Senior HR/Admin officer

About acted 

“We go the last mile. Founded in Afghanistan, against the backdrop of a forgotten crisis, Acted’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. Millions of vulnerable people around the world need humanitarian assistance today, and hundreds of millions will need it tomorrow, in the face of the growing threat of climate change. We believe that our assistance must be conceptualised and delivered within the framework of people’s natural environments, and the territories on which they depend. Therefore, Acted pursues a triple mandate as a humanitarian, environmental and development aid actor, contributing to the relief, stabilisation, and recovery of crisis-affected people in fragile areas. This vision is guided by the motto “Think Local – Act Global” – reflecting the need to rely on a deep understanding of local territories and contexts to develop and implement actions based on local knowledge, structures and capacities. This local thinking contributes to a global response – running through all Acted programming and operations – as we work together towards the building of a 3ZERO world: a world with Zero Exclusion, Zero Carbon, and Zero Poverty”. 

Greening strategy:

acted’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each acted employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.
• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles
• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

 

PSEAH Policy:

The Senior Admin&HR Officer has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The Senior Admin&HR Officer has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to acted’s procedures. The Senior Admin&HR Officer carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers. 

Location:  Kurdistan Region and Federal Republic of Iraq 

Job Purpose

The Senior Admin & HR Officer is responsible for acted Administration and Human resources (Staff Management, Recruitments, Compensation & benefits, and training in capital office).

 

Duties & Responsibilities: 

Human Resources Management:

National Staff:

• Management of staff in capital office & acted bases in country level.
• Management of public holidays & keeping all bases/staff (national/international) informed.
• Manage the implementation of HOMERE, report errors to HQ focal point.
• Follow up and check attendance sheets for staff to prepare monthly salary report (TITANIC).
• Check contract issuing for new joiners.
• Ensure all staff (National & international) have comprehensive TORs.
• Follow up/ Manage monthly briefing schedules for new joiners
• Follow up of staff appraisals forms with relevant department managers
• Management of award and disciplinary actions to staff as per acted HR Manual & after approval of Country Director.
• Management/ follow up of staff leaves – supervise his/her team to provide necessary forms for staff when needed.
• Follow up acted HR standard templates in line with acted HR manual/ internal regulations.
• Follow up on health insurance issues with area offices and insurance provider.

International Staff

• Management of international staff issues with direct contact with HQ Paris.
• Manage and ensure each new international staff filed & submitted “Settle in at acted Form” in the first days of arrival.
• Follow up of international staff appraisals forms with area coordinators and country director.
• Manage all international staff’s records, passport and visas, contracts, boarding pass and tickets for administrative & security reasons.

TITANIC

• Review and update National staff grade, salary & positions in accordance with country approved salary grid
• Prepare monthly payroll report TITANIC for national staff and review it with Country HR Manager
• Manage international staff presence table and Paid leave follow up table, and make sure it’s sent to HQ on monthly bases.
• Support HQ HR on provision of required documents linked with international staff (upon request)
• Validation of all overtime calculation for staff in capital and area offices.
• Review and validation of staff attendance sheets.
• Validation of HOMERE database updates and follow up.

Recruitment

• Prepare vacancy announcements for national staff.
• Cross check with Finance to ensure budget is available for new recruitments
• Ensure TORs are prepared by Hiring managers prior to release of the vacancy announcements.
• Prepare a comprehensive/ clear longlist of successful candidates and send to hiring manager.
• Validate shortlists prepared by hiring managers
• Ensue HR Assistant collect all necessary documents of applicants as indicated in acted HR Manual.
• Ensure and check successful candidates “Reference check”.

Administrative Management:

 

• Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
• train and supervise lower-level clerical staff to be led by admin officer
• Follow & Prepare letters/documents to solve all acted requirement with governmental offices and NGOs in capital level.
• Follow up of Legal-related issues, in coordination with Country Admin/HR Manager and legal counsellor.
• Ensure compliance of acted to legal requirements of the Capital, and closely follow up with the field level

Capacity Building

 

5.1 Internal Training:

• Conduct review and survey of staff performance with direct contact of line managers to identify requirement/ need for training.
• Organize regular training for staff based on requirements, confirmation of line managers and approval of country Director.

 

                 5.2 External Training:

• Search various sources to introduce staff for short term courses & training.
• Ensure “External Training Request Form” is filled by relevant staff, cost determined

& Finance validated the available budget cost prior to present CD’s approval.

• Organize regular training for staff based on requirement, confirmation of line managers and approval of Country Director.

 

Or any Other tasks would be requested from supervisor of the role.

Chain of Command:

Under the authority of:  Deputy Country Director & technically by the Country HR Manager

Line Management:

Admin Officer

HR Assistant

HR Clerk

Working Relations:

Internal:

FLATS/REACH/Programs/ Coordination

External:

Potential candidates / Service suppliers (Travel Agencies, Legal provider, Social Security, Health Insurance & Recruitment Agencies)

• Bachelor’s or master’s degree in HR Managements or a related field.
• Fluent English, Arabic and Kurdish (written and spoken).
• Excellent writing and communication skills.
• At least 3 years work experience with an INGO in an emergency and/or development setting.
• Ability to work under pressure in a high pace environment.
• Good organisational and prioritisation skills.
• Proficiency in Microsoft Office, Microsoft Excel, and Publisher.
• Strong interpersonal skills
• Strong analytical skills

Interested Candidates can apply through the link below:

 

 https://forms.office.com/e/YvKBRkxyfR 

 

Salary for this position is 2,190,000 IQD per month.

Deadline is 22-06-2025

Female candidates are strongly encouraged to apply

Best of Luck!