Human Resources & Administration Manager

Nonviolent Peaceforce

Job Title: Human Resources & Administration Manager

Function: Administration

Duty Station: Erbil, Iraq

Line Manager: Head of Operations

Line Management Responsibility: Human Resources Officer, HR Assistant

ABOUT US

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath through the implementation of unarmed civilian protection programming. NP implements programming through the deployment of civilian protection teams to the field and is continuing to scale up to meet the growing needs in the communities we serve. Programming is founded on unarmed civilian protection and is thematically focused on protection in displacement, child protection, gender-based violence protection, and inter-communal violence reduction.

JOB PURPOSE

The HR and Administration Manager will be the strategic lead of the in-country HR department. In addition to supporting, mentoring and developing the HR team to support the field staff, the HR manager will be responsible for the development and implementation of HR policy, coordination of recruitment and ensuring adherence to local law and donor requirements where necessary. NP has recently implemented a new global HRIS system. The successful candidate will be expected to lead the adoption and use of the system by December 2022. He/She will mentor and develop the HR team, whilst identifying and resolving employment gaps and is therefore expected to have a proven track record in capacity building. The successful candidate will travel to Federal Iraq on a semi-regular basis.

KEY OBJECTIVES/RESPONSIBILITIES

Commitment to NP Principles

  • Demonstrate a commitment to NP’s mandate, principles and Code of Conduct.
  • Facilitate a full-time approach to ensuring a positive image of the organization

Staffing and Deployment:

  • Work closely with the programme and operations departments to ensure that adequate staffing is provided and incorporated during the development and implementation of all projects/programs
  • Ensure that all NP Iraq HR requirements related to staffing are observed according to best practice standards and also to comply with local laws. This includes the facilitation of the deployment of all staff: short and long -term direct hires; regional and country deployed staff; consultants; visitors etc…

Human Resources Management:

  • Lead the rollout and full adoption of NP’s HRIS people system in-country by end of December 2023
  • By working closely with other managers, the HR manager will ensure that HR best practice is implemented throughout the organisation including: timely performance appraisals; regular line management meetings; fair disciplinary proceedings
  • In collaboration with the heads of departments, the Human Resources manager will develop and maintain appropriate job descriptions that reflect NP’s mandate ensuring they are evaluated according to NP Job Evaluation Guidelines
  • Ensure hiring practices are fair, equitable, consistent and comply with local regulations, and NP Recruitment Principles
  • Prepare contracts (terms and conditions of employment) and issue all employment and consultancy contracts in compliance with Iraqi and/or KRG labour laws, NP policies and any relevant Member/donor guidelines
  • Maintain updated information on staff salaries, allowances and income-tax calculations and ensure compliance with current laws and regulations in close collaboration with the Finance Manager and other relevant parties
  • Oversee the appropriate documentation and uploading of all personnel files and HR documents in NP’s HRIS system
  • Ensure all staff members are inducted on NP Global policies and procedures as well as on Iraq Country Programme policies and procedures, including Performance Management processes and practices.
  • Facilitate and ensure that performance reviews and the annual appraisal process are conducted regularly by supervisors; ensuring training and advice are available to all managers
  • Ensure departing staff do exit interview to gain feedback and insights into employee perceptions and experience of NP
  • Prepare monthly reports and ensure that all managers are providing direct reports timesheets on a monthly basis
  • Ensure that all HR/Admin staff understand and are able to perform their roles in an emergency
  • Lead on the recruitment of new staff for national and international staff roles
  • Coordinate the deployments of surge staff with NP members, other Country Offices etc.
  • Ensure deployment and arrival trackers are kept up to date and are used effectively and timely for the coordination of staff induction
  • Work with Security and Operations to ensure staff visas, residence permits and accommodation are granted in a timely manner
  • Coordinate with the Deputy Head of Mission to ensure staff are trained/ briefed/ inducted on all safety and security policies and procedures both before and after joining NP Iraq
  • Provide operational HR support with local recruitment, induction, discipline and grievance issues in all NP offices as required
  • Submit International staff payroll to HQ office with accurate information on or before the deadline set every month

Employee Relations and Development

  • Frequently travel to field offices to provide hands-on practical support to Team Leaders and staff and to build and develop the capacity of the Country Office and Field offices teams to help them develop and use effective performance management frameworks and human resource development plans
  • Oversee and enforce mechanisms, protocols and practices that are in place to ensure that staff and NP partners are aware of and adhere to NP Child Safeguarding Policies
  • Work closely with the Head of Finance, Human Resources and Administration and other relevant managers to manage and coordinate all disciplinary and grievance proceedings, and recommend appropriate action to resolve disputes
  • Provide input for program planning and assessments for capacity building of partners, including partners’ HR planning as well as establishing policies, procedures and protocols for the same

Administration and facilities management:

  • Liaise with relevant government authorities and HR/ Admin staff in each location to obtain timely visas/residency permits for international staff
  • Periodically review and update all basic contract-related documents (appointment letters, contracts) and lease agreements
  • Ensure adequate insurance cover for staff is in place and kept up to date

Other

  • Perform any other work duties as appropriate to the role
  • Be available to work in any field site as needed by the organization.

QUALIFICATIONS AND COMPETENCIES:

Education, Knowledge and Experience

  • Degree with specialization in human resources management/ certification in human resources management (SPHR, CHRP, CHRM), or equivalent relevant experience
  • Minimum of six years of overall experience (2 of which at an NGO) and minimum of 3-4 at HR Management level experience within a complex country programme preferably in emergency setting
  • Experience in working in remote field bases with limited infrastructure and amenities
  • Proven operational HR track-record – experience of providing a senior generalist HR service to managers across a full range of HR issues
  • Excellent skills in handling and advising on complex people management issues
  • Emotional intelligence
  • Proven track record of mentoring a dedicated team – preferably with a training qualification
  • Experience of and well-developed skills in recruitment and selection
  • Strong attention to detail
  • Understanding staff care for humanitarian staff, in particular approaches to welfare, stress, R&R and debriefing
  • Good facilitation skills and ability to deliver induction briefing/training
  • Strong communication (written and spoken) and interpersonal skills in English and Arabic. Knowledge of fluent Kurdish will be a significant advantage
  • Experience in working with and managing multicultural teams

Skills

Independent Judgment/Analytical:

  • Ability to set priorities, solve problems and analyse data
  • Ability to manage information with discretion
  • Demonstrable conflict analysis skills, identify entry points and design prevention and protection strategies

Interpersonal:

  • Ability to communicate effectively with individuals and motivate and provide leadership to team and to work and live in a multi-cultural environment
  • Solutions focused, creative problem solver
  • Proven ability to build relationships with the full range of actors including government, chiefs, military, police and non-state actors

Language:

  • Ability to interact confidently in English. Knowledge of Arabic and Kurdish will be a significant advantage

Information Technology:

  • Good skills in Microsoft Office applications.

Other Specialized Requirements

BEHAVIOURS (Values in Practice)

Accountability:

  • Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling NP values.
  • Works within the coordination structure to ensure that clear lines of accountability for decision making and reporting are established and followed.

Ambition:

  • Sets ambitious and challenging goals for themselves and the working group, takes responsibility for their own personal development.

Collaboration:

  • Approachable, good listener, easy to talk to.
  • Builds and maintains effective relationships with colleagues, Members and external partners and supporters.
  • Values diversity and different people’s perspectives, able to work cross-culturally.

Creativity:

  • Develops and encourages new and innovative solutions.
  • Cuts away bureaucracy and encourages an entrepreneurial approach whilst sticking to the principle of fairness and predictability within HR

Integrity:

  • Honest, encourages openness and transparency, builds trust and confidence – can admit mistakes and takes ownership of departmental problems
  • Consistently displays excellent judgement.

How to apply

  • Candidates meeting the above requirements are requested to visit our website and submit a CV (max. 2 pages) and cover letter (max. 1 page) detailing your experience and how you qualify for the role. Incomplete applications will not be considered.
  • The closing date for applications is 30th June 2022.
  • Candidates may be selected before the closing date, apply early
  • As part of the recruitment process, shortlisted candidates may be asked to complete a written assignment before participating in an interview

SPECIAL NOTICE

Nonviolent Peaceforce is committed to achieving 50/50 gender balance in its staff at all levels. Female candidates are strongly encouraged to apply for this position. However, all qualified applicants regardless of their gender, race, disability, sexual orientation, or age, will be considered for this opportunity.

Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, beneficiaries, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities, and government guidance and complies with best practices in the Humanitarian and Development sector.

NO FEE

NONVIOLENT PEACEFORCE DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). NONVIOLENT PEACEFORCE DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.