Office Manager & HR

Terms of Reference (TOR)

Position: Office Manager & HR

Location: Erbil HQ

Reports to: Finance & Administration Director

1. Purpose

To support KOHRW’s daily operations by managing office administration, HR processes, documentation, and coordination with the Executive Director to ensure a smooth, organized, and compliant work environment.

2. Responsibilities
3. Office Operations & Administration

• Oversee daily office operations, cleanliness, and organization.
• Manage office supplies, equipment, stock inventory, and office/stock keys.
• Maintain physical and digital admin files, including structured server folders.
• Handle incoming/outgoing communication: emails, letters, phone calls, and mail.
• Prepare and organize meetings, workshops, trainings, and travel logistics.
• Draft official letters, emails, reports, and meeting minutes.
• Support the Executive Director with schedules, invitations, guests, and protocol tasks.

1. Human Resources tasks

• Facilitate onboarding and induction for new employees (orientation, forms, workstation setup).
• Maintain HR files (digital & physical), including contracts, timesheets, leave, and performance documents.
• Manage fingerprint attendance, staff timings, and prepare monthly payroll inputs for finance.
• Support the recruitment process (announcements, scheduling interviews, collecting documents).
• Coordinate quarterly employee evaluations and follow-up documentation.
• Maintain updated lists of staff supervisors and contract periods.

1. Finance, Budget & Compliance

• Track office expenses, maintain the admin budget, and prepare expense summaries.
• Process invoices, purchase requests, and expense reports in coordination with the finance team.
• Submit monthly payroll documents and project timesheets to finance.
• Ensure compliance with KOHRW policies, procedures, and safety standards.
• Support the development and implementation of Admin/HR forms, policies, and guidelines.

1. Vendor, Service Provider & Stakeholder Coordination

• Liaise with vendors, suppliers, and service providers for maintenance, supplies, and office services.
• Maintain updated service agreements and ensure timely renewals.
• Coordinate with the research and fundraising teams on administrative needs for activities.

1. Documentation, Filing & Reporting

• Maintain well-organized documentation systems (physical archive + digital server).
• Ensure documents meet KOHRW’s standards for format, accuracy, and language.
• Prepare weekly meeting minutes, daily briefing updates, and admin reports.
• Support annual reports and internal reviews by providing needed documentation.

4. Application Procedure

• Deadline: 27 November at 23:59
• To apply, interested candidates should submit their CV in PDF format to:

 [email protected]
 cc: [email protected]

• Please indicate “Office Manager & HR” in the subject line of your email.
  Only shortlisted candidates will be contacted.