HR Coordinator

Primary Responsibilities:

Employee Relations:

• Champion Equity, Diversity, and Inclusion (EDI) across all HR processes, ensuring employee relations, and workplace culture align with MAG’s EDI principles.
• Under the supervision of the Country HR and Safeguarding Manager, lead independent investigations into employee relations complaints, ensuring confidentiality, transparency, and compliance with local labor laws and MAG safeguarding policies.
• Handle employee relations, including managing complaints, grievances, and mediating disputes. Provide guidance on disciplinary actions, ensuring compliance with legal and regulatory standards.
• Advise managers on staff management, attendance, and employee concerns.
• Under the supervision of the Country HR and Safeguarding Manager, develop employee wellness programs and mental health initiatives aimed at improving staff well-being, job satisfaction, and overall retention.
• Collaborate with the HR and Safeguarding Coordinator to integrate gender and inclusion considerations into all HR activities, ensuring an inclusive and non-discriminatory workplace.

Payroll, Compensation and Benefits:

• Review payroll reports shared by the sector HR Coordinators and ensure accuracy
• Generate accurate monthly payroll ensuring compliance with the local legislation for tax and social security
• Coordinate tax and social security reports, working with finance and legal teams to ensure legal compliance.
• Develop and implement payroll auditing procedures to ensure accuracy and compliance. Serve as the primary HR contact for payroll-related legal inquiries and audits.
• Assist the Country HR and Safeguarding Manager in conducting regular market benchmarking of compensation and benefits packages, ensuring they remain competitive and aligned with organizational goals, and provide recommendations for adjustments as needed.

Attendance and Leaves Management:

• Manage leave requests and maintain an accurate tracking system for timesheets and attendance.
• Ensure that timesheets are submitted and filed in accordance with internal policies.
• Design and implement a new digital attendance management system to streamline the tracking of employee attendance and leave.

Learning and Development:

• Identify training needs through staff performance reviews and assist in organizing development activities.
• Coordinate training sessions and workshops, ensuring proper documentation and reporting.
• Lead the analysis of performance data to identify long-term staff development needs and collaborate with external providers to ensure alignment with strategic goals.

HR Administration:

• Regularly maintain and update the HR database by inputting data obtained from relevant employees’ documents.
• Provide support with audits and report generation as needed.
• Generate HR reports as required, including detailed analysis of HR metrics for senior management.
• Assist with regular audit by providing information from the HR files (personnel files, recruitment files, probation, appraisals, trainings, disciplinaries, monthly attendance timesheets, Certificates, etc.) and the HRIS for Finance and Audit requests.
• Ensure the maintenance and regular updating of all physical HR files and records.
• Perform statistical analysis on gathered HRIS data and share the output with all concerned managers in coordination with the HR Manager.
• Ensures that all computerised HR files and records are updated.
• Maintain strict confidentiality in handling employee data within the HRIS, ensuring compliance with MAG data protection policy.
• Implement security measures to safeguard sensitive information and prevent unauthorized access or data breaches.
• Perform additional HR tasks as recommended by the line manager.

Secondary Responsibilities:

Recruitment and Employee lifecycle management:

• Develop and implement innovative recruitment strategies to attract top talent, utilizing diverse platforms and continuously improving the recruitment process based on feedback and market trends.
• Coordinate recruitment and selection process across the ensuring transparency, legal compliance and and adherence to MAG recruitment policies in collaboration with the Country HR and Safeguarding Manager.
• Manage job description creation and revisions, ensuring roles are evaluated and aligned with organizational and operational requirements.
• Ensure thorough completion of pre-employment checks, maintaining accurate and compliant records in employee files.
• Oversee the administration of new starter paperwork, ensuring timely completion and appropriate filing of all forms, contracts, and policies.
• Share weekly recruitment status updates with relevant stakeholders, including department managers and SMT.
• Ensure all new employee data is uploaded into the HR database and personnel files prior to contract signing.
• Ensure that all new employees’ information and relevant documents are uploaded in the HR data base before the contract is signed.
• Update and maintain an “active list” of all individuals potentially available to work for MAG.
• Conduct exit interviews to gather feedback from departing staff, analyze trends, and recommend improvements to reduce staff turnover and increase retention.
• Champion Equity, Diversity and Inclusion (EDI), ensuring that recruitment practices align with MAG EDI principles.

Redundancies:

• Lead complex redundancy consultations with significant autonomy and managing negotiations with government authorities.
• Coordinate redundancy process across the Programme in coordination with the Counry HR and Safeguarding Manager ensuring transparency, legal compliance and consistency with MAG redundancy policy.
• Ensure consultation process and evaluation criteria is fully respected.
• Ensure timely coordination/approval from Ministry of Labour on redundancies.

Quality Assurance & Support:

• Lead the development and implementation of new HR policies and SOPs to enhance operations across the Programme, ensuring compliance with best practices and legal frameworks. Provide strategic advice to senior management on policy development.
• Provide quality assurance for sector HR coordinators, ensuring that HR operations are done according to MAG’s policies.
• Manage Duhok and ELC bases with all relevant HR operations
• Monitor and ensure accurate use of the HR system and database.
• Provide advice and support to managers on implementing MAG’s terms and conditions of employment and HR policies and SOPs.
• Provide feedback on the development of employment contracts to ensure compliance with all relevant legislation.
• Ensure that staff objectives and PDR are completed in timely manner.

HR Administration:

• Liaise with TMU, IKMAA and DMA regarding Ops trainings from planning to certification and ensure proper documentation and filing.
• Maintain accurate employee records and HR data.
• Generate regular reports for the Country HR and Safeguarding Manager and other stakeholders as required.
• Assist with clerical tasks like file management and document storage
• Maintain strict confidentiality in handling employee data within the HRIS, ensuring compliance with MAG data protection policy.
• Implement security measures to safeguard sensitive information and prevent unauthorized access or data breaches.
• Monitor and manage the HR database and systems, developing new procedures to optimize data analysis and reporting for tracking key HR metrics.
• Design and administer employee satisfaction and engagement surveys, analysing results to identify areas for improvement in workplace culture and morale, and lead initiatives to address findings.
• Perform additional HR tasks as recommended by the line manager.

Essential Requirements

Qualifications and Experience:

• Bachelor’s degree in human resources, Business Administration, or a related field. A master’s degree in HR or a related discipline is a plus.
• Professional HR certification (e.g., CIPD, SHRM, or equivalent) is preferred.
• Minimum 5 years of experience in HR with an International NGO or similar sector
• Proven experience handling complex employee relations cases, including investigations, grievances, and disciplinary actions.

Skills and Knowledge:

• Strong knowledge of local labour laws, employment regulations, and HR best practices.
• Familiarity with equity, diversity, and inclusion (EDI) principles and the ability to integrate them into HR processes.
• Excellent interpersonal and communication skills, with the ability to mediate conflicts and handle sensitive employee matters discreetly.
• High proficiency in HRIS systems, and Microsoft Office (especially Excel for payroll-related functions).
• Demonstrated analytical skills, with the ability to interpret HR metrics and data to inform decision-making.
• Strong problem-solving and critical thinking skills, with the ability to handle complex HR issues independently.
• High level of attention to detail and accuracy in all HR-related tasks.

• Ability to work under pressure and meet tight deadlines, with excellent organizational and time management skills.

Behavioral Competencies:

• A strong commitment to confidentiality and ethical conduct, particularly in handling sensitive employee data and HR processes.
• Demonstrated cultural sensitivity, with the ability to work effectively in a multicultural environment.
• Strong leadership qualities, with the ability to influence and support staff across multiple teams.
• Team player with a proactive attitude and a collaborative approach to problem-solving.
• High degree of adaptability and flexibility to changing organizational needs.

Language:

• Fluency in written and spoken English,
• Proficiency in either Kurdish or Arabic is required

GENERAL

All MAG staff is expected to undertake the following general duties:

• Work towards achieving departmental business plan objectives.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work as part of a team and liaise with other departments to ensure effective communications across the organization.
• Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
• Ensure confidentiality of information as required by MAG policies and procedures.
• Undertake any other duties appropriate to the post as may be required.
• Aware of gender mainstreaming and ready to participate in gender awareness courses/training
• Able to work in a mixed team
• Undertake and apply learning from appropriate training and development programmes.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.