HR/ Admin Officer

[Ramadi,Iraq ]

Position:                                            Admin/HR Officer

Reports to:                                       HR/Admin Coordinator

Supervision of:                                N/A

              

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

 

1. Role and responsibilities

The purpose of the officer position is day to day implementation of the support functions responsibilities.

 

Generic responsibilities (max 10)

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan.

1. Ensure adherence with NRC policies, tools, handbooks and guidelines

2. Implement delegated support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Ensure proper filing of documents
5. Promote and share ideas for improvement of the support function

 

Specific responsibilities

 

Administration

• Ensure that the NRC office is in compliance with all administrative legal requirements i.e. taxes, government registrations and licenses in the area of operation
• Responsible for welcoming visitors to the NRC office, and direct them accordingly
• Supervise Admin assistant, cleaners, cooks and gardeners and ensure order and cleanliness of the office/guesthouse area
• Responsible for timely settlement of utility bills.  (e.g. electricity, water, phone) and make sure they are paid on time. Update and monitor tenancy and other agreements to ensure these are up-to-date at all times.
• Implement NRC Terms and Conditions of service, policies, and procedures.
• Supervise the maintenance of the office and the office compound in collaboration with the Admin assistant and logistics department.
• Responsibly for arranging for visitor’s visas making travel arrangements, booking of flights and hotel accommodation for staff, consultant and other visitors
• Responsible for all administrative matters: including maintenance of confidential documents, filing, typing, updating of phone lists, keeping adequate stationery supplies and maintaining inventory of office equipment, furniture and fittings
• Provide administrative support to the office of Country Director, Head of Programme and Head of Support
• Fulfil any other related duties as instructed.

 

 

 

Human Resources

 

• Help HR Coordinator in the maintenance of an effective, efficient and up to date staff records and filing system including contracts, leave, medical, archiving, etc.
• Ensure provision, awareness and practical advice to all staff on the NRC HR policies and procedures, and their adherence to them
• Coordinate clearance of staff separating from the organization including exit interviews
• Ensure maintenance of an effective, efficient and up to date staff records and filing system including contracts, leave, timesheet, medical, awards, discipline, online archiving, etc
• Plan, track and advise on the staff performance management and appraisal calendar and content
• Develop annual HR plans i.e. recruitment, capacity building (training plans) and leave plans in collaboration with Heads of Departments and ensure their implementation.
• Ensure HR audit findings and recommendations are implemented
• Any other tasks assigned by line manager

 

 

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Support Staff
• Program Staff
•  Labour Office
•  Auditors

Scale and scope of position

Staff:	Numbers and titles of staff directly managed by the post-holder, and numbers of staff and daily workers/incentive staff responsible for overall in the unit (Admin/HR Assistant)
Stakeholders:	Key external stakeholders the post has relationships with (e.g. UN agencies, INGOs, local NGOs, civil society, governmental bodies)
Budgets:	List of budgets covered by post-holder, and size of budget
Information:	Brief description of the information resources the post-holder is responsible for at CO level (e.g.  Agresso, ORACLE, Intranet)
Legal or compliance:	Brief description of any legal or compliance responsibility the post holder has (term of employment, vendors, donors)

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

 

1. Professional competencies

These skills, knowledge and experience are important for effective performance.

 

Generic professional competencies:

• Bachelor degree in Human Resources Management, Business Administration or relevant fields
• Minimum 3 years of relevant experience within the humanitarian field
• Experience from working in complex and volatile contexts
• Professional knowledge of Human Resource Management
• Documented results related to the position’s responsibilities
• Fluency in English, both written and verbal

 

Context/ Specific skills, knowledge and experience:

• Good communication and interpersonal skills
• Wide knowledge of the NGO operations and the dynamics of the humanitarian sector
• A strong administrative service orientation
• Keen sense of compliance with policy and procedure
• Good employer-employee contract negotiation skills
• Personal conflict resolution and problem solving skills
• Strong organizational and team working skills
• Good cultural awareness and sensitivity
• Basic employee counselling skills
• Highly confidential
• Good computer application skills

 

2. Behavioural competencies (max 6)

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect

 

2. Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The Work and Development Plan
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The NRC Competency Framework