HR Assistant (Pending donor approval) – Erbil – (KRI/053)

All INTERSOS employees are expected to perform their roles and responsibilities according to the INTERSOS charter of values, code of ethics, PSEA and Child Protection policies. The job description is mandatory for all positions within INTERSOS and shall be signed by the employee within the first week of employment.

Purpose/objective of the position:

Execute administrative tasks, according to line manager/functional manager indications and INTERSOS procedures, in order to ensure legal compliance to local laws, internal regulations, and to donor’s requirements.

Duties:

Recruitment

• Assist the area HR Officer in recruitment related tasks for TL/Officer positions in his/her area of responsibility (Advertising, calling, screening, arranging for tests, conducting reference checks, collecting applications from boxes, and archiving)
• Actively participate in the recruitment of basic positions and fully implement the procedure.

 

On-boarding/Induction

• Ensure that all new joiners sign their contract on time, assigned an email, receive their ID badge and IT equipment if needed.
• Using the BCL (Briefing check list), ensure that all staff are inducted on HR topics properly upon on boarding, along with other briefing topics (e.g. Security, COVID, CP/PSEA).
• Track and report the inductions/briefings given to staff in the area of responsibilty on a monthly basis.
• Ensure that all staffs in the area of responsibility (National, international, visits, etc.) are properly briefed and/or inducted.

 

Employee Data Management

 

• Collect the personal documentation of the new joiners during on boarding, scan them properly, and attach them on IMP.
• Enter/update data into the HR database (IMP and Internal Database) on a regular basis.
• In coordination with Erbil team, ensure that staff personal dossier is kept up to date containing all standard documentation to facilitate HR processes management.
• Ensure that staff documents are properly checked and validated (signed by the relevant parties) before sending them to the coordination team.

Attendance & Leaves Management

• Assist line managers to ensure that all staff have a pre-agreed annual leave plans that are updated every quarter.
• Track and approve leave requests and share leave balances with the staff/line managers on a quarterly basis. Ensure that the leave tracker is up to date on a regular basis.
• Retrieve attendance documents (hard copies/electronic reports), review/approve them, and prepare the monthly timesheet (allocation sheet) accordingly.

 

Salaries & Payroll

• Ensure a proper follow up on staff payment, that every staff member in the area got paid correctly and on time, and report for any issues.
• Prepare and collect the signatures of the monthly payslips and ensure that staff receive their copy.

 

Performance Evaluation

• Follow up on the implementation of the staff’s performance appraisal system, track and review performance evaluation form, and validate the process (forms signed and properly fille) before sharing them with the area HR Officer and the coordination team.

 

Contract Management

• Ensure that staff receive and sign their contracts correctly and on time, carry out amendments/renewal/non-renewal and contract termination formalities for employees in the area of responsibility as per the internal regulations.
• Track and follow up on the contract status of employees in the area of responsibility, and request support from the coordination team.

 

 

Employee Exit Procedures

• Ensure that the departing staff completes/goes through the clearance procedures as per the policy and conducts an exit interview.
• Follow up with the coordination team to ensure that departed staff receive their employment certificates at the end of a contract to meet legal requirements while defending INTERSOS ’s interests and based on Internal Regulation.

Others

• Guide and support managers and staffs on HR policies and procedures and monitor the implementation of the rules in line with the Internal Regulation.
• Responsible that all official administrative information/communications are available to staff through postings, meetings, and/or internal chatrooms.
• Support in translating documents/communications into local language If needed.
• Prepare and share statistical/narrative monthly HR reports to the area HR Officer.
• Any other relevant tasks assigned by the line manager.
• Facilitate and support in arranging internal HR workshops and trainings for national staffs in the area of responsibility.
• Conduct regular visits to field locations to support/meet with the staff.

Person Specification:

Education and professional experience:

• University Degree in Human Resources Management.
• Minimum 1 year of relevant professional experience in Human Resources and experience with an INGO.

 

Competencies: (Knowledge, Skills & Abilities)

• Computer literacy (Word, Excel, Power Point)
• Good leadership skills
• Strong technical knowledge in protection
• High confidentiality, respect and non-discriminatory attitude
• Good interpersonal and communication skills
• Strong analytical and report writing skills
• Strong planning and organizational skills
• Ability to work under pressure and as part of a team