Human Resources and Administration Assistant

About the Human Resources and Administration Assistant Role

The Human Resource and Administration Assistant will be supporting NPA and its programs by implementing NPA’s professional and effective human resources services for the national staff, under supervision of the Human Resources and Administration Manager, and in collaboration with the Country Director and other staff.

Responsibilities:

Hiring

–        Coordinates hiring and contracting processes, including advertisement of vacancies, collection of applications, short listing and arranging written tests and interviews as required for regular staff, short-term service providers and consultants.

–        Conducts tests, interviews, and supports the selection of employees for filling vacant positions in coordination with the hiring managers.

–        Plans and conducts new employee orientation sessions and on boarding.

–        Contacts external suppliers to provide short-term services, such as temporary employments, search firms, or personnel medical and insurance services.

Performance and Retention

–        Administers performance review program to ensure effectiveness, compliance, and equity within organization.

–        Prepares employee separation and termination notices and related documentation, and conducts exit interviews.

–        Administers and supports staff capacity development programmes as required.

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Policy and External Coordination

–        Acknowledges legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.

–        Administers benefits programs such as life, health insurance, pension plans, vacation, sick leave, leave of absence, and employee assistance.

–        Prepares monthly payroll and salary administration program to the HR/Admin Manager, ensuring the compliance and equity within organization.

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Employee Information Management

• Maintains the human resource management department’s data base (inclusive of the leave database, tracking of staff probationary periods etc).

–        Maintain and update the personnel records and filing system regularly, ensuring that information is completed in an orderly and timely manner.

–        Keeps records of benefit plans participation, such as insurance and pension (provident) plan and personnel transactions, including promotions, transfers, performance reviews, terminations, and employee statistics.

–        Provides regular reports on accrued benefits.

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Administration

–        Oversee day-to-day operational and administrative activities of NPA Country Office in Erbil and supports other offices as required.

–        Supports with arranging custom clearance, travel and visa requirements, residency and other personal documents for staff and visitors.

–        Ensure that all issues related to taxes, permits, licenses, registration, etc. are managed with the approval of the Country Director as and when required.

–        Responsible for circulating memos, meeting minutes and information from management to NPA staff.

–        Fulfils other tasks that may be assigned to him / her by the line manager.

Education and Language

–        Relevant university degree or equivalent 2 years’ experience.

–        Written and verbal proficiency in English and Kurdish languages are mandatory, and Arabic language is desirable.

Experience

–        At least two years of experience in a relevant HR and Administration employment, preferably with an INGO.

–        Good understanding of ICT systems and experience with MS Office applications, including Excel.

–        Experience of developing templates and maintaining formats and procedures are crucial.

–        Experience in liaising with and reporting to authorities/government.

–       Experience of report writing is desirable.

Personal Competencies

–        Self-driven with integrity, initiative and ability to think and work independently.

–        Strong organizational and planning skills.

–       Good communication, networking and interpersonal skills, with the ability to work well within a team

–       Ability to multitask, attention to details and prioritization, and meet deadlines.

–        Ability to work effectively under pressure and adapt to demanding work conditions.

Additional Considerations

–        The HR/Admin Assistant is to abide by the policies and personal code of conduct set by the Norwegian People’s Aid (NPA) and represent the organisation in a loyal and responsible manner.

–       All offers of employment will be subject to satisfactory references and appropriate screening checks including vetting and due diligence.