HR/Administrative Coordinator at Helen Keller International

Qualification: Bachelor’s degree in Social Sciences, Law, Business Administration or Management; Minimum of 3 years’ experience in a similar position.

Job Summary:
Under the overall guidance of the Finance and Operations Manager, the HR/Administrative Coordinator will provide support for the day to day running (including HR, administrative and logistical activities) of the HKI Country Office, ensuring high quality and accuracy of work.

The HR/Administrative Coordinator promotes a client, quality and results-oriented approach and ensures consistent service delivery.

Human Resources

• Leading the recruitment of new hires and organizing the orientation for new staff;
• Filing and updating staff files; maintaining staff contracts and personnel files;
• Preparing monthly payroll and appropriate wage, pension and income tax payments deductions and ensuring that they are paid in timely manner;
• Compilation of staff timesheet for CD approval and recording of staff leave;
• Supervising and ensuring the implementation of National Staff Terms and Conditions
• Ensuring the update of local rules and regulations;
• Coordinating the annual performance evaluation report process for all staff and preparing annual performance evaluation reports on staff under his/ her supervision.
• Carrying out other HR functions as directed by Regional HR Director, Country Director and Finance /Operations Manager.

Operations

• The HR/Administrative Coordinator is to ensure implementation of operational strategies including:
• Full compliance of administrative activities with HKI regulations, policies and strategies;
• Support to the HKI Country Office administrative business processes;
• Implementation of cost saving and reduction strategies in consultations with office management;

Office Coordination

• The HR/Administrative Coordinator will ensure effective and efficient provision of HKI Office coordination activities which include:
• Coordination of logistics including booking of flight and hotel reservations, making arrangement for transportation, review of travel authorizations documentation and payments;
• Coordination and supervision of support staff (driver, office assistant);
• Presentation of thoroughly researched information for planning of financial resources for administrative services;
• Overseeing the reception of visitors to the organization and direction of visitors and partners inquiries to appropriate authorities in a professional manner.

Asset Management

• The HR/Administrative Coordinator will provide support to proper supply and assets management including:
• Coordination of assets management in HKI Country Office which includes coordination of physical verification of inventory items;
• Ensuring provision of reliable and quality office supplies;
• Proper inventory control; supervision of proper issuance of inventory items and supplies;
• Providing assistance to the Finance and Operations Manager in the preparation of budgets, audits and other reports;

Office Management

Assist in country audit as needed;

• Assist in following up on audit findings and recommendations;
• Responsible for all HKI registration documentation, immigration and work permits;
• Assist with meetings and discussions with partners as needed;
• Ensure safety measures are maintained in the vehicle and office including First Aid and fire precautions;
• Attend monthly meetings and subcommittee meetings as required;
• Maintain and update HKI-NG Emergency Action Plan (EAP) and distribute the updated
• EAP to all new staff and interns;

Supervisory duties

•  Oversee the Administrative Assistant in carrying out Fleet Management functions;
• Oversee the Communication Assistant in carrying out Facility Management functions;
• Provide dotted line supervision to state logistics staff

Other duties

• Provide support in the organization of trainings and seminars;
• Briefing to staff members on human resources issues and general administrative matters; provision of advice and administrative support.
• Execute all other tasks as assigned by the FM or CD

Competencies Required:

• Demonstrates technical knowledge pertaining to job requirement
• Able to work under pressure and under minimal supervision and able to meet deadlines
• Ability to use computer software such as Microsoft Office, internet
• Must possess good interpersonal skills and a good team player
• Demonstrates excellent personal integrity and confidentiality.