TOR – Administrative Assistant

Position: Administrative Assistant

Location: Baghdad

Contract Type: Full time

UIMS Description:

The United Iraqi Medical Society for Relief and Development (UIMS) is one of active civil organizations in Iraq, a non-governmental organization dealing with humanitarian, health, relief, development and charitable affairs, regardless of race, color, religion and cultural background. Officially registered with the Non-Governmental Organizations Directorate, General Secretariat for the Council of Ministers under the number (IZ1615). 

Since the establishment of our organization on 21/05/2003 and as a result of conditions experienced by Iraq, UIMS introduced a lot of humanitarian aids and contributed in support of health institutions with basic needs, medical supplies and medicines; supported families afflicted and affected from war and disasters.

Shared in the process of rehabilitation of governmental hospitals and health centers, and the establishment of new health centers through their branches and offices in Iraq. UIMS was able to provide medical and relief assistance to refugees and IDPs all over Iraq. In addition to its outstanding work all over the last period, UIMS keen to expand its activities and efforts inside and outside Iraq. 

In addition, UIMS is an a implementer partner with UNHCR, WHO, UNICEF, UNFPA, OCHA, RI.

UIMS is looking for a qualified accountant to handle prepare, compute, manage, research and analyze all accounting data, in order to provide quantitative information on performance, financial position, solvency, liquidity and cash flows of our business.

Job Duties and Responsibilities of Human Resource Assistants

Daily job duties and responsibilities of today’s HR assistants include:

• Answering employee questions
• Processing incoming mail
• Creating and distributing documents
• Providing customer service to organization employees
• Serving as a point of contact with benefit vendors/administrators
• Maintaining computer system by updating and entering data
• Setting appointments and arranging meetings
• Maintaining calendars of HR management team
• Compiling reports and spreadsheets and preparing spreadsheets

HR assistants are involved in a number of areas of human resources, including:

Recruitment/New Hire Process

• Participating in recruitment efforts
• Posting job ads and organizing resumes and job applications
• Scheduling job interviews and assisting in interview process
• Collecting employment and tax information
• Ensuring background and reference checks are completed
• Preparing new employee files
• Overseeing the completion of compensation and benefit documentation
• Orienting new employees to the organization (setting up a designated log-in, workstation, email address, etc.)
• Conducting benefit enrollment process
• Administering new employment assessments
• Serving as a point person for all new employee questions

Payroll and Benefits Administration

• Processing payroll, which includes ensuring vacation and sick time are tracked in the system
• Answering payroll questions
• Facilitating resolutions to any payroll errors
• Participating in benefits tasks, such as claim resolutions, reconciling benefits statements, and approving invoices for payment

Record Maintenance

• Maintaining current HR files and databases
• Updating and maintaining employee benefits, employment status, and similar records
• Maintaining records related to grievances, performance reviews, and disciplinary actions
• Performing file audits to ensure that all required employee documentation is collected and maintained
• Performing payroll/benefit-related reconciliations
• Performing payroll and benefits audits and recommending any correction action
• Completing termination paperwork and assisting with exist interviews.

Qualities of Competent HR Assistants

To effectively perform the duties of a human resources assistant, individuals must be able to demonstrate a number of competencies that are essential to the position, which include:

• Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
• Must possess strong interpersonal skills
• Must be able to communicate clearly, both written and orally, as to communicate with employees, members of the HR management team, and in group presentations and meetings
• Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information
• Must be able to prioritize and plan work activities as to use time efficiently
• Must be organized, accurate, thorough, and able to monitor work for quality
• Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback.

How to apply:

All applicants must submit their resumes to the Email info@uimsiraq.org, please mention (HR Assistants) in the subject of your email and you can include your C.V. Closing date will be Jan 19th 2017