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International Medical Corps is an Equal Opportunity Employer.

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19-223: HR and Admin Coordinator
Country:Iraq
Department:Human Resources
  
Essential Job Duties/Scope of Work:

International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

Background

Iraq mission has 1000+ employees over Iraq and Kurdistan providing humanitarian assistance to vulnerable host population, IDPs and refugees residing in camps, urban and rural areas. The assistance include provision of health services, MHPSS and GBV related services and activities. In addition, International Medical Corps is working with different ministries strengthening health care system as well as integrating MHPSS and GBV in health care system as well as educational system. IMC is operating 3 offices (Baghdad, Dohuk, and Erbil) and 5 sub-offices.

Job Purpose

The HR and Admin Coordinator is responsible for providing strategic leadership. S/He will ensure high quality and efficient staff recruitment and separation, contracts management, orientation, learning and development, performance management, compensation and benefits, code of conduct compliance, employee engagement and staff care as per IMC HR policies and procedures. The HR& Admin Coordinator will provide technical support and capacity building for HR&Admin teams in 3 offices and 5 sub-offices, and will be working closely with the HR Team to facilitate the development of a highly effective, strategic HR function and systems improvement, in compliance with local laws and global HR initiatives. The HR& Admin Coordinator will provide leadership, guidance, mentoring to the Administration team at the Country office as well as the field sites and ensure coordination between HR and Admin staff for optimal service delivery to the rest of the mission staff

Main Responsibilities

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The tasks listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.

HR Management

  • Act as an expertise center for staff and managers for all HR matters and promote an HR department as a partner and a solution(s) provider.
  • Ensure International Medical Corps Iraq’s HR Manual is regularly updated and circulated to all staff as required.
  • Ensure the application of the HR policies and procedures is adhered to across the mission
  • Coordinate the performance review process including management of merit increases and post review recommendation.
  • Act as credible, reliable, and impartial mediator in preserving a healthy and productive work environment, in conflict resolution, and disciplinary processes.
  • Update and roll out HR tools and documents and ensure compliance with national legislation, humanitarian principles, donor requirements, and IMC HR global policies and guidance.
  • Liaise closely with IMC Lawyers to ensure IMC is fully compliant with Country Labor Law.
  • Ensure the administrative monitoring of disputes and represent IMC before administrative authorities and, if necessary, legal authorities .
  • Ensure contract templates are reviewed regularly in line with local legislature.
  • Oversee the timely recording employee data, records, headcount and benefits, ensuring monthly trackers and reviews are implemented.
  • Ensure compliance to HR policies, procedures, and work with HR Managers/Officers to conduct relevant training for HR staff in all sites..
  • Ensure accuracy of employee’s timekeeping and timely execution of monthly payroll together will all relevant departments.
  • Ensure standardization of HR forms across offices and ensure use and sharing of best practices between field locations.
  • Assert HR contribution and presence in formulating the Country Program strategy.
  • Formulate a vision and a strategy for the HR function

  • Actively participate in proposal design and kick off meetings, specifically advising on organizational structure, position scoping and other inputs critical to ensuring a strong HR foundation that supports program quality.
  • Actively contribute to proposal writing and workforce planning.
  • Keep an active regulatory watch and plan ahead for HR related risks. (Reputational, legal, financial …)

  • Maintain a healthy and empowering office environment that encourages open, honest and productive communication among IMC staff by delivering an employee engagement and communication strategy.
  • Support the management, coaching and development of national staff to build a cadre of skilled, committed and motivated staff enabling them to take over the HR coordination and supervision positions
  • Support and provide guidance to the Department Heads, Senior HR staff to effectively implement Performance Management Program and link it to staff development/capacity building and training.
  • Work with HR Team and other department heads to update orientation/onboarding materials for new staff orientation and conduct training for all HR staff to carry out orientations effectively.
  • Work with the HR staff to ensure they understand and apply HR best practices and IMC policy, and engaging staff to foster and implement a creative and productive workplace that actively promotes learning and staff development.
  • Work with HR staff to conduct training sessions specifically aimed at transparent recruitment process, contract management, HR reporting, staff personnel files management and effective orientation.
  • Assess capacity, plan up skilling actions, and monitor improvements.
  • Use IMC learning resources and propose new and financially responsible learning solutions

Staff corps cohesion and inclusion:

  • Study the social, cultural and ethnic specificities and the values and customs of the country of operation
  • Promote team activities, peaceful conflict resolution and wellbeing initiatives.
  • Champion employee assistance programs and promote mental and physical health and resilience activities.
  • Act as liaison between country office and HQ to escalate Code of Conduct as well as Safeguarding matters.
  • Participate in termination and disciplinary actions processes
  • Be an active participant in security assessments and vigorously support the security function from a HR and staff perspective.
  • Embody the duty of care and exhibit a moral and/or legal obligation to ensure the safety or well-being of others.

Communication and outreach:

  • Be the first point of contact for the regional platforms and HQ for HR matters

  • Serve as a member of the Country Senior Management Team.
  • Ensure due HR reporting is consistent and reliable
  • Ensure proper archiving and HR information safeguarding as per prescribed processes
  • Participate in wider HR/Admin working groups and donor meetings.

Administrative Management:

  • Review existing Administrative procedures to ensure they are relevant to the current operating situation and to ensure a proper mission-wide implementation.
  • Streamline Visa and residency issuance service to me efficient and cost effective
  • Ensure appropriate trackers are in place for timely renewals and terminations of leases, contracts and related services. Also for Visas and residency for international staffs and external visitors
  • Implement an effective management system for office and residential facilities cleaning, maintenance services and occupancy.
  • Implement an effective office supplies management system for office and residential facilities

Code of Conduct

It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any suggested activities then you have an obligation to report.

Qualifications:

Bachelor’s degree in Human Resources, Business Management, Psychology, Sociology or Law. Master degree preferred.

Experience

  • 8 years of progressive HR professional experience with a minimum of 3 years as a head of HR department or equivalent experience.
  • Extensive previous experience in similar role. Previous experience with International Medical Corps is a plus

Competency

  • Demonstrated success as an HR generalist supporting employee groups of 200+ employees in multiple locations
  • Broad knowledge, experience, and interest in employment law, compensation, learning, employee relations, and training and development
  • Strong collaborator with effective interpersonal and analytical, financial and HRIS skills
  • Must be comfortable in being a proactive member of the senior management team.
  • Must be able to function effectively in a complex work environment and deal effectively with competing priorities and pressure
  • Ability to carry out responsibilities independently with minimal technical support.
  • Capable of managing conflict and conflicting views.
  • Proficient written and verbal communication skills required.
  • Commitment to the IMC's mission, purpose and values

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.