HR and Admin Manager
Tearfund
Total years of experience :11 years, 4 Months
• Supervise HR and Administration staff in base location and support staff with related functions in other locations (Duhok, Kirkuk and Mousil)
• Assist the Senior Management Team (SMT) in determining each team’s composition and structure in accordance with the organisational grading and pay structure.
• Represents staff concerns to SMT on HR issues including health and safety, current and future programme strategic objectives, budget expenditure and security. Also represents Tearfund’s priorities and concerns to staff on similar issues.
• In countries where Tearfund employs staff of varying religions, take special care and sensitivity to ensure all staff members are integrated into the team.
Recruitment & Orientation
• Coordinates hiring process including advertising, collection of applications and short listing as required.
• Conducts interviews, tests, and selects employees to fill vacant positions in coordination with hiring managers.
• Plans and conducts new employee orientation to help staff embrace their roles, the values of Tearfund and to capture the vision for the beneficiaries and programme.
• Plans and conducts orientation to all staff, including casual assessors, in the policies and flags any potential violation of those policies immediately to senior management.
• Contacts outside suppliers to provide employee services, such as temporary employees, search firms, or personnel insurance services where appropriate.
• Administers performance review process to ensure effectiveness, compliance with Tearfund schedules and policies, and equity within the organization.
• Administers salary administration program to ensure compliance and equity within organization.
• Prepares employee separation notices and related documentation.
• Advises and coordinates with managers on disciplinary action.
Compensation and Payroll:
• Manages any required payroll set-up and review in coordination with finance, and administer the payroll preparation and submission.
• Participates in or conducts wage surveys within labour market to determine competitive wage rate.
• Administers income taxes and social security taxes payment, monitoring and processing.
• Administers benefits programs such as health allowances or any potential policies for the future, such as life, health insurance and pension programmes.
• Administers leave benefits utilisation by staff,
• Monitors public holiday announcements by the KRG or Central Iraq Gov’t for ad-hoc holidays or holiday date changes that are required for the Tearfund programme locations and ensures line managers and senior management abide by the require compensation,
• Arrange registration, work permit, travel and visa requirements for expat staff and visitors.
• Arrange INGO registration renewals according to the required schedules for each organisational location, and with the Kurdish Regional Government and the Central Government of Iraq.
• Facilitate application processes for new Tearfund registrations.
• Identifies legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
• Facilitates training for all staff on the policies and ensures that all staff have access to the documents in their appropriate language.
• Advises management and staff as necessary in all HR policies and procedures
• Leads facilitation of conflict resolution processes, if required, within the team
• Arranges team building events and team meetings, in coordination with other leaders.
• Works with line managers to assess and identify staff development priorities and opportunities.
• Provides employees and managers with information about capacity development and assists in coordinating employee development opportunities.
• Represents Tearfund to Governmental authorities, other I/NGO’s and partners as appropriate.
● In coordination with the Program Manager, recruit new RI staff following open and transparent processes and procedures;
● Conduct reference checks for new starters.
● Making Orientation for new starters and introducing RI policies and strategy of our work.
● Administer employment agreements;
● Monitor contract period and notify Country Director and Senior Management Team before end of contracts through official emails and provide hard copy of a list demonstrating contract periods.
● Maintain one file for each employee of RI with all necessary elements required for audit purposes (job description, ID, CV, emergency contacts, timesheets, contracts, PAFs, leave request forms, pay slips, etc.);
● Manage the filing, storage and security of documents;
● Maintain the leave management system;
● Carry out monthly payroll on time and in an orderly fashion by accurate data on donor code, number of days, etc.;
● In coordination with the Logistics Officer, ensure that all staff have the appropriate support to carry out the job;
● Supervising the cleaner and ensuring that the office is clean and tidy all the time;
● Provide support to guesthouse when needed and taking feedbacks from expats/visitors who stay in the guesthouse for more improvement;
● Lead and provide advice in Development and enforcement of Human Resources policies and practices
● Assist in the regular review and roll out of HR policies, employment policies and procedures in compliance to RI’s standards and evolving national labor law.
● Provide advice and direction to staff and make sure policies, regulations, and performance expectations are communicated to them in a timely manner
● Manage all personnel actions such as promotions, demotions, discipline and investigations, terminations, contract s’ management, etc.
● Alert Senior Management and HQ HR Management on signs of risks or legal exposure and advice on corrective actions.
● Identify training and development needs of the staff.
● Facilitate visa and residency process for international and foreign staff.
● Accompany expat staff when renewing residency or doing blood test.
● In coordination with Legal Advisor, working on registration renewal by collecting all documents required for the process.
● Issue Official Letters in Kurdish, Arabic and English language when required.
● Attend the HR/Admin meetings and send report to senior management and supervisor about the outcome of the meeting.
● Conduct field baseline assessment visits to assist in identifying the project target beneficiaries.
● Conduct field visit when specific activity was taking place or during distribution of Hygiene kits or any other help, to ensure the activity implemented according to standard procedures and provide monitoring report to M&E manager.
● Conduct field visits to monitor the ongoing projects.
● Write regular monitoring reports for the visited projects. The report needs to include the project progress, implementation obstacles, issues and proper recommendations to achieve the objectives of the project. The finalized monitoring reports will be then shared with the M&E manger and relevant program staff.
● Follow up with the program staff to ensure that the highlighted problems/shortcomings in the monitoring reports are solved.
● Assist in entering data into the beneficiaries’ database and generate reports as requested.
● Insert the water quality data’s in to our data base system.
● Conduct End-line survey and participate in project final evaluation
Was being the segment focal point for all logistic related matters for movement of goods, responsible for cargo request accuracy, select and book carrier for specified region, provide daily operation support to business segment, assist with T&M monthly analysis etc. assesses carrier performance with respect to on-time delivery and on-time pick-up. Keep all regulatory documents in proper filling as per SLB policies. Expedite and follow up with suppliers until product availability at origin. Prepare all Cargo documentations…..
•Ensuring, that all activities are carried out according to OilSERV, regulatory, statutory and management systems, safety requirements and to promote safety awareness
•Keeping records for all employees (HSE training, Technical training, Visa-status, Vaccinations Licenses, Radiation Badges) and create OS ID card vantage tracks for all employees; keep all certificates updated and organize for audits and reviews
•Responsible for personnel movements during office hours and to send security access request
•Making sure after every job, all the documents are properly stored and placed: Radiation movement forms, explosives consumption forms, brief-Debrief forms,
Customer Data reception sheets, safety meeting sheets
•Keeping track, that all relevant HSE events and Quality incidents are reported
•Keeping track of statistics for every operation done in WL
•Keeping track of properly updated explosives inventories
•Assist and organize clients visits and training courses
•Ensure rotation/permanent personnel business and training trips are booked to match operations schedule
•Keeping an updated list of employees with contacts information, Organization charts, following up, that open actions related to HSE incidents or SQ incidents are closed and generating periodic reports on status
•Updating the load chart and tracking days off for employees for correct reporting to HR (Payroll)
•Requesting and record-keeping of the purchase orders/local supply forms as required for Wireline administrative items
•Booking initial HSE courses for all new Wireline employees, medical checkup for WL employees (initial and regular)
•Ordering the Radiation Badges for the crew and keeping accurate reports of all radiation dosimeters
•Updating the monthly activity reports (Jobs, Failures, HSE incidents)
• Assist in Recruitment sessions and interviews
•Working on some instruments for testing and evaluating crude oil, Naphtha, benzene, gas oil i.e. finding freeze point and sulfur amount, flash point…etc