TITLE: HR/Admin Coordinator 1 Position
GRADE: C4-Level 1
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
Role 1: Human Resources
Responsible for implementation of HR policies and procedures in SCI’s Duhok office in close coordination with HR/Admin, finance and logistics teams in the field and Country Office. HR functions include recruitment processes, staff orientation and induction, payroll functions, grievance processes, document management and preparation of staff, contractor and consultancy contracts.
Role 2: Administration
Admin functions include follow up and maintenance of facilities and equipment and management of mail, visa / residency and correspondence. In this capacity, the HR/Admin Coordinator will work closely with counterparts in the field office and Country office to ensure harmonization of systems.
In line with SCI’s dual mandate, the HR/Admin Coordinator will participate in emergency preparedness training and be prepared to play an active role in HR, Admin and Safety/Security in response to an emergency.
SCOPE OF ROLE:
Reports to: Program Manager
Staff reporting to this post: HR – Admin – Support staff
Budget Responsibilities: 1,200,000 USD
Role Dimensions: (complexity, relationships, communication with stakeholders)
KEY AREAS OF ACCOUNTABILITY :
§ Be thoroughly familiar with SCI HR policies and procedures in Iraq.
§ Ensure that SCI HR policies and procedures in Iraq are implemented in such a way as to protect the rights of both staff and the organization while equally ensuring that both staff and the organization meet their responsibilities.
§ With Hiring Managers, finalize Job Descriptions and Personnel Requisition Forms for northern Iraq ensuring that they are consistent with SCI global and country-specific guidelines and mandate.
§ Guide recruitment processes in northern Iraq including developing and placing vacancy announcements, receiving and grading applications and arranging and participating in interviews.
§ Ensure that candidate selection processes are in accordance with SCI’s policies and procedures for Iraq with a focus on transparency, fairness and recruitment on the basis of merit.
§ Maintain accurate, updated and confidential personnel and recruitment files and trackers.
§ Review and monitor the status of all national staff employment contracts in the north and ensure that the Response Team Leader is updated well in advance of renewals or changes required.
§ Prepare all new and revised staff contracts, offer letters, salary worksheets and personal declarations and advise the hiring managers on proposed salary scales for each position.
§ Lead new staff induction processes ensuring that all new staff are introduced to Save the Children’s policies and procedures and that they are re-oriented on a periodic basis.
§ Ensure that all staff departing Save the Children complete a full and documented handover and that exit interviews are conducted.
§ Prepare service and consultancy contracts for suppliers, service providers and consultants based on appropriate procurement methods and bid analyses.
§ Maintain confidentiality of all HR decisions, issues and records.
§ As requested, participate in meetings representing HR.
§ Introduce and implement general administrative systems and procedures based on Save the Children’s Admin policies including filing systems.
§ Introduce and implement systems for office management including IT policies, clean office policies, office security policies with support from Field Manager and Security Coordinator etc.
§ Manage all incoming and outgoing mail including filing, reference numbers and courier services.
§ Support the staff in procurement of international and domestic air tickets ensuring cost effectiveness for official trips.
§ Supervise repair/maintenance works in SC’s facilities in the Duhok office and residences
§ Supervise cleaners/housekeepers to ensure that the office and houses are properly cleaned and provisioned with drinking water, cooking gas, office supplies and cleaning supplies.
§ Ensure that all staff and visitors obtain appropriate visas and residency.
§ Coordinate with government agencies to facilitate key matters such as social security, tax and registration.
§ Prepare weekly reports on HR/Admin functions and keep the records (e.g. trackers) updated of any changes.
Staff Management, Mentorship, and Development
§ Supervise HR / Admin staff and further develop their skills and capacity.
§ Organized required capacity building opportunities as part of staff development plan.
Collaboration and Representation
§ Work closely with the Response Team Leader, Field and Program Managers and counter parts, FODs in other offices
Emergency Preparedness and Response
§ Actively participate in the Country Office’s emergency preparedness and planning processes
§ In case of emergency, be prepared to contribute to the delivery of an appropriate and timely response in HR/Admin and safety/security.
BEHAVIOURS (Values in Practice)
· holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
· holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
· sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
· widely shares their personal vision for Save the Children, engages and motivates others
· future orientated, thinks strategically and on a global scale.
· builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
· values diversity, sees it as a source of competitive strength
· approachable, good listener, easy to talk to.
· develops and encourages new and innovative solutions
· willing to take disciplined risks.
· honest, encourages openness and transparency; demonstrates highest levels of integrity
§ College Graduate
§ At least 5 years’ experience in HR / Administration with other NGOs or Private Organization
EXPERIENCE AND SKILLS
§ Ability to work simultaneously with multiple tasks, willingness and ability to work efficiently with a wide diverse group of people
§ Working ability with tight deadlines and in a fast growing program environment
§ Excellent interpersonal and communication skills & problem solving skills
§ Good spoken and written English ,Arabic , Kurdish
§ Excellent sense of judgment
§ Computer literate and Strong organizational skills
§ Excellent working knowledge of threat assessment, risk mitigation and ability to work on acceptance strategy at all levels.
§ Excellent level of work ethics
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Closing Date: (November 18th 2018)
Applicants may submit their CVs with their telephone number and contact to Dohuk.Jobs@savethechildren.org
1-We will be reviewing the CVs on rolling basis and the position can be filled even before the closing date.
2-Please mention the vacancy title HR/Admin Coordinator in subject box of your email.
3-Email without vacancy title will not be considered.
4-Email after the closing date will not be considered.
5- Only WORD- PDF format are accepted