Support the Human Resources and Administrative Services Manager in coordinating, implementing, and monitoring the organization-wide human resources and administrative services system, working within approved delegated authority to ensure consistent application of policies and procedures, efficient employee lifecycle management, accurate records, payroll and benefits, and quality performance management, learning, employee relations, and administrative services. The post holder undertakes part of the supervisory and operational responsibilities for the department units and officers, monitors their compliance with work plans, deadlines, and approved standards, and supports continuity of departmental operations during the Manager’s absence under written delegation, while major decisions, policies, and approvals remain within the authority of the Department Manager and Executive Management.

 

Policies, Compliance and Audit Readiness

1.      Implement and follow up on the application of approved human resources and administrative services policies, procedures, and forms, and verify that approved workflows and templates are used in day-to-day transactions.

2.      Review operational observations, compile proposed updates to procedures, forms, and checklists, and submit them to the Department Manager for review and approval.

3.      Coordinate the audit and review readiness of human resources and administrative services files, and follow up on completion of documents and supporting evidence and closure of findings within the specified timeframes.

4.      Monitor compliance with the Code of Conduct, safeguarding, prevention of exploitation, abuse and harassment, conflict-of-interest requirements, confidentiality, and data protection, and escalate non-compliance cases to the Manager.

           5.  Provide procedural guidance to staff and officers on approved           policies without issuing exceptions or decisions beyond                     delegated authority.

Workforce Planning and Organizational Development

1.      Coordinate updates to workforce plans, position lists, vacancies, and staffing changes, linking them to the needs of departments, programs, and projects.

2.      Review the completeness and justification of requests to create, abolish, modify, or reallocate positions before submitting them to the Department Manager.

3.      Coordinate the preparation, review, and updating of job descriptions, reporting lines, and organizational records in accordance with approved templates and structure.

4.      Track contract expiry dates, probation periods, critical vacancies, and anticipated staffing needs, and issue periodic alerts to the Manager and relevant parties.

5.      Support the Manager in updating career paths and succession planning and analyzing risks related to key vacancies

Recruitment, Hiring and Onboarding

1.      Provide operational supervision of recruitment procedures after a vacancy is approved, including advertising, initial screening, tests, interviews, reference checks, and candidate communication.

2.      Review each recruitment file for completeness, traceability, and audit readiness before submission for approval, including the recruitment request, screening records, evaluation minutes, references, job offer, and approvals.

3.      Supervise the preparation of draft job offers, contracts, and related documents and coordinate their completion after obtaining the required approvals.

4.      Coordinate the onboarding program for new employees and follow up on file completion and orientation on policies, the Code of Conduct, safeguarding, attendance arrangements, benefits, and reporting lines.

5.      Track probation periods and related evaluations and refer cases requiring a decision to the Manager before the relevant deadlines.

Performance Management, Learning and Development

1.      Coordinate the performance management cycle, including timelines, forms, reminders, and follow-up to ensure evaluations and periodic reviews are completed on time.

2.      Review and consolidate performance evaluation results, update records, and provide procedural support to managers in setting objectives and developing performance improvement plans.

3.      Follow up on implementation of performance improvement plans, document progress, and escalate delays or non-compliance to the Department Manager.

4.      Compile training needs, contribute to preparation of the annual training and learning plan, follow up on implementation, and measure basic results.

5.      Coordinate training programs, maintain attendance and evaluation records, and contribute to orienting employees and managers on approved policies, procedures, and forms.

Payroll, Compensation and Benefits

1.      Provide operational oversight of the monthly payroll cycle from the human resources perspective and review the completeness and accuracy of attendance, leave, overtime, allowances, deductions, advances, and entitlement inputs before submission to the Manager.

2.      Follow up on updates to payroll, benefits, social insurance, health insurance, and employee benefit data and ensure supporting documentation is complete.

3.      Coordinate with the Finance Department and Payroll Officer to resolve discrepancies and inquiries and document any adjustment or correction in accordance with delegated authority.

4.      Follow up on approved changes to salaries, allowances, and benefits and ensure they are accurately reflected in the relevant records and systems.

5.      Ensure the confidentiality of employees’ financial and personal data and compliance with approved access controls

Employee Relations and Discipline

1. Serve as an operational escalation point for day-to-day inquiries and issues related to policies, rights, and obligations, and refer matters requiring a decision or advanced handling to the Department Manager.
2. Supervise the recording of employee grievances and complaints and follow up on their referral and handling confidentially and within delegated authority.
3. Coordinate documentation, scheduling, and follow-up related to disciplinary procedures, administrative investigations, or mediation, based on the direction of the Department Manager and the authorized body.
4. Support employee well-being initiatives and promote a work environment based on respect, non-discrimination, and professional conduct.

   5.      Immediately escalate sensitive, high-risk, legally significant, or safeguarding-related cases.

Personnel Administration and HRIS

1. Supervise the completeness of employee files in hard copy and electronic form using standard checklists, and ensure the integrity of contracts, documents, evaluations, leave records, and core personnel records.
2. Supervise updates to the human resources database or HRIS and verify data quality and consistency with approved documentation.
3. Follow up on attendance, leave, absence, working hours, contracts, renewals, amendments, promotions, transfers, and other employment-change records.
4. Review draft employment certificates, letters, and administrative transactions before the required approvals are completed.

           5.      Coordinate separation procedures, clearance, handover of                  duties, recovery of organizational assets, and closure of                      employee files in coordination with relevant parties.

Administration and Support Services

1. Provide operational supervision of daily office administrative services within the department’s scope, including correspondence, documentation, organization of meetings and workshops, and general office services.
2. Follow up on service, maintenance, and administrative requests for the Head Office and field offices, refer them to the relevant parties, and track completion.
3. Supervise records and forms related to administrative services and ensure clear workflows for requests, follow-up, receipt, and closure.

            4.      Contribute to monitoring health and safety requirements                  and workplace suitability, and raise needs or risks to the                      Manager and relevant parties

Donor Requirements and Proposal Support

1. Compile and prepare human resources and administrative services data required for proposals and budgets, including staffing needs, salaries, allowances, and administrative costs, in accordance with the Manager’s guidance.
2. Prepare supporting documents and records for donor requirements, reviews, and audits related to human resources and administrative services.
3. Follow up on requests for data or clarification from project teams or donors and coordinate responses after review and approval in accordance with delegated authority.

           4.      Update staff- and project-related compliance requirements               and follow up on completion of outstanding items within the             specified timeframes.

Operational Budget Management and Cost Allocation

1.                  Monitor expenditures and operational budget lines related to the Human Resources and Administrative Services Department against approved budgets and prepare periodic summaries for the Manager.

2.                  Prepare supporting data and schedules for allocating payroll and operating costs across projects in coordination with the Finance Department and in accordance with the approved methodology.

3.                  Follow up on variances or gaps in documentation or allocations and raise them to the Manager for resolution before financial close or reporting.

4.                  Maintain documents, approvals, and records related to administrative and personnel costs to ensure traceability and audit readiness.

Reporting, Indicators and Continuous Improvement

1.                  Prepare draft monthly and quarterly department reports and compile data on recruitment, contracts, turnover, leave, training, performance, employee relations issues, and administrative services.

2.                  Manage and update the human resources tracker for vacancies, contracts, probation periods, recruitment, leave, training, pending actions, and key deadlines.

3.                  Compile and review departmental performance indicators and verify data quality before submitting them to the Department Manager.

4.                  Analyze recurring operational issues and propose practical improvements to forms, workflows, and records to increase efficiency and reduce errors and delays

Coordination, Operational Supervision and Deputy Manager Role

1.  Coordinate daily follow-up of the department work plan, distribute priorities and assignments issued by the Department Manager, and track completion, deadlines, and action points.

2. Provide operational and technical supervision, within delegated authority, over personnel administration, payroll and compensation, workforce planning and performance appraisal, and administrative affairs, and review the quality of outputs before submission to the Manager.

3. Coordinate with departments, projects, and field offices on shared matters and ensure smooth exchange of information and requirements.

4.      Represent the department in operational or coordination meetings when assigned, document decisions and action points, and follow up on implementation.

5.    Act as Deputy Department Manager during the Manager’s absence within the limits of written delegation and the Delegation of Authority Matrix, while escalating major or sensitive matters to the Executive Director or the appropriate authority.

Other Duties

1.   Perform any other duties related to the nature and scope of the role as assigned by the direct supervisor, provided they do not conflict with approved policies or the Delegation of Authority Matrix.

Degree:

Bachelor’s degree as a minimum.

A Master’s degree in a relevant field is preferred.

Field:

Human Resources Management, Business Administration, Public Administration, Operations Management, Law, or any related field.

Professional Certifications:

 Professional training/certification in human resources, labor law, performance   

  management, compensation and benefits, HRIS/ERP, safeguarding, or professional conduct is preferred

Equivalent Experience:

Years of Experience:

At least 5 years of professional experience in human resources and administrative services; 5-7 years is preferred.

Field:

Practical experience in recruitment, personnel administration, contracts, attendance, leave, payroll inputs, performance management, employee relations, and administrative services.

At least 2 years of experience in coordination or supervisory responsibilities, or in overseeing a team/work units, is a strong advantage.

 

1.      Initiative, continuous learning, and cultural sensitivity.

2.      Diplomacy, effective situation management, and balanced handling of disagreements.

3.      Ability to maintain trust and confidentiality and build professional working relationships.

4.      Facilitation of meetings and short sessions.

5.      Proactive follow-up, professional reminders, and management of multiple parallel workstreams.

6.      Analysis of operational issues and proposal of practical, implementable improvements.

7.      Familiarity with the fundamentals of workforce planning, succession planning, and organizational development.

8.      Knowledge of workplace health and safety principles and audit and compliance requirements.

9.      Familiarity with staff cost allocation and basic project budgeting requirements is an advantage.

10. Ability to prepare concise professional correspondence and reports in English is an advantage.

11. Familiarity with data analysis and visualization tools, dashboards, and simple process automation is an advantage.