HR & Admin Officer (Operations)

Job Description

Title: HR & Admin Officer (Operations)

Company Name: Young Power in Social Action (YPSA)

Vacancy: --

Age: Na

Job Location: Cox`s Bazar

Salary: Tk. 50000 - 65000 (Monthly)

Experience:

• At least 5 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• Master of Business Administration (MBA) in Human Resource Management

• Master degree in Human Resources/Management or relevant field

• At least 5 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• Minimum 5 years working experience in HR & Administration
• Minimum 2 years working experience in Cox’s Bazar
• Knowledge of human resources processes and best practices
• Strong ability in using MS Office (MS Excel and MS PowerPoint, in particular)
• In-depth understanding of sourcing tools, like resume databases and online communities
• Outstanding communication and interpersonal skills
• Ability to handle data with confidentiality
• Good organizational and coordination skills
• Fluency in written and spoken English and local language
• Excellent organizational, planning, and interpersonal skills
• Experience of working in a multicultural, low-resource setting
• Ability to establish priorities in a time-sensitive environment and meet deadlines with strong attention to consistency, detail, and quality.

Community Partners International (CPI) is a U.S.-based nonprofit organization that works with local partner organization Young Power in Social Action (YPSA) to expand access to quality health services and generate the resources, local capacity, and coordination necessary for partners and the people to meet their own health and community needs.

Job Summary: The HR & Administration Officer will play a dual role in managing human resources and administrative tasks. This position requires a balance of interpersonal skills and a firm grasp of internal policies. The officer will be responsible for the smooth operation of day-to-day HR and administrative activities, ensuring compliance with company policies and legal regulations.

HR Responsibilities (40%)

• Recruitment: Support the recruitment cycle by sourcing potential candidates, conducting background checks, and aiding in the shortlisting process. Assist with the preparation and issuance of employment contracts.
• Coordination of HR Activities: Organize and schedule various HR-related meetings, interviews, and special events. Facilitate onboarding and orientation programs for newly hired employees.
• HR Reporting and Project Support: Compile and prepare regular reports on HR activities.
• Provide support in various ad-hoc HR projects as needed.
• Timesheet and Payroll Management: Oversee the collection and verification of timesheets for accurate payroll processing.
• Record Keeping: Maintain meticulous records of staff, including contract durations, leave records, and training completions.
• Leave & Attendance Management: Oversee and administer employee leave and attendance records, ensuring accuracy, compliance with organizational policies, and timely reporting.
• Policy Implementation: Implement and enforce HR and administrative policies specifically for the Cox’s Bazar office.
• Exit Procedures: Assist in the processes related to employment termination, including exit interviews and final settlements.
• Performance Management: Support line managers in planning, coordinating, and administering performance appraisals for all employees across the organization, ensuring consistency and compliance with organizational standards.
• Volunteer Recruitment: Lead and manage the volunteer recruitment process in alignment with organizational policies and regulations, ensuring the selection of qualified and motivated volunteers.

Admin Responsibilities (40%)

• Office Management and Maintenance: Ensure office maintenance, including cleanliness and organization, while supervising janitorial and support staff. Coordinate repairs, maintenance, and upgrades of office assets and equipment.
• Inventory and Logistics: Manage office inventory, ensuring adequate supplies and equipment for new and existing staff. Oversee the logistics of office operations, including distribution of materials and equipment.
• Asset Management: Track and manage fixed assets, maintaining accurate documentation and inventory records.
• Facility Bookings and Event Management: Coordinate the booking of facilities for meetings, workshops, picnics, wellbeing sessions and events. Plan and execute internal and external events, including logistics, invitations, and follow-up activities.
• Communication and Correspondence: Handle official correspondence, including emails, letters, and memos. Ensure effective communication channels within the office and with external stakeholders.
• Budget Management: Assist in preparing and monitoring the administrative budget. Ensure cost-effective management of office resources and expenditures.
• Staff Support and Coordination: Provide administrative support to staff and coordinate internal team activities.
• Learning & Development: Track all employee learning & development scholarships and commitments.
• Visa and Travel Coordination: Oversee and facilitate visa processes for international staff. Arrange and manage travel itineraries, accommodations, and transportation for staff.
• Fleet Management: Coordinate and oversee organizational fleet operations, including vehicle allocation, maintenance, and compliance with organizational policies.

Cross-Department Coordination (20%):

• Event and Meeting Coordination: Organize and coordinate weekly staff meetings, various training sessions, staff wellbeing activities including monthly and quarterly sessions, picnics, and conferences.
• Learning & Development Management: Maintain and manage the staff Learning & Development database, ensuring it is up-to-date and accurately reflects staff training and development activities.
• Emergency Contact Management: Regularly update the emergency phone tree, ensuring all contact information is current and accessible for emergency situations.
• Supply and Equipment Distribution: Oversee the distribution of supplies, equipment, and visibility items, fulfilling requests as needed and ensuring efficient allocation of resources.
• Warehouse and Inventory Oversight: Maintain the organization's storage with detailed and accurate record of supplies and assets. Ensure that inventory is well-maintained, regularly serviced, and kept in optimal condition.
• Compliance and Safety Standards: Ensure all organizational assets are operated and managed in compliance with applicable laws, regulations, and safety standards.

Travel: 25-50% travel to field office

Reports to: HR & Admin Manager

Reporting to this position: 2-4 Office Support Staff