HR & Operations Coordinator

JOB SUMMARY:

The Human Resources/Operations Coordinator will develop and administer all human resource initiatives and provide HR support to all departments. He/she will also be responsible for the office and operations management of the organization. By developing and implementing various systems and maintaining positive relationships with vendors, clients, and internal staff, the Human Resources/Operations Coordinator will help ARC Pakistan to function effectively and efficiently. Mainly the position will spend 60% of its time with the Operations Department, and the remaining 40% with HR Department.  

PRIMARY DUTIES/RESPONSIBILITIES  

Human Resources

1.        WORKFORCE PLANNING & STAFFING

·          Work with senior management to forecast staffing needs and develop proactive staffing plans to ensure continuous and smooth head office and field operations. 

·          Assist managers in developing job descriptions.

·          Analyze statistical data and reports to identify and determine causes of personnel problems and develop recommendations for improvement of organization's personnel policies and practices.

·          Prepare and follow budgets for HR and administration operations.

2.        COMPENSATION & BENEFIT ADMINISTRATION

·          Administer compensation, benefits and performance management systems, and the ARC Learning, Education and Development System (LEADS) program.

·          Analyze and modify compensation and benefits policies to establish competitive programs and ensure compliance with legal requirements.  

3.        POLICY & PROCEDURE DEVELOPMENT

·          Advise managers on organizational policy matters. Ensure that HR Policy is up to date and in compliance with local labor law. 

4.        EMPLOYEE DEVELOPMENT AND TRAINING

Plan and conduct new employee orientation. Provide staff orientation to new employees.  Brief every new employee on all ARC policies and procedures.  Discuss the ARC manuals and administration. 

5.        EMPLOYEE RELATIONS

Serve as a link between management and employees by handling questions, interpreting and administering policies and contracts and helping resolve work-related problems.

Oversee and monitor performance management program.  Provide advice and assistance on staff performance evaluation. 

6.        SUPERVISION

Plan, direct, supervise, and coordinate work activities of subordinates related to HR and administrative services.

7.        REPORTING

Maintain records and compiles statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates.

8.        OTHER:

Represent organization at HR-related INGO meetings.   Perform visits to the field offices to ensure the tall proper HR policies and procedures are being carried out.      

Operations Management

• Oversee management of the Country Office /Field offices and team, build team capacity
• Provide leadership and support to all national and expatriate staff
• Assist in drawing up plans, proposals, and budgets for new projects & extensions of projects in conjunction with the capital and field site teams
• Procurement management and support to ensure that there is no disruption in the operations support necessary for ongoing daily activities
• Review, revision and institutionalization of operations policies and procedures per ARC guidelines
• Review and revision of operations staff core competencies, including the drafting of new job descriptions for operations staff per revised organizational structure
• Capacity building of new and/or reoperations staff following recruitment
• Technical assistance in the area of operations as outlined in grant and/or closing meetings to ensure smooth and consistent grant management 
• Ensure regular communications are maintained between the field sites and the capital office
• Maintain a strong working relationship with the CD and other SMT Members.
• Ensure adherence to timelines for all proposals.
• Ensure reports are completed in accordance with deadlines & undertake report editing where necessary.
• Line manage all Operations staff in Country Office  to ensure that appropriate ARC management, administration, personnel, logistic and communication systems are in place.
• Supervise all logistical inputs, finance procedures and office administration functions.
• Mediation between field and program, operations and finance staff to ensure optimal program operations.
• Travel to the project locations as required.

Security:

• Working closely with the Security Coordinator, and Acting as Security Focal Point when the Security Coordinator is away.
• Participation in the on-going monitoring of the security situation. Implementation of security measures according to ARC security guidelines and monitoring of same. Communicate with real estate advisors, brokers and building management regarding lease negotiations.
• Serve as contact person/back-up to IT Director for emergencies. 

2.0       REPORTING FUNCTIONS:

The position reports Country Representative. Reporting to him/her would be:

• HR Officer
• IT/Security Officer
• Operations Officer

3.0         EDUCATIONAL REQUIREMENTS:

·          University degree in Human Resources, Business, or related degree. 

·          10 years Human Resources experience including management experience. INGO experience preferred.

·          Some administration experience required.

·          Must be willing and able to travel to field sites in insecure environments

·          Excellent written and verbal English communication skills

·          Ability to work in a team environment   .

4.0       BEHAVIORAL REQUIREMENTS:

·         Analytical abilities: should be able to analyze complex information and make decisions accordingly.

·         Stress tolerance: should be able to work accurately under stressful conditions. 

·         Leadership abilities: should have ability to lead a team. Able to provide coaching and counseling to subordinates where require. 

·         Team working: should be able to work as a team player.

·         Attitude: Must possess a positive and willing to do attitude.

5.0       ORGANIZATIONAL RELATIONSHIP (INTERNAL):

·         Keep close liaison with all the departments.

·         Supervise and guide subordinates in routine working and monitor their performance.

·         Maintain discipline within the department.

6.0       ORGANIZATIONAL RELATIONSHIP (EXTERNAL):

·         Deal with Donor Agencies.

·         Deal with Govt. Institutions (if required)

7.0       PERFORMANCE STANDARDS / JOB OUTPUTS:

·         As per  KPI Matrix