HR and Admin Coordinator

This is a 12 month, replacement role with unaccompanied terms based in Derek/NE Syria with an annual salary of Grade 4 €41,603 – €46,226.

You will report to the Systems Director and will line manage the HR Manager and work closely with the Country Director, Programme Director, Country Financial Controller and Office Managers.

We would like you to start by November 2020.

Your purpose:

Under the line management of the Systems Director, HR/Admin Coordinator will be responsible for managing the human resources and administration resources function for Concern Syria and Iraq Programme. The role is based in Derek/Syria, with frequent travel to support programme areas in Dohuk/Iraq. The HR-Admin Coordinator will operate in line with all Concern operational and security policies and procedures. A key part of this role will be to strengthen administration processes and to train staff.

You will be responsible for

Human Resources

• Support the SD to define the Human Resource’s Procedures, update manuals and improve the HR system

• Implement the programme’s HR strategy and ensure implementation and respect of HR processes

• Conduct yearly surveys for salary grades, staff benefits, R&R benefit and others.

Recruitment and induction

• Oversee recruitment of all local staff posts to ensure all vacancies are filled with the right people in a timely manner. This includes job identification, assisting job description preparation or review, staff vacancy request, vacancy announcement, shortlisting, setting up interviews, reference checks, employee contracts, and induction.

• Ensure that all job descriptions and job requirements are in line with the gender strategy.

• Review with the PD and SD, the current daily worker contracts and move them to regular employment contracts where appropriate

• Provide support to managers in preparation of job descriptions

  • Review Job Descriptions of new posts in consultation with relevant line managers

  • Periodically review all categories of national staff job descriptions and amend as necessary in light of actual job functions

• Design and implement an induction process.

Administration

• Establish and maintain a comprehensive confidential data base/filing system for all employees.

• Maintain accurate records of staff leave etc. and ensure all staff is aware of entitlements and procedures for applying for leave etc.

• Supervise premises management including offices and GHs

• Liaise with the Concern lawyer as required and ensure necessary follow-up

• Attend the Administration meetings organized by the NGO forum in Iraq/Syria, and make sure Concern is represented in other locations.

Staff management

• Support the Systems Director in establishing a fit for purpose HR planning process. This includes staffing budgets as required.

• Maintain an updated organogram of the organization.

• Manage payroll of national staff in liaison with Finance team to ensure all local staff receive the correct monthly payments on time.

• With the support of the Systems Director and the Country Finance Manager, roll out the new payroll software

• Ensure the implementation of Performance Development Review and probation system, ensuring that it operates equitably and consistently across the organization.

Training and line management

• Ensure the implementation of the Concern Syria/Iraq HR manual by training, coaching and mentoring HR staff and line managers in Syria and Iraq.

• Promote and ensure compliance with the requirements of Concern’s safeguarding policies including the Concern Code of Conduct (CCoC) and its associated policies.

• Line manage and train the current national HR Manager.

• Technical line manager for all HR staff in all other bases.

• Oversee staff development plans that meet individual and organisational development needs.

Your skills and experience will include:

Essential:

• Bachelor degree in relevant discipline such as HR Management or administration

• Good command of Microsoft Office Professional

• At least 3 years demonstrated work experience in HR and two years as senior manager

• Experience in working in the humanitarian sector and in insecure complex emergency situations

• Experience in personnel management

• Good communication skills i.e. advisory/instruction skills, network skills, team building skills

• English oral and written skills essential

• Understanding Arabic verbal and written

• Females are highly encouraged to apply

• Arabic language skills would be an advantage