Finance/HR Officer

Job purpose

The Finance/HR Officer is the focal point for day-to-day HR and finance operations in the South Office and is responsible for ensuring the effective implementation of NPA HR policies, procedures and processes, as well as supporting and maintaining sound financial management and compliance with NPA financial procedures and requirements. The position coordinates closely with the HR Manager and Finance Manager in the Country Office, while providing timely HR and finance support to the South Office and its staff.

• Good knowledge on HR procedures, accounting and finance matters
• Excellent cooperating ability, both with national and international personnel
• Good written and spoken English, Arabic
• Familiarity with commonly used computerized accounting software
• Communicative, mature and responsible

Responsibilities

• Work within the framework of NPA core values
• Act as an ambassador for NPA, through professionalism and conduct
• Adhere to all NPA policies, regulations and procedures
• Maintain and care for all equipment issued by NPA and for any loss or damage, you will be liable for repair or replacement
• Follow all verbal and/or written instructions, unless in direct violation of safety and duty of care
• Ensure a safe workplace and protect all staff and equipment from damage/ injury

HR specific duties

• Checking and keep track for databases, leave, attendance, Pers files, ID cards, etc.
• Follow-up and support Team Leader with the HR policy, all disciplinary issues
• Act as the link between HR & Finance for pay sheets/attendance/perdiems etc.
• Follow-up with social security and tax of local staff documentations.
• Prepare monthly social security and payroll with documentations
• All general administration issues – Including leave, holidays, establish filing systems, general archiving.
• Prepare/coordinate contracts, extensions, amendments and related documentation
• Advise and assist on general issues regarding NPA’s rules and regulations.
• Coordinate the full recruitment process locally, with HR Manager.
• Update monthly reports, prepare regular South HR reports and provide data to the Country Office
• Ensure mobile communications are always maintained and in the event of an emergency.
• Collect and verified monthly time sheet for local staff.
• Archive all HR soft-copy and hard-copy documents on daily basis on SP. and Maintain HRIS records and ensure timely updates
• Coordinate probation/performance documentation with managers
• Coordinate local training/HR development activities when needed
• Onboarding/offboarding; Full coordination of joining and exit processes
• Coordinate HR side of terminations, clearance and final documentation
• Any additional duties as may be required and tasked by the HoSO, FM and HRM
• Understand and be fully aware of NPA’s ‘Actions On’ regarding medical incidents
• Archive all HR soft-copy and hard-copy documents on daily basis on SP.

Finance specific duties

• Take overall responsibility for the day-to-day financial management and financial operations of NPA South Iraq (Thi Qar), in coordination with the Finance Manager (FM) and in accordance with NPA policies, procedures, and accounting standards.
• Ensure that financial records, transactions, and accounting practices are accurate, complete, properly documented, and compliant with NPA financial procedures and donor requirements.
• Update the Budget vs. Actual (BvA) for South Iraq projects in SharePoint promptly following completion of the month-end closing process. Review and analyse monthly expenditure against approved budgets, identify significant variances, and ensure that expenditures comply with applicable donor regulations.
• Support budget holders/ Head of South office in updating project forecasts, following up on BvA performance, and highlighting significant changes or deviations from the approved forecast and implementation plan.
• Prepare project budget planners following the signing of grant agreements or approval of budget revisions, and support budget holders in the preparation of new budgets and budget revisions.
• Prepare financial reports for donors in accordance with applicable donor requirements and NPA procedures and submit them to the Finance Manager.
• Support the Finance Manager in preparing and maintaining staff and fixed running cost project code sheets for monthly expenditure postings.
• Prepare and submit the monthly cash-flow forecast for South Iraq to the Finance Manager/ Finance Coordinator in Baghdad, after collecting expenditure estimates and planned cash requirements from relevant departments.
• Review Purchase Requests (PRs) and Travel Requests, and provide the appropriate project, sub-project, and activity codes for requests within the delegated authority of up to USD 2,999.
• Review and approve staff advance requests and verify advance settlements before the Finance Assistant clears the advances in the accounting system.
• Act as the finance focal point for bank-related activities in Thi Qar/Basra and maintain regular communication with the bank on operational matters, in coordination with the Finance Manager.
• Prepare payment and accounting vouchers for NPA South Iraq transactions, ensuring that all required supporting documentation and authorised signatures are complete, and sign vouchers as “Prepared by.”
• Monitor cash and bank balances to ensure sufficient liquidity is available to support planned project and operational activities in South Iraq.
• Participate in monthly cash counts with a designated management representative and review bank and cash reconciliations prepared by the Finance Assistant and Finance Officer, as applicable.
• Ensure that cash management practices comply with NPA policies and procedures and that any discrepancies are promptly identified, investigated, and reported to the Finance Manager.
• Review the monthly payroll received from HR, verify the relevant financial information, and coordinate the processing of monthly salary payments.
• Prepare and update the salary posting-back sheet and ensure that payroll costs are accurately posted into Agresso.
• Ensure that payroll-related transactions are properly supported, authorised, and recorded in accordance with NPA procedures.
• Ensure that all financial vouchers and supporting documentation are scanned promptly after posting in Agresso and uploaded to SharePoint in accordance with the agreed filing schedule.
• Ensure that original financial documents are regularly transferred to the Baghdad office through staff travelling to Baghdad or an approved courier service, at least quarterly.
• Maintain a complete, accurate, and well-organised financial filing system, ensuring that both electronic and hard-copy records are properly archived and readily accessible for audits, donor reviews, and internal verification.
• Keep the Finance Manager informed of any changes or developments in government regulations relevant to NGOs, particularly those relating to finance, taxation, banking, employment, and other financial or HR compliance matters.
• Support the Finance Manager in ensuring that NPA South Iraq financial operations remain compliant with applicable Iraqi regulations and NPA internal policies.
• Coordinate closely with Programme, Logistics, HR, and other relevant departments to ensure timely and accurate financial planning, processing, and reporting.
• Provide financial guidance and support to budget holders and other staff on financial procedures, budget availability, coding, and compliance requirements.
• Support the Finance Manager and finance Coordinator in financial reviews, audits, donor reporting, budget monitoring, and other financial tasks as required.
• Perform any other finance-related duties and responsibilities assigned by the Head of Sub-Office (HoSO) or Finance Manager.

Must have

• Bachelor’s degree in business or related or equal working experience.
• Good knowledge on office administrative procedures.
• Good computer literacy, familiar with all common software and communication tools.
• Verbal and written proficiency in Arabic and English.
• Valid driving License, experience and proficiency in driving vehicles with manual transmission.

Desirable

• Former experience in working within the humanitarian aid sector, preferably Mine Action work.
• Experience working with databases and GIS tools.
• Former interpreter/ translation experiences.
• Former experience working for international organisations.

Personal Competencies

• The positions require a high degree of accuracy and quality assurance of internal and external documents and a systematic filing of all relevant documents.
• Excellent communication and cooperation ability with both national and international personnel and stakeholders.

About the Recruitment Process

We work continuously for more diversity and inclusion throughout Norwegian People's Aid. We encourage all qualified candidates to apply.

Please note, that only applications submitted through our career site will be considered. Applications and resumes sent via e-mail will not be reviewed.

We kindly ask you to carefully read NPA’s Code of Conduct, Safeguarding Policy and Anti-Corruption Policy, before you submit your application. If you are the selected candidate for this position, you will be asked to complete and sign a Safeguarding self-declaration as well as our Code of Conduct. All policies related to ethics can be found on our website.

We look forward to hearing from you!