HR / Admin Officer

ABOUT THE POSITION

The HR & Admin Officer is one of the most urgently needed positions in the SOUTNA project team. The HR/Admin Officer's first and most time-sensitive responsibility is to coordinate the recruitment and selection process for all remaining vacant positions — the project cannot be fully operationalized until this team is in place. The HR/Admin Officer must be operational and active within days of appointment.

Beyond the urgent recruitment mandate, the HR/Admin Officer provides comprehensive human resources management and administrative support across all duration of project implementation — managing staff contracts, personnel records, payroll inputs, performance management processes, Iraqi labor law compliance, and the full range of administrative operations that enable the project team to function effectively.

The HR/Admin Officer reports to the Program & Operations Director / Country Manager for all HR governance decisions and works closely with the Senior Program Manager on recruitment priorities and onboarding, and with the Finance Manager on payroll coordination and HR cost compliance.

PURPOSE OF THE ROLE

The HR & Admin Officer is responsible for all human resources management and administrative functions that support effective and compliant SOUTNA project team operations — from urgent end-to-end recruitment for all vacant positions through to personnel records management, Iraqi labor law compliance, payroll administration, performance management support, Steering Committee coordination, and general administrative efficiency across the project's duration.

KEY DUTIES AND RESPONSIBILITIES

-Recruitment and Onboarding

Recruitment Management

• Lead and coordinate the full recruitment cycle for all vacant positions, including:

• Drafting and publishing vacancy announcements
• Advertising vacancies through relevant platforms
• Coordinating CV screening and shortlisting
• Organizing written tests and interviews
• Conducting reference and background checks
• Preparing offer letters and employment contracts

• Translate job information into professional vacancy announcements.
• Maintain communication with candidates throughout the recruitment process and provide timely updates.
• Ensure recruitment processes are transparent, timely, competitive, and aligned with organizational policies and procedures.
• Identify opportunities to improve recruitment systems and practices.

Onboarding and Induction

• Coordinate onboarding and induction activities for newly recruited staff.
• Prepare onboarding packages and orientation materials, including:
• Employment documentation
• Code of Conduct
• PSEAH Policy
• Security Framework
• Project overview materials
• Role-specific orientation documents
• Facilitate staff induction sessions and coordinate with relevant departments to ensure smooth integration of new employees.

-PERSONNEL MANAGEMENT & RECORDS

• Maintain accurate, complete, confidential, and up-to-date personnel files for all staff members.
• Ensure proper filing and maintenance of:

• Employment contracts
• Performance evaluations
• Leave records
• Attendance sheets
• Payroll documentation
• Academic and supporting certificates
• HR correspondence

• Administer leave management and attendance tracking systems for all staff locations.
• Monitor staff attendance, leave balances, overtime, unpaid leave, and sick leave records.
• Support the implementation of performance management systems, including:

• Probationary reviews
• Mid-year reviews
• Annual performance appraisals

• Support managers regarding staff placement, promotion, transfer, demotion, and organizational structure updates.
• Update and maintain organizational charts and job descriptions in coordination with relevant departments.
• Prepare employee identification cards and other HR-related documentation.
• Follow up on staff insurance and employee benefit-related matters.
• Provide HR guidance and support to staff regarding labor conditions, organizational procedures, and entitlements.

-PAYROLL & LEGAL COMPLIANCE

• Prepare and verify monthly payroll input data in coordination with the Finance Department, including:
  • Attendance records
  • Approved leave deductions
  • Overtime
  • Tax calculations
  • Social security contributions
  • Staff status changes
• Ensure payroll documentation is accurate, complete, and submitted within required timelines.
• Prepare salary slips and monthly payroll records.
• Ensure full compliance with:
  • Iraqi Labor Law No. 37/2015
  • KRG and Federal Iraq tax regulations
  • Social security requirements
  • Organizational HR policies and procedures

Coordinate employee registration with relevant labor and social security authorities.

• Ensure employment contracts and HR practices comply with statutory and organizational requirements.
• Support accurate calculation of end-of-service benefits and employee entitlements.
• Monitor changes in labor legislation and recommend procedural updates accordingly.

-ADMINISTRATIVE OPERATIONS

• Support the overall administrative management of office operations and facilities.
• Maintain office supply inventories and coordinate procurement requests when required.
• Coordinate office maintenance, equipment servicing, lease agreements, and facility-related documentation.
• Conduct periodic office safety and accessibility checks.
• Coordinate travel arrangements, accommodation bookings, visa support letters, and logistical support for visitors, consultants, auditors, and staff.
• Liaise with legal and liaison personnel regarding residency permits, visas, taxation, and other legal documentation.
• Support coordination between Erbil and Baghdad offices and provide operational support when needed.
• Maintain rental agreements for offices and staff accommodations.
• Draft, edit, and process official correspondence in relevant languages for internal and external stakeholders.
• Prepare official letters and documentation for government entities, labor authorities, social security institutions, and other relevant stakeholders.
• Ensure timely handling of incoming and outgoing correspondence.
• Maintain secure, organized, confidential, and accessible filing systems for administrative, legal, and HR documentation.
• Maintain and organize the project document management system and shared drive.
• Ensure compliance with organizational document retention and archiving requirements.
• Provide administrative documentation support to program, logistics, and management teams as required.

-Meetings, Coordination, and Reporting

• Coordinate internal meetings, Steering Committee meetings, and administrative events.
• Prepare meeting agendas and supporting documentation in coordination with management.
• Organize meeting logistics, invitations, venues, and schedules.
• Record accurate meeting minutes and circulate finalized versions within established timelines.
• Follow up on agreed action points, decisions, and administrative matters.
• Organize meeting room bookings and maintain meeting schedules.
• Other Duties

-Perform any other duties related to the position as assigned by the Program & Operations Director / Country Manager.

Essential Requirements — all must be met:

• Bachelor's degree in Human Resources Management, Business Administration, Public Administration, or a closely related field.
• Minimum three years of progressive HR management and administrative experience within an international NGO, UN agency, or professional international development organization.
• Solid and current knowledge of Iraqi Labor Law No. 37/2015 and the social security system, this is an essential, non-negotiable requirement.
• Demonstrated experience managing full end-to-end recruitment cycles simultaneously for multiple positions, proven ability to meet tight recruitment deadlines.
• Strong organizational skills and absolute discretion in handling confidential personnel and salary information.
• Fluency in Arabic (written and spoken) - mandatory. English at a professional working level - mandatory, as official project documentation and correspondence are in English.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Desirable — will strengthen your application:

• Professional HR qualification or certification (CIPD, SHRM, or regional equivalent).
• Prior experience managing HR functions on EU-funded or internationally donor-funded projects, including familiarity with EU donor requirements for staffing costs and personnel documentation.
• Experience implementing Safeguarding/PSEAH policies and maintaining confidential incident registers.
• Kurdish language skills are an asset.

KEY COMPETENCIES

• Urgency and recruitment professionalism - the ability to run eight parallel recruitment processes simultaneously while maintaining quality, fairness, and legal compliance is the defining competency for this role in its first month.
• Absolute confidentiality and integrity - handles the most sensitive personnel and financial information in the project with complete professionalism and discretion.
• Collaborative support across two leadership levels - serves both the Program & Operations Director / Country Manager (HR governance) and the Senior Program Manager (recruitment priorities and team operations) with equal effectiveness.
• Systematic compliance orientation - HR files must be legally compliant, complete, and ready for government inspection or donor audit at all times.
• Proactive, anticipatory administration - identifies upcoming administrative needs and prepares for them before being asked, rather than waiting for direction.

Please submit a complete application package including ALL the requirements in the following application form link below- incomplete applications will not be considered:

• A current Curriculum Vitae (CV) in English or Arabic, maximum 4 pages.
• A cover letter of maximum one page, tailored to this specific position and demonstrating how your professional experience meets the essential requirements. Generic or untailored cover letters will not advance in the review process.
• Contact details for three professional references (previous employers or direct supervisors). References will not be contacted without advance notice to the candidate.

Link of the application form here >> Application form