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.