HR Assistant

Posted about 1 year ago by Handicap International
Location Mosul Job Type Contract
Salary Sector Human Resources, NGO
Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.
Handicap International is a not-for-profit French organization with no religious or political affiliation.
Handicap International (HI) started its activities in Iraq in 1991.
The program currently implemented in Iraq includes three main components:
- Long-term development projects: support to civil society, access to services, awareness campaigns, community-based rehabilitation;
- Emergency response for Internally Displaced Persons and vulnerable host communities (rapid protection assessments, provision of physical rehabilitation and psychosocial support services);
- Mine Action component: risk education, victim assistance, non-technical survey and clearance operations.
The current operations are implemented in direct intervention and through local partners in the Kurdistan region and in the disputed territories of Iraq. The operations are implemented through local partners in Central and South Iraq. HI has currently a country coordination office in Erbil, three field offices in Kirkuk Mosul and Khanaqin and a support office in Suleymaniah.
Directly linked to the Emergency Response Department of Handicap International France, the employee will be mandated for the following mission:
Under the line management of the HR Officer, the HR Assistant supports in ensuring that all Handicap International’s administrative procedures, rules and processes, related to Human Resources, are properly implemented and applied for the Base.
Considering her/his involvement in the Human Resources management, the HR Assistant must keep all the data confidential, and share it with the relevant HI staff members only.
Human Resource Management
  • Distribution of Attendance Sheet for Line-Managers & Head of Departments.
  • After payroll validation, printing and distributing Pay Slip for all National Staff.
  • Prepare HI ID for employees, ensure the reception of the IDs by the employees
  • Attend the HR Interview on behalf of the HR Officer, if requested by line manager
  • Involve in recruitment process in terms of calling the shortlisted candidates and supervising the tests
  • Draft routine correspondence and initiate process for the preparation of all staff support documentation (opening of bank accounts, confirmation of employment letters, certification of employment... etc.)
  • Organize and compile the National employees personnel files (make sure all documents are present, identify the mission documents, make sure the check list is present and documented). Elaborate an XLS file with missing documents identified
  • Supervise and monitor National staff daily attendance sheet and report to the line Manager
  • Support the management of the cleaners and Cook in the base 
  • Contact the selected persons for Tests and / or interviews and organizing/prepare the tests and interviews (logistic wise, book the room, make sure the tests are available, printed, make sure enough Computers, inform the candidates)
  • Assist your line manager with the publishing of job announcements
  • Ensure that any new employee provides the required documents to HI (info sheet, resume, ID...);
  • Ensure any employee have all contractual documents signed (contract, job description, pay slip, Terms and Conditions).
  •   Ensure proper filing of all the documents concerning disciplinary measures and keep all the data confidential;
  • Assist in communicating to any new employee about his/her rights and duties towards HI (read the IR and lead briefings about HR management (attendance sheet, leaves, T&C..Etc.)
  • Assist your line manager in ensuring that any new employee receive all the required documents and goods according to their position (HI card, IT equipment, visibility items...).
  • Assist your line manager in updating the leave records for their employees and matching it with attendance sheet & leave request forms.
  • Assist and support the line manager with the health insurance Addition and deletion.
  • Assist and support the line manager with the health insurance Claims reimbursement to the staff.
Admin Management
  • Under the supervision of the HR Officer, check and maintain personnel files for all staff in the HI, ensuring all documentation is in order and relevant documents are kept in their respective files (hard copy & soft copy).
  • Under the supervision of HR Officer, make regular audit in the HR files (contains all required documents according to checklist)
  • Regular updating of contact list of Mosul base, update the coordination office about any discrepancy 
  • Prepare and ensure the Contact List is Updated and share it with the Team
  • Updates the HR Boards in Mosul office (internal Memo, vacancy announcement, framework documents etc.)
  • Ensure that all the announcements from the administration department are up to date, follow and organize the HR board.
  • Follow up the HR issues with the external institutions (Health Insurance, Social Security, Income Tax), upon request
  • Prepare the formal Letters in English and Arabic Language
  • Responsible of the scanning / photocopying HR documents.
  • Responsible for organizing and booking the meeting room.
  • Responsible for preparing the weekly food menu and share it with the staff.
  • Ensure the availability of the Meeting room for interviews and tests.
  • Coordinate all required documents between finance office and HR office
Required profile
Education:  University degree in Business Administration or other relevant field.
Languages:  Arabic, English
Experience: At least 1 years’ experience in similar positions with International NGO’s preferable
Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.
The working hours are the following:
Sunday till Thursday, from 8.00 AM to 16.30 PM with 30 minutes lunch break.  The work duration is fixed but the working hours can vary according to the planning of activities.
It can be exceptionally requested to work on Friday or Saturday. In that case a day off is planned between Sunday and Thursday during the previous or following week.
Note that working time can go up to 48 hours per week if it is required by the volume of activities and by the line manager. In that case the overtime will be considered as recovery time to be planned by the line manager in the next days.
Base: Mosul
Line Manager: HR Officer
Head of Department: Admin Manager
Management: N/A
Operational link: HR Department (Coordination), Finance Department, Cook, Cleaner
How to APPLY:
Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities
Interested candidates may please send their resume with cover letter so as to reach on or before
17th July 2018
Only applications completed in accordance with the following instructions will be
Taken into consideration, the others will be rejected automatically.

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