Department of Organization and Personnel 

Position overview:

Directly work with the Manager and the Head of the Department to execute internal human resource management strategies. Maintain regular control over employment, dismissal, execution of annual and other leave types. Remain as focal point for all personnel management questions, including policies, programs and all internal human resource management procedures.

Responsibilities & Duties:

• Ensure all employees and departments’ documents properly recorded both manually and electronically;
• Organize files of employees and be responsible for archiving personal files of terminated employees;
• Support in preparation of vacancy announcements and during recruitment processes (posting, shortlisting) for faculty together with recruitment specialist and in coordination with Dean offices; Support search and review committee in interview processes;
• Receive faculty job offers from schools, check for accuracy, get approval from immediate supervisor, send out welcome email and document checklist to new faculty members, record offer letters;
• Coordinate the process of getting TRP/Work Permit for expat faculty member with Procurement office;
• Activate new faculty in Banner/Blackboard and provide them with initial instructions;
• Actively be involved in new faculty orientation program;
• Administer accurate human resource management database including management of staff and faculty holidays, sickness absence, maternity and administration of other types of leaves. Monitor the implementation of employees' vacations in the Banner system and prepare leave orders and applications accordingly;
• Provide support during the new employee pre-arrangement and onboarding process;
• Prepare reference letters, applications, orders and other related documents;
• Coordinate Teaching assistants’ assignment, deal with their service contracts, track workload, check faculty evaluation forms, prepare payment information for Finance department, and include TA information into Banner HR part;
• Update Mailing Lists on a regular basis in cooperation with IT department;
• Coordinate and follow-up adjunct faculty payments with Finance department on regular basis;
• Review and update all job offer templates in a view of internal policies and State Governmental regulations;
• Prepare annual report on Faculty information for State Statistics Committee;
• Prepare faculty related reports at the request of relevant State organizations;
• Support manager with nostrification processes for all employees when required;
• Check regularly negative leave balance of employees at the request and report process, as well as calculate the leave balance of terminated employees; address all questions related to employees’ leave. Compile an annual vacation schedule;
• Prepare and execute all types of contracts associated with labor force of the University, including residents and non-residents, full- and- par time faculty and staff, service agreements;
• Assist payroll team by providing relevant employee information by taking report from the Banner system (e.g. leaves of absence, sick days and work schedules); 
• Be responsible for the implementation of administrative work (graphics, copying, faxing, data entry, transmission, phone call, posting, responding to written and oral inquiries, etc.) to meet the needs of the department;
• Maintain the department and University confidentiality;
• Perform related duties as assigned by the immediate supervisor. 

Requirements: 

• Master’s degree in Human Resource Management, Business Administration or related field preferred; 
• 2-3 years of work experience as a Human Resources Specialist, officer, administrator or other relevant HR position; 
• Strong working knowledge of HR functions and procedures, fluency in Labore Code of Azerbaijan; 
• Fluency in Azerbaijani and English. Good command of Russian is a plus;
• Advanced knowledge of MS Office and comfortable learning new technical systems as needed;
• Exceptional organizational and time-management skills;
• Outstanding communication and interpersonal skills;
• Resourceful, problem-solving aptitude and thorough knowledge of HR procedures and policies;
• High degree of professionalism and solid ability in delivering high quality customer service and establishing/maintaining effective and collaborative working relationships;
• Ability to handle sensitive and confidential information with discretion; 
• Strength of character, ethics, commitment, and reliability.

Please follow the link in the Apply for job button to apply for this position.

Only shortlisted candidates will be contacted for further recruitment processes. 

ADA University offers a competitive remuneration package and attractive conditions of employment of a high standard. For more information about ADA University, please visit www.ada.edu.az.