Human Resources and Administrative Coordinator

ROLE PURPOSE: 

The Human Resources and Administrative Coordinator is responsible for supporting field operations in North Area Office by providing guidance on HR and Admin related matters including employee relations' issues, contract management, orientation, recruitment and HR policy and procedure interpretation.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Area Manager  

Staff reporting to this post: Admin volunteer and Cleaner.

KEY AREAS OF ACCOUNTABILITY: 

Recruitment:

• Plan and manage the end-to-end recruitment process for both regular and non-regular staff, while ensuring adherence to SCI's safe recruitment and selection standards.
• Collaborate with hiring managers to ensure JDs are updated and reflecting the required skills and competencies.
• Conduct appropriate and comprehensive induction and onboarding for new joiners ensuring they are well integrated into SCI.
• Ensure that line managers develop clear and measurable probation objectives for new staff within their first week and follow up with managers to ensure these objectives are in place and monitored throughout the probation period.
• Follow up on new staff completing all mandatory trainings within the set timelines.
• Facilitate regular training for hiring managers to strengthen their skills in interviewing, assessing candidates, and making unbiased selection decisions.
• Maintain and regularly update a recruitment tracker to monitor the progress of all open positions, ensuring transparency and timely reporting
• Build and manage a pool of qualified candidates for key roles, proactively sourcing and maintaining contact with potential candidates for future recruitment needs.

Operations:

• Prepare, review, and maintain all staff contracts and letters in alignment with organizational policies.
• Ensure complete, accurate, and secure maintenance of staff records (both hard and soft copies) and follow up on missing documents for new joiners.
• Oversee the distribution of insurance cards and ensure timely processing of staff claims, reimbursements, and schooling allowance submissions.
• Follow up on NSSF related issues and ensure timely submission of required documentation to maintain compliance with national regulations.
• Identify and mediate workplace conflicts, ensuring alignment with organizational policies and maintaining detailed records to support resolution and improvement.
• Assist in the audit requests by providing accurate HR documentation, ensuring compliance, and supporting follow-up on recommendations.
• Monitor and ensure timely submission and accuracy of electronic timesheets and reconcile leave balances.

Talent Review

• Support the HR Senior Manager and Area Manager in conducting a comprehensive assessment of staff performance, potential and readiness for advancement.
• Remind managers and employees of the performance review deadlines and emphasize the importance of timely submissions.
• Support managers in explaining the performance review process to ensure appropriate implementation and clarity from their teams.
• Track the timely submission of performance reviews, following up with managers and employees to ensure compliance with deadlines.
• Conduct exit interviews and gather feedback on employee experiences and reasons for leaving.

Staff wellness and engagement:

• Support in organizing and implementing initiatives to promote staff well-being and engagement within the organization.
• Collaborate with HR team and other stakeholders to design and execute wellness programs, activities, and events that support employee health and work-life balance.
• Organize team-building activities, recognition programs, and other initiatives to foster a positive and inclusive work culture.
• Act as a resource and advocate for staff members seeking support or guidance related to wellness and engagement initiatives.

HR Support:

• Ensure legal compliance and SCI minimum standards in all HR processes.
• Follow up on employee relations issues
• Ensure all HR policies and procedures are respected and explained to all staff.
• Support during emergencies by responding faster to HR needs and deploy with the required set of skills as fast as possible
• Make use of all available policies, practices, checklists and guidelines

Partners capacity building:

• Conducts assessments for partners to identify their HR related strengths, weaknesses and areas for improvement.
• Provide guidance and support to partners on HR best practices, policies and procedures.
• Support the HR Senior Manager and Area Manager to develop a comprehensive capacity-building plan tailored to the identified needs of each partner.
• Monitor the progress and impact of capacity building initiatives to assess effectiveness and identify areas for adjustment.

Team Management:

• Provide guidance, leadership and supervision to the HR and Admin team at area office.
• Conduct regular performance evaluation for the team and identify training needs.
• Address any conflicts that may arise within the team in a timely and professional manner.

Field HR support:

• Conduct regular visits to the centers to identify needs and areas for improvement in HR processes, employee engagement, and operational efficiency.
• Provide HR support and guidance to center managers and staff on various HR-related matters, including recruitment, performance management, employee relations, and compliance.

Administration:

• Ensure operation of office equipment by completing maintenance requirements and/or calling for repairs.
• Keep inventory of office supplies and make sure that the office is always well fed with the supplier needed.
• Handle petty cash and prepare payment request (office utilities and maintenance/cleaners) 
• Set up and coordinates meetings and workshops as required.
• Manage communications (phone calls and e-mails) and direct them as necessary.
• Make logistical arrangements including vehicle arrangements for staff, visitors, partners, donors, and consultants and coordinate hotel accommodation with Head Office Administration.
• Gather requests for postpaid phone line, IDs and business cards and process with Head Office Administration.
• Provide a well-equipped, hygienic and comfortable office environment so staff can work effectively and efficiently.
• Develop and implement comprehensive budget forecasts for Admin expenses, this involves analyzing historical data and collaborating closely with the Finance department.

BEHAVIOURS (Values in Practice)

Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
• Widely shares their personal vision for Save the Children, engages and motivates others.
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
• Values diversity, sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions.
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

Fraud Prevention and Integrity

The role holder is expected to uphold high standards of integrity and transparency, and will have access to financial, operational, or programmatic resources that require strict compliance with SCI's Anti-Fraud and Corruption Policy. This includes responsibility for preventing, identifying, and reporting any suspected fraud, corruption, or misuse of resources in the course of their work.

EXPERIENCE AND SKILLS

• 3 to 5 years' experience in Human Resources function, preferably in the NGO sector.
• Good Knowledge of labor law and National Social Security.
• Ability in using Microsoft Office, mainly Excel, Word, PowerPoint, and Visio.
• Strong acumen in establishing positive working relationships with staff
• Proven sense of professional discretion and ability to keep confidentiality.
• Good understanding of Human Resources administration related issues.
• Excellent interpersonal, communication and time management skills.
• Commitment to Save the Children values.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities 

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.