HR and Admin Officer (Maternity Cover)

Overall Responsibility

The HR Officer will provide a high quality HR service to all staff and support to line managers on their people management responsibilities.  The HR Officer will provide basic advice to managers and staff in the application of HR policies, reflecting good practices.

The HR Officer is responsible for the coordination of work that ensures the smooth daily operation of the HR function.

RESPONSIBILITY FOR RESOURCES:

The job holder handles confidential HR documents and other sensitive data on a daily basis, including employee screening data, personnel records, salary information and recruitment materials.  The job holder has access to confidential information held on IRW and IRL systems, databases, payroll documentation and reports including but not limited to HR System, Filing systems, Databases and Publications.

HR Department Structure

Country Director

HR and Admin Officer

Hospitality lady (2)

Duties and Responsibilities

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. The following are the main responsibilities that the job holder will be accountable for:

 HR Support

• Work with managers and staff to in a collaborative way ensuring that legislation, policy and best practice are applied fairly and consistently across IRL.
• Foster team spirit among the team members through creating harmonized atmosphere in the office using the concept of people and culture to improve staff team spirit.
• Provide basic first line advice and support for all informal and formal HR matters, including absence, maternity, paternity, flexible working requests, matters of contract and probationary periods. Referring up to the HR Advisor and / or HR Partners any complex HR queries at IRW.
• Signpost employees on policy and procedures where required.
• Monitor probationary periods including the generation of end of review paperwork.
• Manage all generic HR email accounts and ensure that these are responded to in a timely and effective manner.
• Draft and issue letters relating to employee changes in terms and conditions.
• Update the HR electronic systems and paper based files when required and ensure that the data we hold is up to date and accurate in line with guidance on data protection and internal protocols.
• Prepare the monthly payroll ensuring it is completed correctly and on time and all relevant administration (letters/forms) are complete.
• Undertake the processes linked to induction and on-boarding of new staff including communicating details of new employees to appropriate departments.
• Track probation reviews and annual performance appraisal deadlines, and liaise with managers to ensure timely completion and documentation.
• Support the HR team with note taking at investigations and formal disciplinary and grievance hearings when required.
• Responsible for all other areas within HR when i.e. Recruitment, Screening and Payroll functions.
• Insure that all staff are screened and the process is undertaken and recorded for current staff and new recruits
• Carry out ad-hoc duties as directed by members of the HR team.

Administrative tasks:

1. Manage office equipment and infrastructure to ensure a well- running office
2. Responsible for the overall running of the reception operation
3. Make logistic arrangement including flights reservations, hotel and vehicle arrangement for project staffs, visitors/ partners, donors, consultants, volunteers and interns
4. Conduct procurement of stationary for staff and meetings/ workshops and assets of the office
5. Prepare correspondence, memos, reports, presentations, and emails to local counterparts, including translations, donors or other related offices or agencies in relation to the office operations
6. Carry out other duties such as translation works as requested by the supervisor
7. Update the filing system and manage filing the office documents for both hard and electronic copies.

Learning and Development coordination

• Support colleagues at the Humanitarian Academy for Development (HAD) to conduct Training Needs Analysis (TNA) following performance appraisals. 
• Research and suggest potential external training and development opportunities to meet TNA requirements.
• Liaise with staff and trainers to coordinate staff attendance on external and internal courses/programmes. 
• Ensure all training materials, rooms, and catering requirements are organised in a timely manner.
• Publicise learning and development opportunities to staff as they arise. 
• Support, develop and co-deliver training in conjunction with a lead trainer when required.

General duties

• Inputting HR expenditure and raising requisitions on the organisations financial system.
• Ensure that Managers are aware of (and use) HR policies and procedures effectively, treating employees fairly, in line with good practise and legislative requirements.
• Deliver a HR service to customers which is respected for its professionalism and helps the department to consistently deliver effective and efficient business performance.
• Attend internal and external meetings as required.
• Able to act on own initiative where necessary.
• Undertake any other duties commensurate with this post as reasonably requested by the line manager.

Person Specification                                                                                                                              

Experience / Education/Skills- Essential              

• A bachelor degree from an accredited University with major course in Business Administration or Related Field.
• Minimum 3 years of relative experience, preferred with international NGOs.
• Strong communication, interpersonal & technical skills.
• Proven ability to work independently and as a team member.
• Ability to take initiatives if required.
• Ability to multi-task effectively as well as display professionalism and confidence.
• Good IT skills.
• To be ready to work overtime and readiness to travel.

Ability To

• Work independently with minimal supervision.
• Read, comprehend and interpret written materials of moderate to complex difficulty.
• Establish and maintain effective working relationships with those contacted in the course of assignment.
• Perform detailed contractual and financial work with a high degree of accuracy.
• Local governmental laws and regulations concerning financial procedures.
• Records management systems (both automated and paper files) to ensure accurate maintenance of files and ease of retrieval.
• General accounting principles and practices.
• Word-processing, spreadsheet and database software programs related to job functions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Language                                                                       

• Fluency in English & Arabic (written and spoken).

IT skills                                                                            

• V. Good computer skills.
•  Proficiency in MS office and the ability to use software necessary for project management and reporting.

General Skills                                                 

• V. Good technical reporting skills.
• Strong planning, communications and coordination skills.
• Ability to work under pressure and within a team.
• Diplomacy, tact & negotiation skills.
• Report writing skills.

Disposition                                                                    

• Flexible & Patient
• Ability to work on your own initiative as well as a part of a team
• Sympathetic with aims & objectives of Islamic Relief
• Empathy with & understanding of the basic teachings and values of Islam.

Islamic Relief considers the welfare and protection of children, young people and people at risk to be paramount to the organization. With a zero tolerance approach Islamic Relief have is committed to safeguarding people within our programs and projects from Exploitation and Abuse which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Any candidate offered a job with Islamic relief will be expected to sign Islamic Relief Safeguarding Policies and code of conduct alongside to their contract of employment

This job description may change based on the situation in the field. All staff are expected to show high level of flexibility in order to respond to the ever-evolving situation. Furthermore, he/she can be required to perform other related duties as identified by his/her supervisors.