Admin / HR Officer | Pending Donor Approval

1. Position Purpose

The Admin / HR Officer is responsible for supporting the implementation of all human resources and administrative functions of Aid Gate Organization (AGO), including recruitment, personnel records, contracts management, office administration, staff attendance, travel arrangements, asset and office management, and general administrative support, in accordance with AGO internal policies, Iraqi labor law, and donor regulations.

The position is based in Erbil and may require travel to field locations across Iraq, including Ninewa, Salah Al-Din, Diyala, Anbar, Basra, Thi-Qar, Baghdad, Dohuk, and other areas of operation, in order to support administrative and HR processes, monitor compliance, and ensure that procedures are properly applied in all project locations.

This position plays an important role in ensuring that HR and administrative processes are properly documented, organized, and compliant with organizational and donor requirements, and that office operations run smoothly to support project implementation.

2. Key Duties and Responsibilities

2.1 Recruitment and Staffing Support

• Support the recruitment process for project and administrative staff in accordance with AGO HR policy and donor requirements.
• Prepare job descriptions, vacancy announcements, and recruitment documents in coordination with management.
• Publish vacancies through approved channels and ensure fair and transparent recruitment procedures.
• Receive and screen applications and prepare shortlist of candidates.
• Organize interviews, written tests, and selection meetings when required.
• Prepare recruitment reports and maintain recruitment files.
• Conduct reference checks for selected candidates.
• Prepare job offers and employment contracts after approval.
• Ensure that recruitment documentation is complete and properly archived.

2.2 Contracts and Personnel Records Management

• Prepare employment contracts, amendments, and renewals for all staff in accordance with AGO policy and Iraqi labor law.
• Maintain personnel files for all employees, including contracts, CVs, IDs, certificates, evaluations, and HR forms.
• Maintain staff database and HR tracking sheets.
• Monitor contract expiry dates and inform management in advance.
• Prepare official HR letters including appointment letters, experience letters, warning letters, and administrative notices.
• Maintain attendance records, leave records, and staff status reports.
• Ensure that HR documentation is organized and ready for audit.
• Maintain confidentiality of staff information.

2.3 Payroll and Attendance Coordination

• Prepare monthly attendance sheets for all staff.
• Verify leave records and absences.
• Share attendance with finance for salary processing.
• Maintain leave balance records.
• Ensure overtime and allowances are properly recorded.
• Coordinate with finance to ensure timely salary payments.
• Maintain payroll support documentation.
• Ensure compliance with donor salary rules when required.

2.4 Office Administration and Facility Management

• Ensure smooth daily office operations.
• Manage office supplies and stationery.
• Maintain office equipment and furniture records.
• Ensure office is clean, safe, and functional.
• Coordinate office maintenance and repairs.
• Manage office keys and access control.
• Support organization of meetings and events.
• Prepare administrative letters when required.
• Ensure proper use of office resources.
• Support field office administration when needed.

2.5 Travel and Administrative Arrangements

• Arrange travel for staff including tickets, transport, and accommodation.
• Prepare travel authorization forms when required.
• Maintain travel records.
• Support preparation of per diem lists.
• Coordinate logistics for meetings and workshops.
• Support staff missions to field locations.
• Maintain travel documentation.

2.6 Training and Staff Orientation

• Support orientation for new staff.
• Prepare induction documents.
• Maintain training records.
• Organize internal trainings when required.
• Maintain attendance lists for trainings.
• Support staff capacity building activities.
• Ensure staff sign policies during induction.
• Maintain training files.

2.7 Field Administrative and HR Support

• Provide administrative and HR support to field offices.
• Verify staff files in field locations.
• Ensure HR procedures are followed in all offices.
• Support recruitment in field locations.
• Monitor attendance records in field offices.
• Provide guidance on HR and admin procedures.
• Travel to field offices when required.
• Support field activities when needed.

2.8 Compliance, Audit, and Documentation

• Ensure that HR and administrative processes comply with AGO policies and donor regulations.
• Maintain complete HR and admin documentation.
• Support internal audit.
• Support external audit.
• Provide documents for donor reporting.
• Maintain organized filing system.
• Ensure confidentiality of documents.
• Report any irregularities to management.
• Ensure proper archiving of records.

2.9 Coordination, Planning, and Reporting

• Coordinate with management on staffing needs.
• Coordinate with finance on payroll and contracts.
• Coordinate with logistics on office needs.
• Coordinate with program teams on recruitment.
• Provide administrative reports when required.
• Support proposal staffing plans.
• Support preparation of organograms.
• Maintain staff lists.
• Participate in internal meetings.
• Support planning of new projects.

3. Qualifications and Requirements

Education

Bachelor’s degree in Human Resources, Business Administration, Management, Law, or related field.

Experience

• Minimum 4–5 years of relevant experience in HR / Administration with NGO, INGO, or UN.
• Experience in Iraq required.
• Experience in donor-funded projects preferred.
• Experience in recruitment and contracts required.
• Experience in office administration required.
• Experience in audit support preferred.

Skills

• Good HR knowledge
• Good administration skills
• Good computer skills
• Strong documentation skills
• Good communication skills
• Ability to work under pressure
• Ability to travel when required
• High level of integrity

Languages

Excellent command of English required

Excellent command of Arabic required

Knowledge of Kurdish is an advantage

Interested applicants must apply via the link below

https://aidgateorganization.org/form/form.php

Note:

• Applications not meeting the specified minimum requirements may not be considered.
• The CVs received after the closing date may not be considered.
• Shortlisted candidates will be contacted for an interview that may include a written test of communication and writing skills.

Due to the nature of AGO work activities, AGO demand its employee to have the highest discretion and flexibility qualities. AGO can anytime according to the needs of his mission, and change the work location of his employee. AGO can at any time update tasks on this Job Description according to the evolution of the program or strategy changes. The above-listed tasks are not exhaustive, the employee can be asked to undertake other tasks by the employer according to the competencies, to work over settings time.

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