HR & Admin Officer

About Human Appeal

Human Appeal (HA) is a British humanitarian, non-governmental and non-profit organisation that works in 25 countries around the world since 1991. Human Appeal has been operating in Iraq since 2016. Human Appeal currently has almost 400 staff across numerous locations in Iraq, including Erbil, Duhok, Nineveh, Salah al Din, Kirkuk and Baghdad. Human Appeal Iraq’s country office is in Erbil with sub-offices in Mosul, Tikrit, Baghdad and Aana. Human Appeal has and is delivering over $50 million in humanitarian and early-recovery assistance in 2017-18. Human Appeal is working in a number of thematic sectors: primarily in protection; shelter and non-food items; food security and livelihoods; WASH; and education. Human Appeal’s main donors include UNHCR, UNOCHA, WFP and numerous other international institutional partners

Main Job Purpose:

To provide a professional and efficient HR function at local Field Office level, covering all aspects from: project implementation, maintenance of in-house HR systems and personnel files/documentation, managing the recruitment cycle, employee relations and best practice in line with Human Appeal values, health and safety, legislation and audit requirements, in order to ensure delivery of Human Appeal’s HR strategy in Iraq. Candidate needs to have good understanding of HR labour laws and best practice and able to implement compliant HR practices especially in Tax, Social security and employee statutory rights.

Reporting:  The HR & Admin Officer will report to HR & Admin Coordinator.

 

Accountabilities:

 

• Administer starter / leaver processes by managing all documentation requests for interviews, induction, contracts, exit interviews, and equipment in a timely manner to ensure smooth running of the recruitment cycle, delivery of business needs, employee satisfaction and best practice.
• Draft and administer all aspects of employee documentation by submitting changes to employee terms and conditions, maternity, paternity, pensions etc., to ensure employee and employer needs are met.
• Effectively monitor, maintain and update employee personnel data and files including hard copy files, such as training records, holidays, absences, timesheets, appraisals, employee feedback etc. to ensure compliance in line with audits and accurate employee records for internal use.
• Ensure the smooth running of the full recruitment cycle; placing job ads, liaising with recruitment agencies, preparing a shortlist of candidates, arranging interviews, issuing offer letters and employee contracts and undertaking all required pre-employment checks, ensuring all new-starter paperwork is completed.
• Lead the HR function at Iraq country office with the development and implementation of projects as required by actively participating in planning and implementing of projects such as Employee conferences, rebranding new systems to contribute to the continued growth of the charity and establish an efficient and lean HR function.
• To oversee and manage safeguarding incidents within the organization. This involves proactively monitoring and responding to any incidents that pose a risk to employee wellbeing or safety. Additionally, you will be responsible for implementing measures to promote a safe and healthy work environment, ensuring that employees feel supported and protected.
• To conduct investigations and mediations to resolve conflicts that arise in the workplace. This involves gathering information, interviewing involved parties, and making recommendations for resolving the conflict in a fair and effective manner to ensure a positive and productive work environment for all employees.
• Handle payroll by collating monthly Payroll updates, liaising with the Finance department for updates, making necessary benefits/deduction calculations to ensure a smooth Payroll process so that staff are paid correctly and on time.
• Act as a point of contact for incoming queries, signposting to appropriate stakeholders and escalating Employee Relations issues of Iraq Office where appropriate.
• Maintain own continuing professional development by keeping up to date with legal requirements and relevant HR developments to ensure charity is compliant with changing legislation and responsive to social-economic requirements.
• Manage or supervise interns if any.
• Promote good working practices and maintain a professional working environment that delivers excellence and compliance by; maintaining confidentiality of information, compliance and Data Protection, adhering to HA’s Health, Safety and Environmental Policy at all times, and adhering at all times to best practice, employment law, global code of conduct, policy and procedure.
• Advice and support line managers on the management of their teams to maximize business performance. The advice given should be practical, sensible and in line with HA’s Employee Relations approach, should be based on a sound knowledge of employment legislation and internal policies, and should enable the manager to achieve their aim whilst being considerate of the emotional and cultural impact on the employee(s) and those around them, and the reputational impact to HA.
• To ensure legally compliant HR function involves implementing HR practices and procedures that adhere to local and international labor laws and regulatory requirements. This includes areas such as recruitment, hiring, employee contracts, compensation and benefits, performance management, employee relations, training and development, and termination processes. Moreover, to create a fair, equitable and legally compliant work environment that attracts, develops, and retains top talent while minimizing legal risks for Human Appeal.
• Case manage employee relations activity i.e. absence, grievance, disciplinary etc., from advising managers on the optimal approach, and supporting them through to a successful outcome.
• Manage feedback process to enable greater employee engagement and retention of existing employees; determine and improve feedback process and pass on relevant feedback to respective directors and managers, and identify trends across the organization, turning this into suggested actions/areas for attention.
• Deliver and continuously improve the HR functions alongside the Iraq HR team, and review and implement developments, continuously reviewing, improving manager, and employee accessibility to policies and associated guidance.

Liaison

• Maintaining effective communication and collaboration with local authorities, ensuring clear transmission of Human Appeal Iraq’s mission, mandate, and programs to relevant stakeholders.
• The position holder is responsible for regular liaison with national actors, effectively communicating activities to all local partners and reporting to HQ when necessary. They also oversee event and meeting organization, as well as efficient management of project documentation.

• Facilitate visa processes/application to the DNGO and all other authorities for expatriate in Iraq, taking into consideration the status of the visa requested, its type, the nationality of the expat, validity of submitted documentations, expiry date of ongoing residencies/visas, and support in payment of the visa fees, while keeping the country director . updated at all times on all applications’ progress and online application troubleshooting issues
• Process relevant PoAs and/or Admin orders needed for eligibility to apply for visas/residencies.
• Facilitation of check in and check out of expatriate staff and HQ visitors in Iraq, arranging their stay in Erbil/Baghdad, swift transfer to the field and arrangement of pick and drop to / from airports.
• Ensure the accommodation of HA Iraq visitors in a safe place and arrange their lodging, hotel booking, and payment for the hotel.
• Take lead and follow-up with any pending authorizations/permissions/admin order/periodic report to DNGO / other relevant authorities for HAI activities.
• Maintaining relevant records of admin order, Iraq & KRI visa, residence, Asayish related documents including all routine correspondences and letters related to HA administrative matters, in line with the organization’s standards.
• Assist International staff and Consultants in obtaining security clearance from Asayish for rental lease agreement process;

    NB – Employee duties are not limited only to the above-mentioned accountabilities; he/she may perform other   duties as assigned.

Requirements:

 

Education: Degree educated, ideally in a related discipline, e.g., Human Resources    / Business Studies/Social Sciences   

Experience

:Minimum 5 years of experience in a similar role

At least 3 years of relevant experience in INGOs

Liaison experience is desirable and advantageous           

Computer literate and proficient in MS Office Suite         

Languages :Excellent written and spoken English and Arabic. Proficiency in Kurdish for effective communication with local authorities. Additional languages a bonus

rested applicants must send their most recent CV to:

https://humanappeal.peoplehr.net/Pages/JobBoard/Opening.aspx?v=92cc441f-4781-4077-8c6b-f99d4469bec4

Reviewing the application CVs will be on a daily basis, therefore HA reserves the right to do the interviews for the position before the closing date of the job advertisement, only short-listed candidates will be contacted.

*Applications should be submitted in English.

*Only shortlisted candidate will be contacted.