HR & Admin Assistant (Iraq Nationals Only)

PURPOSE OF DIVISION:

Islamic Relief Worldwide (IRW) is an international relief and development charity that envisages a caring world where people unite to respond to the suffering of others, empowering them to fulfil their potential. We are an independent Non-Governmental Organization (NGO) founded in the UK in 1984.  Working in 40 countries, we promote sustainable economic and social development by working with local communities to eradicate poverty, illiteracy and disease. We also respond to disasters and emergencies, helping people in crisis. Islamic Relief provides support regardless of religion, ethnicity, or gender and without expecting anything in return.

Islamic Relief Worldwide (IRW) has been working in Iraq for more than 20 years. IRW-Iraq was amongst the few aid agencies those were on the ground since 2003. Islamic Relief Worldwide Iraq is implementing several projects in the sector of livelihoods, WASH, Education, and Protection.

JOB PURPOSE:

The purpose of the HR/Admin Assistant position is day to day implementation of the HR functions responsibilities.

KEY WORKING RELATIONSHIPS

 Roles and Responsibilities:

 Generic responsibilities:

• Ensure that the country set up comply with IRW policies and donor requirements.
• Ensure anti-corruption/Fraud focus in procedures.
• Provide regular analysis and reports.

 Specific responsibilities:

Admin tasks:

• Maintain effective system for the maintenance and security of the IR Thi Qar office.
• General administration – design, implement, manage and ensure the maintenance of appropriate administrative systems and procedures in coordination with Operation Manager.
• 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 IR administrative and security policies and procedures are given to all staff in IR Thi Qar.
• 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.
• Responsible for maintaining the ‘corporate’ identity of IRI.
• Ensure IR Thi Qar 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 IR standards.
• Updating assets inventory of the IR Iraq Office.
• Assist the Operation Manager in preparing and managing local and sub-contractors for outsourcing administrative requirements.

HR tasks:

• Assist in provision of and adherence to the IR Iraq`s HRM Policies, Practices, Rules, Procedures, Guidelines and Standard Functions for the Human Resourcing.
• Securing that Procedures and Actions are in line with the National Labour Law.
• 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, away days, group training and other meetings and events.
• Any other duties commensurate with role and grade as requested by the line manager.

 PERSON SPECIFICATION

PERSON SPECIFICATION

A) EDUCATION/TRAINING

Required:

• Bachelors Business Administration – HR fields,  or related field

B) EXPERIENCE

• 1-3 years’ experience in the field of HR working with INGOs/NGOs

Professional Qualifications

• Extensive experience in working for NGO or INGOs on emergency fields with a minimum of 3 years of relevant experience
• Human resource legal background is needed
• English-language proficiency (speaking, reading, writing). Fluency in Arabic is a must.
• Good writing and reporting skills
• Ability to multi-task and meet deadlines
• Proficiency in computer applications (MS Word, Excel, Power point)

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

HR Manager Finance Department, operations department, Country Management Team HQ HR, Programme team.

F) PROBLEM SOLVING (Thinking Environment)

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