responsible to schedule and conduct interviews and/or tests with applicants who meet the specified criteria for the position as per the recruitment process and in close coordination with the line managers
• Recommend candidates based on their qualifications and skills
• Participate in final decision with HR Coordinator and Hiring Manager
• Conduct reference and background check

Administration

• Execute administrative, legal related tasks and payroll procedures ensuring that all data related to monthly salary calculation of national employees in the area of his competence are correctly collected (days off, unpaid leaves, sick leaves, overtime, etc.)
• Update local Social security Tax office employee files in order to meet legal requirements and duties
• Make all administrative information available to the staffs (posting, meetings, etc.)
• Prepare and share statistical HR reports as requested

Accountability and safeguarding

• Monitor regularly that HR management is in line with PSEA, CP Policies, Conflict of Interests and Internal Regulation

Finance Tasks

 Payment Execution (Disbursement Function)

• Execute approved cash and bank payments in accordance with internal policies.
• Manage petty cash and bank accounts, including check payments and electronic transfers.

• Ensure payments are made only upon receipt of fully approved payment requests.
• Maintain secure custody of cash, chequebooks, and online banking access.

Cash & Bank Management

• Conduct regular cash counts and prepare cash reconciliations.
• Prepare bank reconciliations and follow up on outstanding items.
• Monitor bank balances and ensure sufficient liquidity for operations.

Review & Control

• Review payment documentation for accuracy, eligibility, and authorization prior to payment.
• Review accounting entries prior to submission to the coordination office.
• Ensure correct application of exchange rates and donor rules.
• Verify segregation of duties is respected in all financial processes.

Requirements

 Education

• Desirable finance, business or administration related diploma

Professional experience

• Minimum 2 years’ experience in HR /Finance Management in humanitarian contexts with NGOs

Professional requirements

• Essential computer literacy (word, excel and internet)

Personal requirements

• Team building and cooperation
• Non-discriminatory attitude
• Ability to work and integrate in a multicultural team
• Active listening and empathy
• Behavioural flexibility and stress management
• Commitment to INTERSOS principles

Languages

• Arabic – Native
• English: Good