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الوصف الوظيفي

JOB SUMMARY 

The Senior Officer, Country HR and Admin provides Human Resource and Administrative support for the HR department. He/she will be responsible for HR operational oversight of key HR functions including Talent Acquisition and management, Staff Relations and Administration support, and Performance Management support, and will oversee end-to-end recruitment processes from FSR initiation through to onboarding in coordination with relevant departments.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

MAIN TASKS AND RESPONSIBILITIES

HR AND ADMINISTRATION MANAGEMENT

·         Participate in reviewing national staff policies and recommend changes/additions/deletions to the HR & Administration Manager.

·         Provide support to program and operations staff in interpretation of HR policies and procedures and provide technical support on HR issues, as directed by supervisor.

·         Work with HR & Administration Management on implementation of strategic planning of the department.

·         Conduct regular field travel to project offices ensure proper implementation of human resources procedures and assist/ support managers in their needs.

·         Maintains compensation databases and ensures employment records are properly maintained in the HR systems (CostPoint, Local HR system)

·         Facilitate the recruitment process and advise the hiring manager on each recruitment stage and prepare regular recruitment tracking reports.

·         Ensure that the recruitment process is fair and transparent and in line with IMC HR policies and procedures.

·         Ensure proper orientation for all new staff; collaborate and coordinate with other departments to provide an engaging and welcoming orientation.

·         Advise and facilitate employee separation process and maintain separation documents in employee file.

·         Assist in updating organograms, maintaining contact lists, and information flow lines regularly.

·         Assist in preparation of employee contracts, and other mandatory documents are signed and filed. 

·         Assist in writing personnel letters as required (transfer, Promotion, increment, acceptance of resignation and others).

·         Assist in preparation of separation / terminal benefits.

·         Assist HR Management to do periodic turnover analysis.

·         Coordinate travel of international staff (itinerary, ticketing)

·         Ensure that all the personnel files are kept in safe custody and are updated on a regular basis. Also, ensure that the required documents are uploaded on shared cloud system (Office 365). 

·         Support HR Management to ensure that performance reviews are processed timely and filed.

·         Supports country program supervisors and staff in the goal setting, end of probation or annual performance reviews ensuring proper documentation of performance appraisals.

·         Supports country program supervisors to identify training needs or performance gaps of staff.

·         Support the audit and compliance process and provide the documentation after reviewed by HR Management.

·         In collaboration with supervisor, liaise with the Certified Public Accountant for the NSSF and Income tax payment schedules.

·         Support the implementation and monitoring of Performance Improvement Plans (PIPs).

·         Perform other related duties as requested.

Admin support:

·         Organize visa applications/ immigration clearance procedures for international staff as necessary.

·         Ensure that office and Guesthouse supplies are available and replenished timely.

·         Track office and Guesthouse utility bills and lease agreements to ensure timely payments and renewals.

·         Ensure that facility staff are well coordinated and effectively performing their roles.

·         Manage utilization of office space and bookings for accommodation to IMC Guesthouse.

Specific Accountabilities – Payroll & Compensation Unit

In addition to the generic accountabilities outlined above, the Senior Officer assigned to the Payroll & Compensation Unit is responsible for:

·         Overseeing monthly payroll preparation and validation processes

·         Ensuring accurate tracking of timesheets, leave balances, overtime and compensatory time

·         Ensuring payroll calculations comply with IMC policies and local labor law

·         Coordinating payroll reconciliation with the Finance department

·         Supporting audits and responding to payroll-related queries or discrepancies

·         Ensuring timely and accurate processing of employee separations and final payments

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

 متطلبات الوظيفة

MINIMUM QUALIFICATIONS

Mandatory

·   Bachelor’s degree in Human Resources, Accounting, Finance, Business Administration, or related field

·   Minimum 4–5 years of experience in HR administration and/or payroll management

·   A minimum of 1 year of relevant work experience with INGOs

·   Demonstrated experience preparing and validating monthly payroll

·   Strong understanding of leave management, overtime, and compensation structures

·   Knowledge of local labor law, taxation, and social security requirements

·   Advanced proficiency in Microsoft Excel, including the use of formulas, pivot tables, and data validation for payroll calculations and reconciliation

·   Demonstrated ability to manage and analyze large datasets with a high level of accuracy

·   Demonstrated experience supervising and coordinating teams

·   Professional working proficiency in English (written and spoken), including the ability to draft reports, correspondence, and official documentation

Desirable:

·   Previous experience managing payroll in large organizations (500+ staff)

·   Experience working with Finance departments on payroll reconciliation

·   Experience with HRIS / payroll systems (e.g. CostPoint, Homere)

·   Previous experience with IMC will be a plus