HR Coordinator Assistant

Accountabilities:

• Following the HR Co’s instructions, supervise that the internal regulations are followed in the mission in order to ensure both tax and labor regulation compliance
• Execute recruitment activities ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.
• Inform all the new staff on Staff Regulations, HR policies and regulations and/or living conditions in order to facilitate staff integration and their security.
• Execute, under the HR Coordinator's supervision, employee contract-related activities (file opening and formal documentation archiving, personal data updating, amendments, termination date supervision, etc.) in order to ensure legal compliance.
• Present and explain contract terms and the content of the Internal Regulation (rights and obligations) to newly recruited personnel in order to ensure legal compliance and local integration.
• Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on-time payroll payment.
• Supervise the payroll process, checking the list of employees and amounts payable (variable pay, taxes, social security contributions, etc.) in order to ensure accurate and on-time payroll payment.
• Follow-up cost of living on a regular basis.
• Register applicants for training activities and help the HR Coordinator to evaluate the results in order to improve return on training expenditures.
• Support the HR Coordinator to draw up annual holiday planning in order to schedule staff shifts and cover operational needs.
• Supervise project budget execution in order to detect deviations and recommend corrections.
• Organize travel and files of all Staff arriving/departing the Mission, including International Staff documentation (visas, MSF card, Mission Orders, etc.), booking and purchasing plane tickets, keeping/renewing passports and organizing briefings/induction.
• Ensure that all staff have valid work, stay, and travel permits.
• Ensure staff travelling through the capital are picked up, have appropriate papers, and a place to stay.

MSF Section/Context Specific Accountabilities:

HR Coordination and IMS Administration

• Act as the focal point for IMS administrative arrangements, including arrivals, departures, movements, accommodation, briefings, leave planning and end-of-mission formalities.
• Coordinate IMS movements with HR/Transit Assistants, field teams, the FMR and relevant stakeholders, including holidays, coordination weeks, training, detachments and official travel.
• Support mission replacement planning and complete the required administrative formalities before IMS arrivals.
• Following confirmation of an IMS matching, coordinate visa, travel and arrival arrangements with the FMR.
• Support IMS end-of-mission and early-return procedures, including forms, flights and communication of travel dates.
• Organize IMS arrival briefings on mission HR policies, holidays, breaks, visa requirements and administrative procedures.

Visa, Residency and Regulatory Liaison

• Manage visa and residency processes for IMS, visitors and eligible staff, including document collection, verification, submission, follow-up and issuance.
• Prepare and submit documentation for Federal Iraq and Kurdistan Region visas, residency permits and other immigration formalities.
• Support IMS and locally hired staff with visas and travel documents for training, coordination weeks, detachments and other official travel.
• Liaise with the DNGO, COMSEC, Residency Office and other relevant authorities on visa, residency and immigration matters.
• Maintain updated visa and residency trackers, monitor deadlines and follow up on pending applications.
• Identify and report delays or administrative obstacles affecting staff movements or operational continuity.
• Monitor changes in immigration and residency requirements and communicate updates to the HR Coordinator and relevant staff.
• Ensure proper handover and continuity of visa and residency follow-up during absences.

Learning and Development Support

• Support the implementation and administrative follow-up of the mission L&D plan under the HR Coordinator’s supervision.
• Coordinate onboarding and induction for newly hired staff and monitor completion within their first three months.
• Schedule training activities, communicate with participants and facilitators, arrange logistics and follow up on participation.
• Register staff for internal and external training and follow up on applications, approvals and supporting documents.
• Maintain L&D records, training trackers, attendance lists, evaluations and supporting documentation in line with MSF reporting and audit requirements.
• Support the collection and updating of learning needs in consultation with staff and managers and submit them to the HR Coordinator for review and prioritization.
• Assist managers in using performance evaluations and individual development plans to identify and follow up on staff learning needs.
• Communicate available MSF learning opportunities, platforms and approved training activities to staff.
• Support the organization of Welcome to MSF, ABU, EVA, Tembo workshops and other approved learning activities.
• Support the preparation and adaptation of approved training materials for different audiences and operational needs, under the HR Coordinator’s guidance.
• Co-facilitate approved training sessions, workshops and induction activities when requested and appropriately prepared.
• • Collect participant feedback and support post-training follow-up with staff and managers on the application of learning in the workplace.
  • Coordinate with approved local training providers under the HR Coordinator’s supervision.
  • Support the preparation and translation of L&D materials and communications in English and Arabic when required.

  Documentation, Reporting and General Support

  • Maintain accurate, confidential, and properly filed HR, IMS, visa, residency, and L&D documentation.
  • Update the HR Coordinator on IMS administration, visa and residency processes, onboarding, training activities, risks and delays.
  • Prepare and share HR, IMS and L&D trackers and reports within established deadlines.
  • Coordinate handovers with relevant HR team members to ensure continuity during absences.
  Perform other HR Coordination, IMS administration and L&D support duties delegated by the line or functional manager within the scope and level of the position.

Interested candidates are invited to submit their complete application file (Updated 2 pages CV + motivation letter+ Certifications & Diploma + ID Card + References), Only applications with complete documentation will be considered.

By email to MSFCH-baghdad-Recruitment@geneva.msf.org

Please indicate “BGD – HR Coordinator Assistant” in the e-mail title.

We encourage all applicants to submit a cover letter that introduces themselves, outlines their motivation for applying, and highlights their suitability for the role. Your resume should clearly present your experience, key responsibilities, and demonstrated skill set. This information is essential for us to assess your fit for the position and understand how your background aligns with the job requirements.

Only English CVs are considered.

Only shortlisted candidates will be contacted. (Please make sure your email and phone number are updated)

Female candidates are encouraged to apply.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your data will be treated confidentially. Only people part of the recruitment process has access to your data. MSF does not sell your data under any circumstances. If you have any questions or requests, you can contact MSFCH-baghdad-Recruitment@geneva.msf.org