HR & Admin Assistant

[Erbil,Iraq ]

PURPOSE:

 

The Human Resources & Administration (HRA) Assistant will provide HR and administrative support to ensure smooth running of the office / training centers and effective office operations.  S/he is accountable for performing a wide range of HRA duties including but not limited to assisting with recruitment, record keeping, updating HRIS system, drafting letters contract/agreements’ in Kurdish, English and Arabic languages, processing rent fee for office and training centers, managing leave tracker, managing employee ID and business card.

 

DUTIES AND RESPONSIBILITIES

Recruitment: As directed by line manager:

1. Draft job advertisements and post jobs locally, screen CVs if requested by line manager, arrange appointments for written test and interviews and ensure that documentation is collected and recorded/filed in hard and soft copy accordingly.
2. Facilitate and follow up on background check and keep their records in the staff’s personal file.
3. Draft provisional offer letter, confirmation offer letter, employee contract / service agreement and prepare extension as requested by the line manager
4. Maintain contract tracking and alert managers and direct supervisor of contract expiry. Facilitate the new hire orientation schedule to ensure that all new hire documentation is completed and processed and archived in HR files.
5. During the offboarding of employees, share the exit interview form and making sure the form is collected before the staff’s departure.
6. Draft employee probation confirmation at post letters.

 

Compliance and Record Keeping:

1. Responsible for maintaining accurate and complete personnel & recruitment files, updating as necessary.
2. Periodically update Global HRIS system (Bamboo) entry, exit, salary & status change and upload all necessary documents to the system.
3. Translating key HR documents/letters into local languageswhen and as required.
4. Keeping the confidentiality of employee personal data.
5. Prepare monthly OFAC internal reporting / Extract from HR system to line manager for employees and contractors
6. Scheduling HR training / sessions with staff when and as required.
7. Tracking and following up on employee probation period, send the probation period forms to the line manager and staff on time as per HR policy and employee handbook. Keep signed forms in the staff’s personal file.

 

Compensation and Benefits:

1. Supervise the employee leave administration and share an up to date leave tracker with line manager.
2. Advise staff and line manager on the status of the staff’s accrued annual leave balance on monthly basis or as occasionally requested by the staff / line manager. 

Payroll:

1. Prepare Payroll supporting documents for monthly payroll, ensuring that all staff changes are correctly noted (new hires, terminations, promotions, salary changes, etc)
2. Assist in sharing the monthly payslip with all employees and updating the payslip tracker on monthly basis.

Administration:

1. Track office supplies/stationary and raise purchase request before supplies run outDraft letters in Arabic, Kurdish, English to relevant government departments as per Country Office needs.
2. Keeping an accurate and up to date filing system for all employees and contractor both in hard and soft copy.
3. In collaboration with logistic team, arrange all travel and hotel arrangements for staff and visitors, including visas and work permits as applicable and obtaining security access/clearance, as needed.
4. Track lease agreements for the office, guest house, and training centers and ensure agreements are extended or agreement end notice letters are created on time. Alert line manager / SMT member when approaching expiry date.

 process office and training center rent fee as per the lease agreements.

5. Organize WFWI ID and business card printing for employees as instructed by line manager.
6. Process the payment of quarterly fee to health insurance agency as per the agreement (policy) and line manager guidance.
7. To fulfil other tasks reasonably assigned to her / him by the line manager.

 

 

• Diploma or bachelor’s degree
• Minimum of 1 years’ experience in the field of human resources and admin preferably in the NGO sector.
• Good written and verbal English, Kurdish and Arabic language skill.
• Strong interpersonal communication skills.
• Strong organizational and administration skills.
• Ability to priorities and handle multiple tasks.
• Strong understanding of confidentiality as it relates to Human Resources.
• Ability to work as a team and willingness to improve.
• Good computer skills (Word, Excel, Outlook and email applications).

Interested candidates must submit an updated CV to: [email protected]. Please put HR & Admin Assistant in the Subject line.

Application deadline: July 12, 2021