HR Officer

Terms of Reference

Consultancy Title:    Human Resource Officer – Erbil/Kurdistan/Iraq
Duration:                    2024
Duty Station:             Erbil / Zanko
Report to:                  Executive Director

ESSENTIAL DUTIES AND RESPONSABILITIES:

Human Resources Administration;
Payroll;
HR Policy;
Recruitment;
Reporting;

1. Major Responsibilities:
• He/She guarantees the HR management of the staff.
• He/She contributes to HR management of the HQ.
• He/She contributes to the respect and development of HR policy
• He/She contributes to the respect and awareness of laws and regulations
• He/She supervises the preparation of monthly payment of salaries with the support and review of the admin manager
• He/She supervises the on-site activities related to human resource management and implements the relevant procedures.
• He/She Manage and monitor the attendance, absence, leave, and tardiness records of employees, as well as biometric time-clock data.
• He/She Manage staff time-sheets and leave tracking sheet.
• He/She Managing Personnel Records and Filing for Main Office and centers staff up to date and managing the employee information records.
• He/She Follow up with supervisors on probation periods for newly hired employees and manage probation tracking sheet.
• He/She Submit monthly reports when needed.
• placement, orientations, review promotions, manage existing staff, assist in staff training.
• Print the new contracts/amendments and follow up on the expiration and renewal of the contracts.
• Follow up the implementation of staff performance appraisals and maintain track record including the filing of the appraisal forms (annual plus probation appraisals).
• Collect, update and file all necessary documents/information for the employee.
• Follow-up of the leaves, sickness, and attendance for all the staff field
• Assist in the preparation of final settlements at the end of the contract.
• Validate the Service contract database.
• Supervise filing and archiving of HR files and records at field offices and country coordination offices.
• Any task requested by the supervisor
2. Payroll:
• Validate attendance timesheets, payroll, and salaries.
• Liaise with Administrative Department for all variable components of salaries (overtime, sick leave, travel allowance) to ensure accurate payroll;
• Prepare and follow up on the salary advances for the field staff.
3. HR policy:
• Contribute to update the HR policy;
• Ensure that each base follows properly all human resources issues (leaves, salary advances, etc.) according to the internal rules, memos.
• Design and/or update all human resources memos, submit them to the HR Coordinator for validation. Circulate the information, & ensure a follow-up of the list of memos.
• Ensures that HR policies are known and respected by the base team;
• Responsible for meetings and related with staff representatives for all the field bases
4. Recruitment:
• Ensure all steps in the recruitment process are respected.
• Responsible for Job Announcement;
• Support managers in selecting applications.
• Keep the Administrative department informed about starting date of new staff;
• Ensure contractual documents (contracts, amendments) are prepared and signed on time;
• Keep track of applications and ensure archiving of files;
• Provide staff with orientation and guidelines.
• He/She ensures that the full recruitment process is implemented and respected with the support of the Admin manager. This includes:
• Reception and validation of Job description and recruitment requests
• CV collection and support the requester for selection
• Advise the future line manager about the more relevant way to proceed with test and interviews
• Organization of technical test and interviews
• Support the requester with test correction, creation, and communication of scoring grid, ensure the confidentiality of applicant’s data, consolidate scoring grids
• Organize interviews for selected candidates and support requester with interview forms
• He/She guarantees the respect of neutrality, ethic, and impartiality during the recruitment process.
5. Archives:
• He/She ensures that all supporting documents, ID and driving license copies, blood type justification, certificates, and others.
• He/She ensure that all the document properly files according to the archive procedure (hard and soft copies).
6. Training:
• He/She ensures that all managers are always aware of HR and Finance procedures
• He/She supports the Admin Manager, He/She drafts and implements a general training plan for all staff. All the staff must be trained on a regular basis on general topics. He/She defines the training topics in collaboration with other departments.
7. HR database:
• On a daily basis, He/She ensure the quality and accuracy of the monthly HR database
• In the respect of deadlines, He/She sends the monthly database to the Admin Manager.
8. Reporting:
• Prepare monthly HR report including HR achievements