HR Administration Officer – Erbil, Iraq – (KRI-048)

HR Administration Officer

Main Purpose
To ensure the efficient implementation of HR administrative functions, including onboarding,
employee data management, payroll processing, attendance tracking, performance evaluation,
contract administration, and disciplinary actions. The HR Admin Officer will support compliance
with organizational policies and labor laws, facilitate smooth HR operations, and provide guidance
to staff and managers to enhance workforce management, organizational effectiveness, and
accountability

Reporting to:
Hierarchical: HR Coordinator
Functional: HR Coordinator
Level/Area of Responsibility: Coordination, Nationwide

Tasks
On-boarding
– Follow-up to ensure that the on-boarding process is smooth and effective in terms of
documentations, signing of the contract, assignment of emails/accounts, IMP account
activation, and coordination with relevant personnel (Line manager, IT, Logistics, and head of
base), as well as they receive their ID Badge and Insurance Card timely.
– Guide new hires through HR-related policies and regulations, ensuring they read and sign all
required documents.
– Send welcome emails to new joiners throughout the mission.
– Communicate the induction schedules for the different sessions in coordination with the
induction focal point.
Employee Data Management
– Ensure that all personal documentation of new hires is collected and signed appropriately
during the on-boarding stage and uploaded on the necessary databases (IMP or local
database).
– Constantly review and update the mission staff databases (IMP or local database) with the
correct information, ensure synchronization between all our data management tools.
Attendance & Leaves Management
– Track and approve leave requests, maintaining an up-to-date leave tracking sheet.
– Provide line managers with leave balance reports quarterly or upon request to assist in leave
planning.
– Produce and review attendance sheets/reports for all mission staff to ensure compliance with
monthly attendance and absence policies.
– Address and follow up on attendance-related issues.

– Prepare monthly timesheets (allocation sheets) and ensure they are signed by relevant staff.
Salaries & Payroll
– Update the monthly payroll sheet in coordination with the HR Coordinator, reflecting any
updates to staff information such as marital status, unpaid leaves, payment location, and
working days. In addition, any other updates regarding salary allocation.
– Ensure all staff members are paid correctly and on time, reporting any issues promptly.
– Prepare and distribute monthly pay slips, collecting necessary signatures from staff, budget
holders, and finance, ensuring timely delivery to staff.
– Follow up on suspended salaries in coordination with the Finance Department
Performance Evaluation
– Initiate the mid and end of year evaluation periods and share the relevant documents and
instructions with all the staff in the mission.
– Track and follow up on performance evaluation deadlines, sending regular reminders to staff
and line managers. Including probationary periods review.
– Oversee the performance appraisal process, ensuring forms are properly filled, signed, and
validated.
– Collaborate with the HR Coordinator and line managers to identify training needs based on
performance results and assist in capability improvement plans.
– Prepare performance evaluation reports every 3-6 months based on the collected evaluation
forms with the support of the HR Administration Assistant.
– Facilitate performance evaluation meetings when necessary to ensure objectives are achieved
Contract Management
– Follow-up and track the status on all staff contracts with the relevant budget holders, line
managers, and Finance Department, and carry out amendments, renewal, non-renewals, and
termination formalities timely.
– Ensure that staff receive and sign their contracts correctly and on time
– Ensure preparedness to answer any contractual related questions from staff or managers in
the mission.
– Coordinate with the legal consultant on any contractual issues.
Employee Exit Procedures
– Ensure exiting staff complete clearance procedures as per policy, including exit interviews
using the designated form.
– Coordinate the clearance process with relevant departments to ensure timely and accurate
completion.
– Analyze staff turnover quarterly based on exit interview feedback and share insights with the
HR Coordinator.
Employee Conflicts/Disciplinary Actions
– In close collaboration with the line managers and HR Coordinator, looks for the best options to
avoid and/or solve possible staff conflicts.
– Support the HR Coordinator when taking disciplinary measures.

Others
– Guide and support managers and staff on HR policies and procedures, ensuring compliance
with internal regulations.
– Update staff records with the local social security office to meet legal requirements.
– Coordinate with the HR Coordinator to update and communicate the organization chart
monthly.
– Prepare for audits and verification visits by ensuring documentation is accurate, complete, and
readily available.
– Share official communications with staff through postings, meetings, or internal chatrooms.
– Prepare and share statistical and narrative monthly HR reports with the HR Coordinator.
– Conduct regular visits to field locations to support staff and address any HR-related issues.
– Undertake additional relevant tasks as assigned by the line manager or functional manager.

Requirements
Education
– University Degree in Business Management/Administration is preferred
Professional experience
– Minimum 2 years of relevant professional experience in Human Resources and
Administration
– Experience in the humanitarian sector (NGOs) is preferred.
Professional requirements
– Essential computer literacy (word, excel and internet)
Personal requirements
– Good technical knowledge in country bylaws (labor laws, social security, and taxes)
– High confidentiality, respect, integrity, and non-discriminatory attitude
– Good interpersonal and communication skills
– Good analytical and report writing skills
– Strong planning and organizational skills
– Ability to work under pressure and as part of a team
– Team building and cooperation
– Non-discriminatory attitude
– Ability to work and integrate in a multicultural team
– Active listening and empathy
– Behavioral flexibility and stress management
– Commitment to INTERSOS principles

Languages 

– Fluency in English, Arabic, and Kurdish (written and spoken)

INTERSOS is an equal opportunity employer and reserves the right for everyone to apply to its vacancies without any discrimination.

INTERSOS is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply.

Kindly note that:

• Only short-listed candidates will be contacted.
• Your resume must be uploaded in PDF format.
• INTERSOS is reviewing applications on a rolling basis, and we reserve the right to close the vacancy before the mentioned closing date.
• The preference will be given to qualified candidates from the recruitment area.

إنترسوس تتمتع بتكافؤ الفرص وتحتفظ بالحق للجميع في التقدم للوظائف الشاغرة دون أي تمييز.

إنترسوس ملتزمة بتحقيق تنوع في قوى العمل من حيث الجنس، والجنسية، والثقافة. نشجع الأفراد من الجماعات الأقلية، والجماعات الأصلية، وأصحاب ذوي الاحتياجات الخاصة على التقدم بطلباتهم للتوظيف مع انترسوس .

للمهتمين والذين يستوفون المعايير المطلوبة ، يرجى النقر هنا للتقديم.

لطفا لاحظ ذلك:

• سيتم الاتصال فقط لمن يكون ضمن قائمة المرشحين المختصرة.
• يجب تحميل سيرتك الذاتية بصيغة
• تقوم انترسوس بمراجعة التقديمات بصورة دورية ، ونحتفظ بالحق في إغلاق الوظيفة الشاغرة قبل تاريخ الإغلاق المذكور في حال ايجاد الشخص المناسب.
• سيتم إعطاء الأفضلية للمرشحين المؤهلين من سكان المنطقة