Job Detail

Job Description

HR/Administration

• Ensure that administrative procedures are implemented according to ACTED guidelines.
• Control & checking attendance sheet of staff and arrangement of monthly Titanic report for salary payment.
• Ensure all national staff have comprehensive ToRs.
• Ensure that administrative procedures are implemented according to ACTED guidelines.
• Prepare and apply for KRI Residency for all international staff
• Apply for KRI visa for all group B nationalities in coordination with CHRM & Coordination.
• Prepare Federal Iraqi visas for all international staff in coordination with CHRM, CD  
• Follow up of JCCC-KRI in coordination with CHRM, CD/DCD, and all JCCC focal points of the bases
• Follow up of staff appraisal form with relevant line managers.
• Management and follow up of national staff vacation and sick leaves and provide necessary forms for staff as needed on daily basis.
• Prepare administrative documents such as internal memos and letters upon request.
• Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations.
• Coordinate with HR/Administration Officer at the bases and with Office manager for HR/Admin related issues in case of not having HR/Admin officer at the base level.
• Coordinate with capital Senior HR/Admin Officer for exiting staff to provide the correct amounts of untaken paid leaves to be recorded in monthly HR Titanic.
• Prepare translation of documents from English to Kurdish upon the request of the CHRM
• management of the cleaners of capital office as we have 5 cleaners and 16 premises in Erbil for fair distribution of tasks, thus, to avoid disputes between the cleaners.

Facilitate border crossing for goods and international staff of NES in coordination with CHRM, Coordination, Security, Logistics department and NES management 

• Ensure to follow up regularly and comply with residency procedures in KRI
• Prepare and consolidate international/national staff list for DNGO annual reports of KRI & GoI in coordination with HR of the bases
• Responsible for premises contract making and / or renewal as and when requested by CHRM/Coordination.
• Maintain premise follow up table of the capital office and send it to Country HR / Admin Manager on the 10^th of each month.
•  

Filing:

• Create standard ACTED HR/Admin filing system (include official correspondence, premises contracts, Governmental Tax follow up, recruitment process documents etc...).
• Maintain all administration files in the capital office, including personal folders for every staff in

country.

• Ensure that no-one has access to personal folders, except upon specific request from Employee.
• Supervision of HR/Admin Assistant/Intern for doing proper filing.
• Provide basic documents to HQ in absence of Country HR Manager.
• Work closely with Transparency and Compliance departments for staff files follow up at times of Audit

Recruitment:

• In absence of the Senior HR/Admin Officer, if requested by Country HR/Admin Manager, prepare vacancy announcements for recruitment of national staff for the Country Office or area and circulate through relevant channels;
• Ensure that ToRs are prepared by relevant managers prior to release of the vacancy announcements;
• For recruitment, set up short listing and interview panel, to be approved by Country HR/Admin Manager.
• Check references of candidates upon request of Coordination/ Country HR Manager or relevant line managers.
• Inform candidates about result of interviews and follow up hiring of successful candidates.
• Prepare employment contracts for new staff and collect all information required for contracts (ID card, photos, personal information and etc...);
• Prepare Exit forms for all out staff in Capital and south office in compliance with ACTED HR procedures;
• Ensure that all staff, including those newly recruited, is in the possession of and aware about ACTED guidelines and procedures as described in the HR Manual.
• Ensure that all existing and newly staff are aware, read and sign ACTED code of conduct.
• Maintain CV Database for future/prospective profile, interviewed candidates, laid off employees for future positio

Follow-Ups

• Make sure all HR procedures are implemented according to ACTED guidelines and standards;
• Ensure that attendance sheets, leave request forms and other required forms are maintained in the Country Office.
• Prepare & Maintain consolidated vacation and sick leave follow-up table for country.
• All attendance sheets leave request forms and other required forms, as well as vacation and sick leave follow-up tables to be received from area offices on the first week of each month for all national staff
• Ensure to cross check the vacation tables sent by area HRs to capital office so as it corresponds to monthly ATS and leaves taken in the month
• Prepare contract amendments upon request of Country HR/Admin Manager or Coordination.
• Ensure that staff appraisals are regularly made, as per HR Manual.
• Ensure that copies of all Appraisals are shared with Area HRs once approved by the appraisal committee in June and December of each year.
• Ensure to follow up with all area HRs in the mission to ensure that all staff documents such as (new staff, monthly ATS, LR, and SR) are sent to Capital office on monthly basis.
• Ensure to conduct internal checks for all staff files of the mission to ensure that all files are up to date in terms of compliance to avoid shortfalls at times of internal and external audits.

Skills Required

• HR and admin assistant
• Administration