Human Resources and Operations Coordinator At Helen Keller International

Guided by the remarkable legacy of its co-founder, Helen Keller, Helen Keller Intl partners with communities striving to overcome longstanding cycles of poverty. By delivering the essential building blocks of good health, sound nutrition and clear vision, we help millions of people create lasting change in their own lives. Working in more than 20 countries – across Africa, Asia, Europe and the United States – and together with a global community of supporters, we are ensuring every person has the opportunity – as Helen did – to reach their true potential*.*

We are seeking a Human Resources and Operations Coordinator to support the Madagascar Vitamin A Supplementation (VAS) country program.

Responsibilities: Under the supervision of the Country Director, the Human Resources and Operations Coordinator is responsible for all human resources, administrative and operational activities of Helen Keller Int’l in the Madagascar office. He/she will ensure the application of internal regulations, policies, and procedures. He/she will oversee the Human Resources, Administration and Operations team. He/she will advise and support the Country Director and other managers to ensure the smooth running of projects. He/She will work closely with the Global Operations and Procurement teams.

Detailed tasks.

1. Human Resources Management:

HR and Operations Coordinator will carry out the following tasks:

• Ensure all recruitment policies and procedures are adhered to and recommend improvements.
• Review and prepare recruitment materials including job descriptions, job specifications, adverts, and interview questions for positions to be filled.
• Carry out shortlisting, coordinate and participate in interviews.
• Conduct reference checks.
• Manage all new hire employment forms.
• Maintain an active and organized data bank of applicants for various positions.
• Plan and conduct/coordinate new employee orientation including provision of information about policies, job duties, working conditions, employee benefits etc.
• Assist to oversee the administration of the health benefits and pension program. Collaborate with the Management Team on the management of the provider relationships.
• Conduct salary negotiations for new staff. Review all offers to selected candidates, ensuring equity within the different projects and Operations units.
• Communicate proposed salary changes to the Country Director for approval.
• Review local payroll to ensure accuracy and timely submission of information.
• Ensure that all promotions are properly justified both technically and in terms of compensation.
• Support initiatives geared towards creation of a safe, healthy, and happy workplace such as open-door policy, One Helen Keller principle, trainings and safeguards that promote safety and security at workplace.
• Work with Supervisors/Managers to ensure that all new staff have set objectives for the probation period, manage due dates and decisions to confirm further employment.
• Manage the full performance review cycle process and ensure that deadlines are met.
• Assist Supervisors/Mangers with managing performance issues.
• Management of staff exits, including conducting exit interviews.
• Develop and continually update the Human Resources Policies and Procedures Manual.
• Develop a training strategy that continuously ensures the assessment of training needs and the dissemination of the necessary interventions to ensure a high level of performance and skills for better competitiveness of the organization.
• Participates in the preparation of the annual budget and the monitoring of its implementation for the Human Resources and Procurement Section.
• Coordinate and support employee leave schedules.
• Ensure optimal contract management for staff, contractors, and suppliers.
• Assist staff and implementing partners in complying with human resources policies and procedures and standards of good governance.
• Work with internal and external auditors to support procurement and human resources audits.
• In collaboration with the Country Director, manage disciplinary issues.
• Inform staff and management of changes to labor law in Madagascar.
• Maintain a regular dialogue with staff representatives.

2. Administration Management:

The Human Resources and Operations Coordinator will ensure the implementation of operational strategies. The HR and Operations Coordinator will be directly responsible for all procurements.

• Undertake supply chain management in a cost-effective manner that ensures compliance with Helen Keller’s policies and procedures, rules, and regulations to ensure and document competitiveness, transparency, fairness, efficiency, and effectiveness.
• Prepare annual procurement plans with quarterly updates for all necessary office and program procurements.
• Provide training and guidance to staff on all administrative and procurement procedures and policies.
• Coordination of logistics including booking of flight and hotel reservations, making transportation arrangements, review of travel authorizations, documentation, and payments.
• Develop a database of suppliers and service providers that meets the criteria (efficiency, effectiveness, quality, competitiveness, and value for money).
• Develop delivery contracts, framework contracts and purchase contracts in accordance with Helen Keller’s contractual guidelines.
• Ensure the documentation of the procurement process on SharePoint and manual filing systems in accordance with the standards of the purchasing manual,
• Follow the development of purchase orders with service providers,
• Coordinate the drafting and archiving of administrative correspondence.
• Ensure that Helen Keller’s registration and annual reports to the relevant authorities are made.
• Ensure preparation and timely renewal of work permits when the need arises.

3. Asset Management:

The Human Resources and OperationsCoordinator will provide support to supply and assets management including:

• Coordination of assets management in Helen Keller Country Office and project states 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.

4. Tax management:

• In coordination with the Finance Officer, the Human Resources and Operations Coordinator ensures that the Madagascar office complies with all tax requirements and legal deductions stipulated in Malagasy laws.
• He/she ensures that all legal deductions are made. He/she monitors any changes to national tax laws and ensures timely implementation.

5. Manage the Internet and Technology in the Office

• Ensure that all computers and peripherals (i.e. scanners, printers, etc.) are protected from electrical surges;
• Ensure that IT companies regularly perform maintenance on the server (software and hardware), PABX system and office connectivity. Ensure regular data backups, virus updates and consistent power supply (UPS maintenance).
• Restart the remote connector and server.
• Assist in setting up new IT equipment and configuring it to Helen Keller standards.
• Makes a backup of the server according to the instructions of the IT department,
• Perform a computer inventory to ensure all devices are working properly.
• Periodically check IT equipment and report any defects to the regional IT manager.

The HR and Operations Coordinator also performs any other tasks required by the Country Director.

Qualifications & Competencies

• Bachelor’s degree in human resources management, business administration, logistics or other relevant
• At least 5 years’ experience in a HR generalist role
• Demonstrated ability to implement and manage all aspects of the HRM function in line with current practices and trends.
• Demonstrated success and familiarity working in the INGO sector in Madagascar is particularly relevant.
• Demonstrated ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.
• Demonstrated ability to successfully coordinate activities with senior project management staff and proven ability to work successfully on a team in a fast-paced environment.
• Integrity and approachability.
• Demonstrated ability to gain the trust and confidence of colleagues and to handle confidential matters discreetly and have experience in conflict resolution.
• Ability to competently assess priorities; manage a variety of complex activities simultaneously in a time-sensitive environment and meet competing deadlines.
• Demonstrated experience required working with US Government funded programs.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse staff, clients, and consultants.
• Strong organizational skills and attention to detail.
• Excellent oral and written communication skills in English.
• Demonstrated computer proficiencies, including Microsoft Office Suite, especially Word, Excel, PowerPoint, and database management.
• Demonstrated experience in managing and supervising human resources, administrative and operational staff.
• Strong computer skills, including knowledge of the Microsoft office suite (Word; PowerPoint; Outlook) and strong Excel skills, including PivotTables.
• Good knowledge of local laws and procedures for HR administration and operations
• Ability to:
  • Prioritize workload, take responsibility for work, and follow up until completion.
  • Maintain balance in case of stress.
  • Work in a decentralized organizational structure with a highly collaborative approach