Legal Assistant _ Baghdad

Overall Objective of the Job:

Provides administrative support to the legal team by performing various organizational and communication tasks.

Tasks and Responsibilities:

1. Document Collection and Updates:

• Collect and maintain all necessary documents from the HR department monthly, ensuring accurate and up-to-date information.
• Update newly hired employees’ documentation, including employment contracts, personal information forms, and any relevant paperwork.

2. Digital Archiving:

• Establish and maintain a digital archiving system for employee documents and files.
• Ensure proper organization, labeling, and accessibility of electronic files related to social security and other HR-related matters.

3. Foreign Employees’ Document Management:

• Monitor the expiry dates of foreign employees’ work permits, visas, stickers, iqama (residency permit), and other relevant documents.
• Coordinate with foreign employees and relevant authorities to ensure timely renewal or processing of necessary documents.
• Maintain an organized archive of all foreign employees’ documents, adhering to legal and regulatory requirements.

4. Social Security Payments:

• Follow up on the monthly social security payments, collecting formal documentation and receipts for records and compliance purposes.
• Coordinate with the finance department to ensure accurate and timely submission of social security payments.

5. Compliance and Inspection Preparation:

• Prepare all necessary documents required for annual and sudden inspections, ensuring compliance with labor laws and regulations.
• Ensure all employee records and documentation are in order and readily accessible during inspections.

6. Reporting and Communication:

• Provide daily and monthly reports to the direct manager, highlighting any documentation-related issues or updates.
• Collaborate with other HR team members to ensure effective communication and coordination.

7. Ministry of Labour Requirements:

• Liaise with the Ministry of Labour or other relevant government agencies as needed, providing requested documents and information promptly.
• Stay updated on any changes or updates to legal and regulatory requirements related to HR documentation.

8. Company Inspections:

• Conduct regular inspections across all Sardar Group companies to ensure compliance and readiness from the HR department’s perspective.
• Address any gaps or issues identified during inspections and collaborate with relevant stakeholders to implement necessary corrective actions.

 

Job Requirements:

• Bachelor’s degree in HR management, business administration, or a related field.
• Minimum 1 year of experience in HR documentation management, Legal officer, preferably in a similar role.
• Excellent organizational skills with a keen eye for detail.
• Strong knowledge of labor laws, regulations, and documentation requirements.
• Intermediate English language is required.
• Proficiency in digital archiving and document management systems.
• Excellent communication and interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.
• Proficient in MS Office applications.
• Strong time management and prioritization skills.