Categories

Responsibilities

Job Description  

Detailed Responsibilities: 

Recruitment and Selection 

• Coordinate and support the recruitment of national staff at the base. 

• Update the recruitment tracker regularly and share it with the HR Coordinator (HRC) on a weekly basis. • Ensure that the Authorization to Recruit (ATR) is completed, signed, and approved before initiating  recruitment, and confirm that the job description is prepared by the Line Manager. 

• Assist the HR Coordinator in drafting letters for vacancy advertisements with NES MAC. • Manage and maintain online recruitment records on SharePoint, ensuring they are up-to-date. • Provide administrative support throughout the recruitment process, including contacting candidates,  coordinating written tests and interviews, and arranging for translators as needed. 

• Follow up on actions for both successful and unsuccessful candidates, ensuring proper documentation. • Ensure that reference checks are completed. 

• Compile and file recruitment reports appropriately. 

• Develop and maintain an organized filing system for recruitment documentation, both in hardcopy and on  SharePoint. 

• Provide induction on recruitment SOPs and procedures to newly recruited staff and facilitate induction  sessions as needed. 

Contract Management 

• Support in preparing offer letter/ contracts for newly recruited staff and share it with HRC along with  supporting documents to validate it and getting the appropriate authorization 

• Create tracking of all staff’s contract and remind managers of staff’s ending of probationary period for  termination/confirmation before Two weeks.  

• Ensure that Managers are informed and updated on the expiry dates of national staff’s contracts before One  month.  

• Ensure national staff completed necessary documents during the first day of the recruitment.  

Compensation and Benefits 

• Prepare timesheets for all national staff for payroll purposes. 

• Manage national staff leave, including annual leave, sick leave, and other absences, updating records daily and  sending updates to the HRC by the cutoff date with supporting documents. 

Induction 

• Support the HRC in scheduling induction plans before a new employee's start date. 

• Develop, implement, and monitor the new hire induction schedule, conducting HR-specific induction sessions  for all new national staff within one week of employment. 

• Ensure the induction checklist is completed, with records filed both in hardcopy and on SharePoint. • Ensure all policy forms are completed within one week of employment. 

Performance Management 

• Coordinate with the HR Manager (HRM) and line managers to ensure performance appraisals are conducted  after the three-month probationary period and annually. Send reminders one month prior to ensure timely  submission. 

• Ensure that all performance appraisals are submitted to the HRC annually, as per schedule. 

• Keep the performance appraisals tracker updated and share it with the HRC and HRM as directed.

Employee Relations and Welfare 

• Report any issues affecting staff morale, performance, and well-being to the Country Management Team. • Serve as the first point of contact for all base employee issues, escalating them as appropriate. • In consultation with the HRM, participate in national staff disciplinary and grievance procedures through to  conclusion. 

• Conduct annual training sessions on ORGANIZATION’s Codes of Conduct and policies. Ensure that all raised  issues are recorded in the complaint’s tracker, maintaining it up-to-date and sharing it with the HRM on a  monthly basis. 

Record Management and HR Reporting 

• Ensure all national staff files at the base are complete, and HR documentation is filed according to the filing  checklist. 

• Submit all original staff documents to the Erbil office for filing as directed. 

• Ensure that all staff have submitted the required personal documents, escalating any issues as necessary. • Keep the national staff and daily worker (DW) databases up to date, properly maintained, and communicated  on a monthly basis. 

Administration 

• Coordinate with Logs officer to ensure that the proper utility and good shape of the facilities (Plumbing/ water  and electricity supply device/ sanitary ware of the premises); checking the upkeep and cleanliness of the  various spaces (gardens, courtyards, etc.); checking that domestic waste is disposed of correctly in the  different facilities and waste treatment installations are properly maintained 

• Anticipate the needs for maintenance of the premises and equipment, by performing regular maintenance  check-ups in the premises; 

• Check that installations and buildings conform to security norms (closures and doorways in a good state, open  spaces lit up, buildings identified, fire extinguishers present, electrical installations earthed, etc.) • Ensure ORGANIZATION office is well run and professional in appearance. 

• Manage cleaners. This includes setting up objectives for the cleaners and conduct their annual performance  evaluation. 

• Compile and provide orientation packs to all visitors and new staff. 

• Share the office consumables needs with HR & Admin coordinator on regular basis. 

• Coordinate maintenance and repairs of fixtures and fittings in both office and staff residences – i.e. air  condition units, water pumps, lights, heaters etc. 

• Assist in organizing events, conferences and meetings; and internal trainings 

• updating the Guest house trackers, room planner and cook expense tracker 

• Prepare & review the attendance sheet for Water provider and garbage collector 

• Any other duties as assigned by line manager 

General Responsibilities: 

• Work within the framework of ORGANIZATION’s core values. 

• Represent ORGANIZATION with integrity and professionalism. 

• Participate in meetings where relevant as directed by Management. 

• Apply learning from appropriate training and development programmes. 

• Perform other duties as required by the HR Manager to support the overall functioning of the HR department  and ORGANIZATION Syria's mission.