HR & Admin Assistant (Iraq Nationals Only)

PURPOSE OF DIVISION:

PURPOSE OF DIVISION:

Job Purpose:

The purpose of the HR/Admin Assistant position is day to day implementation of the HR functions responsibilities based in Diyala. The role will be based in Diyala and will report to Project Manager.

Main duties and responsibilities:

HR Tasks:

• Assist in provision of and adherence to the IRW Iraq`s HR policies, practices, rules, procedures, guidelines and standard functions for the Human Resources to all staff based in Diyala Field Office.
• Ensure that all timesheets filled and signed properly. Collect timesheets. Prepare and submit staff attendance report, overtime of support staff, and daily staff attendance (if any) to finance department.
• Assist in administration of new starters including pre-employment checks, references, preparing documents, processing applications for benefits and general payroll administration.
• Assist in maintaining HR records including manual and electronic filing systems, including employee records, new starters, leavers etc.
• Organise individual and group inductions for new employees.
• Organise and coordinate staff meetings, group training and other meetings and events.

Admin Tasks:

• Maintain effective system for the maintenance and security of the IRW, Diyala Field office.
• General administration – design, implement, manage and ensure the maintenance of appropriate administrative systems and procedures in coordination with Operation team.
• Supervise the office buildings upkeep and maintenance, and organize through the support staff.
• Develop and maintain the office filing system (Management Information System).
• Ensure that guidance and monitoring in all IRW administrative and security policies and procedures are given to all staff in IRW, Diyala Field Office.
• Actively participate in major procurement in the projects and the purchase office equipment and supplies.
• Ensure coordination with finance, logistic, projects and program staff.
• Oversee the transport and maintenance section ensuring smooth management, maintenance, allocation and scheduling of concern’s vehicles.
• Ensure IRW, Iraq, Diyala Field Office legal obligations relating to lease agreements and make certain the in-timely payment of utility bills.
• Procurement of stationery and keeping proper record of the stationeries as per IRW standards.
• Updating assets inventory of the IRW, Iraq, Diyala Field Office.
• Assist the Operation team in preparing and managing local and sub-contractors for outsourcing administrative requirements.
• Ensure documents well archiving and responsibility on mail posting between IRW Diyala office and Erbil country office.
• Manage the drivers’ trips and log times on a daily basis and submit and follow up the drivers’ payments regularly.
• Any other duties commensurate with role and grade as requested by the line manager.

ADDITIONAL RESPONSIBILITIES

PERSON SPECIFICATION

1. A) EDUCATION/TRAINING

Required:

• Minimum of Bachelor’s Degree in Administration/Human Resource Management, or related field.

 Professional Qualifications.

• Extensive experience in working for NGO or INGOs on Human Resource Management and Operation fields with a minimum of three years of relevant experience.
• Demonstrated capacities to establish and maintain strong, collaborative working relationships with government officials, local organizations, communities and other stakeholders.
• English & Arabic language proficiency (speaking, reading, writing).
• Good writing and reporting skills.
• Ability to multi-task and meet deadlines.
• Proficiency in computer applications (MS Word, Excel, Power point).
• Experience in working on any ERP software system is preferable.

1. D) COMPETENCIES

Core Values (Required) :

• Diversity and Inclusion.
• Integrity

Core Competencies (Required):

• Working with People.
• Drive for Results.

Functional Competencies (Required):

• Formulating Strategies and Concepts.
• Planning and organizing.

E) CONTACTS/KEY RELATIONSHIPS

 F) PROBLEM SOLVING (Thinking Environment)

• Ability to deal with complex situation and solve issues and problems

What We Offer

• Type of contract: 12 months, renewable upon funding.
• Medical Insurance
• A very positive work environment.