[Telafar,Iraq ]

The HR & Administration Assistant works under the direct supervision of the Admin/HR Manager and is responsible for all administrative matters for the Erbil office and sub bases according to ACTED guidelines. In addition, the HR & administration assistant is also responsible for providing assistance to HR & Admin Officer in his/her duties. 

Hierarchical Link:

Under the direct supervision of Country HR/Admin Manager.

Functional Links:

Provides Country HR/Admin Manager and HR officer with all relevant and requested reports / forms.

Responsibilities

Administration:

• Assist Admin Officer in order to make sure that all Admin FLAT procedures are implemented and followed regularly.
• Follow up the premises contract with HR Officer and contact the owners for payment after consulting the finance department for availability of funds.
• Ensure ACTED Iraq rules, regulations and procedures are in place at Erbil Office.

Human Resources:

• Assist Admin Officer in management of staff in Area Office & sub offices.
• Control & checking of national staff attendance sheet of staff on daily basis.
• Assist Admin Officer to prepare employment contracts for new staff and contract extension/amendment in case of renewal.
• Follow up of ACTED standard HR /Admin system and procedures.
• Follow up of staff Appraisal forms and assist the HR Officer in categorizing and filing it accordingly as per ACTED HR Manual.

Titanic Follow up:

• Collecting of necessary papers (attendance sheet, leave forms, etc.) from the capital office and give to Admin Officer for preparing Titanic (Staff Report).
• Contact the staff that have made mistakes on their attendance sheets for correction.
• Upload and save all the above documents to the network server on monthly basis for FLAT to review in order to be able to approve the monthly HR Titanic at country level.
• Assist Admin Officer in order to make sure the HR FLAT procedures are implemented and following regularly.

Recruitment:

• Assist the HR/Admin officer in short listing process.
• Check new employee’s references; provide questionnaire letter (to check references); and assist Administrator to prepare contract for National staff, and collect all information required for contract. (ID card, photos, personal information, etc.)

Filing:

• Set up the Filing system in ACTED country in respect to ACTED standard filling
• Ensure that all staff have personal folders complete and contain (contract, CV, Staff History, Job Application form, Leave forms, certificates, diploma and other required documents).

OTHERS :

Any other tasks assigned by the Country HR/Admin Manager, HR/Admin Officer

Administration Assistant is responsible on all above tasks  in front of Country HR / Admin Manager  and Senior Admin/HR Officer.

The HR & Administration Assistant works under the direct supervision of the Admin/HR Manager and is responsible for all administrative matters for the Erbil office and sub bases according to ACTED guidelines. In addition, the HR & administration assistant is also responsible for providing assistance to HR & Admin Officer in his/her duties. 

Hierarchical Link:

Under the direct supervision of Country HR/Admin Manager.

Functional Links:

Provides Country HR/Admin Manager and HR officer with all relevant and requested reports / forms.

Responsibilities

Administration:

• Assist Admin Officer in order to make sure that all Admin FLAT procedures are implemented and followed regularly.
• Follow up the premises contract with HR Officer and contact the owners for payment after consulting the finance department for availability of funds.
• Ensure ACTED Iraq rules, regulations and procedures are in place at Erbil Office.

Human Resources:

• Assist Admin Officer in management of staff in Area Office & sub offices.
• Control & checking of national staff attendance sheet of staff on daily basis.
• Assist Admin Officer to prepare employment contracts for new staff and contract extension/amendment in case of renewal.
• Follow up of ACTED standard HR /Admin system and procedures.
• Follow up of staff Appraisal forms and assist the HR Officer in categorizing and filing it accordingly as per ACTED HR Manual.

Titanic Follow up:

• Collecting of necessary papers (attendance sheet, leave forms, etc.) from the capital office and give to Admin Officer for preparing Titanic (Staff Report).
• Contact the staff that have made mistakes on their attendance sheets for correction.
• Upload and save all the above documents to the network server on monthly basis for FLAT to review in order to be able to approve the monthly HR Titanic at country level.
• Assist Admin Officer in order to make sure the HR FLAT procedures are implemented and following regularly.

Recruitment:

• Assist the HR/Admin officer in short listing process.
• Check new employee’s references; provide questionnaire letter (to check references); and assist Administrator to prepare contract for National staff, and collect all information required for contract. (ID card, photos, personal information, etc.)

Filing:

• Set up the Filing system in ACTED country in respect to ACTED standard filling
• Ensure that all staff have personal folders complete and contain (contract, CV, Staff History, Job Application form, Leave forms, certificates, diploma and other required documents).

OTHERS :

Any other tasks assigned by the Country HR/Admin Manager, HR/Admin Officer

Administration Assistant is responsible on all above tasks  in front of Country HR / Admin Manager  and Senior Admin/HR Officer.

• At least 1 year work experience in a similar field.
• Very good command (written and spoken) of English ,Arabic and Turkmen is essential.
• Experience of international organizations an asset.
• Knowledge of staff follow up and drafting contracts .
• Professional diploma and/or vocational training in human resources is an advantage .
• Computer literate, with excellent knowledge of Microsoft Excel ,word , and PowerPoint.

Desirable qualifications:
• Experience in communicating and working with a wide range of people.
• Good communication, interpersonal and organizational skills.
• Ability to draft reports clearly and concisely.
• Demonstrated gender awareness and gender sensitivity.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
• Ability to work under pressure
• Personal commitment, efficiency, flexibility and drive for results;
Key Competencies
• Delivering at Pace, Team work ,Collaborating,
• Accountability
• People management

Interested candidates can apply via the following link:

https://docs.google.com/forms/d/1OaGfvWGPy5znM4cnJhElHRsljPksQrGbAdTtRooxgwY/edit?usp=sharing 

Only shortlisted candidates will be contacted.

Only CVs in PDF format will be accepted.

Incomplete applications will not be considered.