HR and Admin Officer

HR and Admin Officer

JOB Vacancy Announcement #: 5094

Job Title: HR and Admin Officer

Application deadline: 23.06.2021

Duty Station: Raqqa

Job Requirements:


  • University graduate in Human Resources/ administration or other related field.
  • 2 – 3 years’ experience in the similar role in HR with at least 1 year in Administration/ Office and Guest house management, preferably with INGOs.
  • Strong communication skills and ability to deal with different people.
  • Excellent verbal and written English skills.
  • Computer literate (including working knowledge of Microsoft Office) and ability to do internet based research
  • Ability to develop close working relationships with internal and external stakeholders.
  • Proven analytical skills in isolating priorities and tackling them, ability to analyse data, qualitative indicators and reported issues to determine key risks, adverse trends and take appropriate corrective measures.
  • Respect client’s needs and satisfactions, being solution focused; knowledge and understanding of customer satisfaction of services from the department, ability to review processes towards improvement.
  • Demonstrates knowledge about gender and development, and demonstrated understanding on development and emergency programs implementation.
  • Excellent attention to detail, organisational skills and discretion with confidential information
  • Ability to work independently and proactively; proven ability to handle challenging work load


  • Knowledge of the organization values and principles
  • Staff management skills.

Core Humanitarian Standards and how it applies for people working in emergency to support vulnerable communities, especially children.     

Job Description:

Recruitment and Selection

  • Coordinate with managers in the recruitment and selection of national staff, Incentive Worker/ Volunteer i.e., receive requests as approved by management, prepare and circulate vacancy announcements, schedule panel interviews, prepare written test questions and interview rating sheet after consulting respective supervisor/advisor
  • Tap internal and external sources. Make initial shortlist for midlevel and junior positions and send to responsible line managers/advisors for further screening
  • Maintain database for potential CVs for future openings
  • Act on/ prepare letters for the following:

o        Invitation for selection test, regret letter to interviewed candidates, reference check, offer & appointment, placement, and confirmation.

  • Manage and Update the IWs and staff database and the paper work is kept in the files.
  • Contract management of staff and IWs (including staff contracts, extension, amendments)
  • Organize and ensure Induction for new joiners are completed; facilitate HR sessions of the new staff induction. Ensures that all staff and incentive worker have completed the mandatory training for the organization within the stipulated time since joining.

Implementation of HR Management Action and Personnel File Management

  • Act on the execution of the following HR Management actions:

o        All types of separation (resignation/termination/redundancy/dismissal etc). Conduct exit interview if applicable and provide feedback to CMT ensuring confidentiality

o        Transfer/Assignment/Secondment

o        Disciplinary actions

  • Maintain leaves and attendance of Raqqa staff and provide information and deviation to the HR Coordinator, line manager or management as deemed appropriate
  • Ensure that all staff have a personnel file for the assigned offices; manage the personnel files and ensure they are up to date with all the required documents at all times
  • Ensure confidentiality of the personnel file – assess of files by only the HR Coordinator and any other person needs approval of the HR Manager
  • Keep simple personnel files for IWs

Payroll preparation, HR Compliances and HR Reporting (40%)

  • Prepare and raise Raqqa Office payroll in a timely manner ensuring accuracy, consistency and as per the requirements and templates outlined by Finance
  • Comply with the organization policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures
  • Ensure the filings of national staff payroll are accurate and completed including signed payroll, supporting documents, time sheets and others.
  • Provide inputs/information and assist to produce the HR reports including periodical and quarterly reports; coordinate and follow up with department and units on pertinent information, input, technical support for HR actions and exchange feedback

Organizational Development

  • Work with Area Coordinator and relevant line mangers in the analysis of the staff development needs for Raqqa Office.
  • Work with the Area Coordinator and HR Coordinator, NES to provide staff wellbeing and to maintain staff retention
  • Coordinate with the Coordinator to ensure staff set their objectives and complete their performances reviews in a timely manner and in accordance to the organization Performance Cycle
  • Work with the relevant programmer team to support building the capacity of the Incentive Workers on mandatory organizational issues i.e. Child Safeguarding, Fraud & Anti-corruption, PSEA, Code of Conduct etc. in close collaboration

Raqqa Office and Guest House Management:

  • Manage day-to-day operations of Raqqa Office and its guest houses ensuring timely opening and closing of office premises, hygiene, cleanliness and proper ergonomics for all work places at country office.
  • In collaboration with Communications and Programs, develop and manage the ‘look and feel’ of Office and Guest House that reflect our organization Vision for 2030.
  • Consolidate requirement for supplies for office and guest houses, feed the information for annual budgeting process; Receive requisitions for supplies from staff and ensure delivery of the same to them following stock procedures;
  • Plan and negotiate vacation of offices including hand overs removal of the organization assets and moveable structure etc.; assist Area Coordinator-Raqqa on key decision makings related to office premises, Guest Houses such as relocation of offices, planning expansion/reduction of office spaces and sizes by looking at futures needs like operations portfolio, emergency requirement etc.
  • Work as the focal person to support in-house and outside meeting, workshop events and ensure supports for smooth running of these events. This includes arranging external venues, logistics during workshop, meeting, events etc.
  • Supervise outsourced office cleaning services; develop mechanism to monitor effective and efficient cleaning services inside office and surrounding office premises; Responsible for uninterrupted supplies of office consumables, utilities and recurring services including premises R&M. This include Raqqa office premises and Guest Houses.
  • Maintain a positive and ethical work climate that is conducive to attracting, retaining, and motivating a diverse group of top-quality staff at all levels.
  • Monitor energy efficiency on regular basis and work towards green office environment aiming to reduce carbon footprint at country office.

Advertiser: Confidential غير معلن

Other Information’s:

Nothing to Mention.

How to Apply:
Please send your CV to the following email/Link:       

Please consider to mention the advert ID (Above) and the job title in the email subject.

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