Human Resources and Administration Officer

ROLE PURPOSE:

Human Resources: The Human Resources and Admin Officer is responsible for supporting human resource management in the Emergency Response areas of operation and ensuring timely recruitment and adequate support in staff on-boarding and effective functioning. The job holder performs a variety of administrative duties relating to the human resource including benefits administration, employee relations, providing information and assistance to staff regarding human resources activities, processes, policies, and procedures, and; correspondence. The person supports the process of selecting community volunteers (Incentive workers) for the response/Field Office.

Administration Management: The role provider is responsible for facilities management and managing the administration unit, providing support in procurement of office space, staff accommodation facilities and management of the HR and Administration, documentation, obtain signatures among others in line with SCI policies and procedures. The job holder works closely with counterparts in the Country office to ensure that systems and processes are harmonized.

Safeguarding (Children, Adults, and Staff): The job holder has a critical role in ensuring that Safeguarding policies and procedures are known by all staff, awareness is raised and children are kept safe in the programs. The HR/Admin Officer combines elements of capacity building and monitoring (safe recruitment, dissemination and awareness, reporting, response practice, and safe programming) whilst enforcing compliance and accountability, management and investigation as well as aspects of advocacy at the Field Office level.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Directly Reports to: Field Manager
Matrix reporting relationship to: The Human Resources and Administration Director

Staff reporting to this post: (1) Human Resources and Administration Assistant
Direct: 1
Indirect: None
Budget Responsibilities: None

Role Dimensions: (e.g. complexity, relationships, communication with stakeholders)
Save the Children supports programs in most parts of the country – spread across 7 governorates – Basra, Diyala, Dohuk, Erbil, Kirkuk, Salah al-Din, and Ninawa, liaison/advocacy office in Baghdad, and the country office in Erbil with a current staff complement of approximately 250 staff. The jobholder has frequent contact with all other Save the Children staff because of the nature of HR work and given his/her specific focus on areas of HR administration and standing in for HR&Admin Director whenever the need arises.

Externally, network with the Medical service providers, Job seekers, volunteers, interns, External consultants, HR training providers, other NGOs (HR networking,) and MOLSA.

KEY AREAS OF ACCOUNTABILITY:

Human Resources:
* Perform Human Resources clerical, technical, administrative, and office support duties
* Support staff, both in-person and by telephone; answer questions regarding human resources issues, rules, and regulations relating to human resources management; respond to employment verification requests and other requests for information.
* Provide general clerical and administrative support to the department; compose and type letters, and other correspondence related to assigned human resources programs and activities; prepare a variety of reports pertaining to human resource management programs and activities.
* Recruitment and selection using Taleo and offline processes:
o Support staff recruitment
o Ensure all vacancies are locally advertised and serious effort is made to recruit staff and community volunteers.
o Manage the process of selection of all categories of community volunteers.
o Notify candidates of application/employment status in conjunction with the hiring manager.
o Maintain staff and candidate lists.
* Support teams in ensuring that the selection of community volunteers (including Incentive Workers) meets transparent criteria, is well documented and is in line with SC policies, in particular in keeping children safe.
* Maintain HR records ensuring timely and accurate records.
* Explain employment benefits and general terms and conditions of employment to new hires; conduct initial new employee orientation, and offer other support as may be required from time to time
* Lead new staff induction processes ensuring that all new staff is introduced to Save the Children’s policies and procedures and that they are re-oriented on a periodic basis using the global Passport to Success Induction processes and other locally adapted systems and methods.
* Process HR action forms and maintain records to ensure timely support in disciplinary and grievance processes, performance evaluations, and appropriate actions.
* Work closely with the supervisors to implement annual, mid-year, and probationary performance review processes through Oracle online and offline as appropriate.
* Ensure that all staff departing Save the Children complete a full and documented handover and that exit interviews are conducted.

Safeguarding Practice (Child, Adult, and Staff Safeguarding)
* Ensure that measures are in place that prevents and mitigate the risk that SC staff (including volunteers, contractors, consultants, and anyone related to SC) or activities would inflict any type of violence, abuse, or neglect on children, adults, and staff;
* Deliver ongoing refresher training and on-the-job coaching of field staff as appropriate; ensure that all staff know SC CS policy and procedures and actively implement these;
* Share safeguarding issues with other programs during meetings and create other opportunities to discuss these issues;
* Train project and partner staff on child safeguarding policy and mechanism report;
* Support follow-up and investigations of Safeguarding incidents.
* Role model high levels of professional safeguarding behavior.

Staff Management, Mentorship, and Development
* Supervise HR staff and further develop their skills and capacity

Administration
* Maintain general administrative records/documents – paper and electronic – according to SCI Iraq systems and procedures.
* Oversee office management, cleanliness, orderliness, furniture and equipment maintenance, etc for the office.
* Manage incoming and outgoing mail, including documents and goods delivered by courier service; keep complete records of same, including reference/tracking numbers.
* Supervise repair/maintenance works at the Field Office premises.
* Assist with administration and documentation for all procurement files and address any concerns, suggestions, and requests from suppliers.
* Prepare and update all Office Internet, rental contracts, and leases.
* Order consumables for the field office.
* Coordinate accommodation, meeting, workshop & training arrangements, including venue reservation.

BEHAVIOURS (Values in Practice)

Accountability:
* holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling 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.
Ambition:
* 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.
Collaboration:
* 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.
Creativity:
* develops and encourages new and innovative solutions
* willing to take disciplined risks.
Integrity:
* honest, encourages openness and transparency; demonstrates the highest levels of integrity

QUALIFICATIONS
Minimum of a Bachelor’s degree.

EXPERIENCE AND SKILLS

Essential
* Minimum of three (3) years of relevant working experience in HR, preferably with an International NGO.
* Demonstrated understanding and proficiency in the field of Human Resources Management and ability to work under minimum supervision.
* Good understanding of Iraq’s legal requirements relating to HR, labor laws, and administrative law.
* Good understanding of employment-related statutory requirements, organizational policies, and systems.
* Good Interview, negotiation, listening, and counseling skills influencing negotiation, and coaching.
* Strong experience within recruitment, operating at different levels of the business, and familiarity with competency models
* A sensitive approach to advising and mentoring staff and to dealing with critical issues.
* Ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
* Computer literacy skills.
* Ability to read and write in English.
* Excellent time management and planning skills.

Desireable
* Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
* Able to remain calm when working under pressure whilst maintaining quality output
* Quality focussed with strong attention to detail

The Organisation
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:
* No child dies from preventable causes before their 5th birthday
* All children learn from a quality basic education and that,
* Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information:
Please apply using a cover letter and up-to-date CV as a single document. Please also include details of your current remuneration and salary expectations.

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.

Save the Children does not charge a fee at any stage of the recruitment process.