HR and Admin Officer Iran Tehran

In humanitarian organizations, effective support functions are critical to ensuring that programmes and
operations are implemented efficiently and in line with organizational standards. HR and Administration teams
play an important role in maintaining effective systems, supporting staff, managing resources, and facilitating a
safe and functional working environment. The HR & Administrative Officer contributes to these efforts by
providing day-to-day operational support, ensuring smooth coordination of HR and administrative processes, and
enabling teams to focus on delivering quality humanitarian assistance.

Responsibilities

In the humanitarian context, effective HR and administrative support is essential to ensure that aid operations run
smoothly, staff are well supported, and organizational processes remain efficient and compliant. The HR & Administrative Officer provides operational support to enable timely delivery of humanitarian assistance by maintaining accurate staff records, supporting recruitment and employee services, coordinating administrative arrangements, and ensuring a functional and safe working environment. The role contributes to strengthening internal systems and allowing programme teams to focus on delivering assistance to affected populations.

Generic Responsibilities:

• Adhere to NRC policies, procedures, guidelines, and Code of Conduct at all times.
• Ensure all HR and administrative activities are carried out in line with organizational standards and applicable regulations.
• Maintain confidentiality and proper handling of sensitive HR, employee, and administrative information.
• Maintain accurate, organized, and up-to-date records, documents, and databases.
• Provide timely and effective support to colleagues, managers, and teams on HR and administrative matters.
• Promote a service-oriented approach and contribute to creating a supportive and professional working environment.
• Support continuous improvement of HR and administrative systems, processes, and procedures.
• Ensure effective coordination and communication with internal departments and external service providers when required.
• Contribute to a safe, respectful, and inclusive workplace culture.
• Perform any other HR and administrative tasks assigned by the supervisor in line with organizational needs.

Specific responsibilities:

Human Resources:

1. Support with recruitment activities such as vacancy announcements, candidate screening, interview coordination, communication with applicants, and recruitment documentation.
2. Maintain and update HR databases, personnel files, physical archiving, and employment records, ensuring accuracy, completeness, and confidentiality.
3. Support payroll processes by collecting, reviewing, and verifying staff information related to salaries, allowances, deductions, and other related data.
4. Support with maintaining leave management systems and tracking staff attendance and leave records.
5. Support with maintaining leave management systems and tracking staff attendance and leave records.
6. Support HR reporting by preparing and updating HR data, reports, dashboards, and analysis to support management decision-making.
7. Assist in monitoring HR KPIs and maintaining accurate workforce data.
8. Support the administration of social security (SSO), Medical (Supplementary) Insurance, psychological support, and other staff-related services.
9. Support with preparing employment contracts, contract amendments, HR letters, and other personnel documents.
10. Support the development, updating, and implementation of HR policies, procedures, manuals, etc.
11. Provide administrative support for performance management processes, including Work Development Plans and related documentation.
12. Support learning and development activities by coordinating training arrangements, maintaining records, collecting feedback, and assisting with follow-up actions.

Administration:

1. Support the day-to-day administration of NRC offices, guesthouses, and facilities to ensure a safe, clean, and functional working environment.
2. Provide technical support and supervision to existing admin staff, support and be the focal point for office and accommodation arrangements, including lease agreements, landlord and real estate agent coordination, hotel bookings, travel arrangements, and related administrative tasks.
3. Provide guidance and support to staff on routine administrative procedures and services
4. Support reception and office services, including office supplies management, stationery requests, and general administrative arrangements.
5. Provide technical supervision and support to existing administration staff responsible for cleaning, maintenance, and outsourced service providers to ensure effective service delivery.
6. Support with procurement processes related to office equipment, supplies, and facilities requirements.
7. Support with insurance documentation (FTE), renewals, service agreements, and other administrative records.
8. Support organization of meetings, workshops, trainings, seminars, and other events by making arrangements and preparing needed materials and services, taking minutes of the meetings requested by the Country Director, Head of Support, or line manager while ensuring the documents are archived properly.
9. Manage the Administration petty cash in accordance with organizational policies, ensuring accuracy, accountability, and proper documentation.
10. Contribute to maintaining a healthy, safe, and comfortable working environment for all staff.
11. Perform any other HR and administrative tasks assigned by the supervisor in line with organizational needs.

Qualifications

Generic professional competencies:

• Minimum 2-3 years of experience in HR and Admin or related field
• Minimum bachelor’s degree
• Strong communication and interpersonal skills with the ability to work effectively with diverse teams.
• Documented results related to the position's responsibilities.
• Ability to handle confidential information with professionalism and discretion.
• Fluency in English, both written and verbal

Context-related skills, knowledge and experience:

• Experience of working in the humanitarian sector is a plus
• Knowledge of Iranian labor law, Social Security Organization (SSO) requirements, and HR administrative practices
• Familiarity with NRC policies, procedures, and compliance requirements is an advantage.
• Proficiency in Microsoft 365 applications and HRIS systems
• Ability to manage multiple priorities, work under pressure, and meet deadlines

Behavioural competencies:

• Builds positive working relationships with colleagues and external providers
• Collaborates effectively and contributes to a supportive team environment
• Communicates clearly, professionally, and respectfully with staff at all levels
• Shares relevant information in a timely and appropriate manner.