Operation Officer

About Bahar:

Bahar Organization is an independent non-profit and non-governmental organization that provides humanitarian aid to vulnerable people without any discrimination in all its forms. BO is operating to respond to the needs and basic requirements of the humanitarian crisis in Syria in the middle of the affected communities caused by the conflict the basic principles of BO’s activities are to enhance the basic living standards of the affected population by delivering humanitarian aid based on the needs.

Purpose of Position:

The Operation Officer will be responsible for supporting the organization’s Human Resources and Finance departments. This role involves assisting with recruitment efforts, maintaining employee records, and providing administrative support to all staff. Additionally, the Operation Officer will play a key role in payroll processing and manage cash transactions for the Erbil office. Responsibilities include maintaining the cash book and petty cash box, as well as reviewing supporting documents for payments to ensure accuracy and compliance.

Job Duties and Responsibilities:

Human Resources Responsibilities:

• Serve as the primary point of contact for internal and external HR-related inquiries and provide prompt assistance and accurate information.
• Maintain and update personnel records, including payroll, personal information, and leave data, in both physical files and digital databases, ensuring compliance with employment requirements.
• Coordinate and liaise with other departments such as payroll and benefits, facilitating smooth communication and collaboration across functions.
• Support the recruitment and hiring process by assisting with background checks, shortlisting candidates, issuing employment contracts, and coordinating with supervisors.
• Assist in performance management procedures, ensuring supervisors have the necessary support for conducting performance evaluations.
• Organize and manage the scheduling of meetings, interviews, HR-related events, and team agendas.
• Coordinate and facilitate training sessions, seminars, and employee development programs.
• Conduct orientations and onboarding for new hires, ensuring a smooth transition into the organization, while keeping all records updated.

Finance Responsibilities:

• Maintain and manage the cash book and petty cash box for all cash transactions in the Erbil office, ensuring all payments are supported by appropriate documentation.

• Regularly monitor cash balances in the cash box safe, and promptly notify the Head of Department when cash replenishment is required.

• Ensure the financial administration processes are in line with organizational policies, maintaining a well-documented and accessible paper trail.

• Oversee proper documentation and filing of financial records, ensuring compliance with internal controls and regulatory requirements.

  Academic Qualification/s and Professional Experience:

• BSc/BA in Business Administration or relevant field; additional education in Human Resource Management will be a plus.

• Proven experience in relevant human resources/Finance position.

• Strong Organizational Skills, and ability to plan, coordinate, and manage tasks effectively.

• Strong proficiency in MS Excel, including data analysis, pivot tables, and charts.

• Ability to use MS PowerPoint to create reports and presentations for management.

• Knowledge of finance processes, budgeting, and cost control.

• Ability to collaborate with the finance team to ensure efficient budget management and financial reporting.

• Human Resources Coordination.

• Experience working with HR databases and managing personnel data.

• Good understanding of recruitment processes, employee relations, and compliance with labor laws.

• Communication and Interpersonal Skills.

• Outstanding written and verbal communication. Strong interpersonal skills for cross-departmental collaboration and team management.

• Time Management and Multitasking.

• Excellent language skills in English and Arabic .

• Ability to manage time effectively and prioritize tasks.

• Meeting deadlines and managing workload efficiently.

• Attention to Detail: Ability to handle complex tasks with accuracy and attention to detail, especially in documentation and reporting.

• Proficiency in using modern software and tools for operations management, such as ERP systems.

  Safeguarding & Ethics:

  Bahar is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants, or others, are treated with respect and dignity. We are committed to the core principles regarding the prevention of sexual exploitation and abuse laid out by the UN Secretary-General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves professionally, respect local laws and customs, and adhere to the Bahar Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.