Job Title:                                Human Resources Coordinator

Job Grade Level:               III

Reports to:                           Head of Mission              

Role and Responsibilities:

Under the guidance and supervision of the Head of Mission, the HR Coordinator will be responsible for the following deliverables;

• Prepare advertisement as per Cesvi format and relevant JDs for required staff and publish an ad in the newspaper(s), job portal(s), and other mediums in consultation with the line manager
• Initial long/short listing according to the advertisement.
• Prepare a schedule of the interview including timings, i.e. test and interview, in coordination with relevant staff/panel.
• Invite candidates by phone calls and provide details in the email as per the standard procedure.
• Ensure Professional Reference checking and maintain a proper record of candidates.
• Prepare employment contracts and offer letters of new staff as per Cesvi formats.
• Prepare contracts/amendments for any change in the contract of existing staff.
• Prepare induction plan and pack and send to relevant staff.
• Facilitate induction of new staff.
• Email the checklist of required documents along with standard HR documentation to newly hired staff.
• Place documents in proper order and inform employee(s) of any missing documentation.
• Ensure that employee file is completed within 02 weeks of his/her hiring.
• Maintain and update the existing employees’ files.
• Provide staff personal files to Finance (when required.
• Check attendance sheet on weekly basis and ensure that employees are marking their attendance and mark leaves accordingly.
• Check time sheets on monthly basis and ensure that employees are marking and filling their timesheets accordingly.
• Finalize attendance sheet on the 23^rd of each month mentioning the leaves and update leave sheet and leave records accordingly.
• Prepare and place a new attendance sheet for the coming month.
• Submit a signed copy of the attendance sheet to Finance on the 23^rd of each month along with other payroll detail.
• Follow up with the field office for their monthly attendance and leave(s) balance sheet and place it in respective files.
• Display leave balance sheet and any other HR-related document on the notice board.
• Ensure that the employee has submitted a copy of the EOBI card or the EOBI form.
• Submit required information to the finance department for registration.
• Maintain a complete record of EOBI and intimate Finance for EOBI payments as and when required.

• Providing before-time information to respective line managers regarding probation completion on monthly basis and preparing and issuing confirmation letters to staff who complete probations.
• Prepare and issue probation extension or termination if performance is not satisfactory during probation under the supervision of the line manager.
• Providing before time Information to respective line managers regarding Increment due on monthly basis and preparing and issuing increment letters to staff once information is received from the HR coordinator after having recommendations of respective line managers.
• Keep an updated record of salaries.
• Process and coordinate with the Insurance Company for in-time claim reimbursement of staff.
• End of the year evaluate the IPD usage of all offices.
• Coordinate with training institutes for nominations.
• Support Country Office relevant staff in training budget monitoring.
• Follow up on post-training reports from staff.
• To work closely with the Line Manager in developing yearly work objectives for the staff.
• To work closely with Programme Manager and Country Head on effective performance development plans and career advice; ensuring performance management is embedded in the program; ensuring that timely feedback is provided to staff on performance both during the probationary period and upon completing project/contract duration or annually.
• To prepare monthly staff salaries of country office staff in coordination with the National Finance Manager.
• To prepare the monthly salary of Cesvi staff in the field office(s) in coordination with the National Finance Manager.
• To collect and manage documentation of staff podiums, accommodation reimbursements, etc. as per Cesvi policy/internal guidelines and facilitate perdiem payments to relevant staff through the finance department and finally hand over complete documents to the Finance department

Qualifications:

 a.       Education

A Master’s degree in Human Resource Management, or any other relevant field of study.

 b.      Experience:

Minimum of 05 years of relevant professional experience in a similar place in the humanitarian sector, preferably in NGOs/INGOs/UN Agencies.

c.       Competencies:

Good organizational skills and ability to multi-task, work under pressure, meeting deadlines in a fast-paced fluid environment.

Excellent interpersonal communication skills to build the link with staff, partners, government officials, donors, and other relevant stakeholders.

Creative and flexible with problem-solving skills.

Strategic planning & Leadership skills.

Ability to confidently represent oneself to high-level officials.

People management particularly coaching and influence management

 d.      Technical Skills:

Confident and proficient in the use of MS Office, and data management software, proficiency in English language (written and spoken) is mandatory,

Contract Duration                                                          

08 Months, (extendable)

Salary Range                                                     

180,000 (Per month)                                                           

These are Emergency Response Positions, so we will be hiring on a rolling basis and we may finalize the candidates before the given deadline.

Preference will be given to candidates, who can join immediately without notice periods.          

Applications received till 1800 hrs. (PST) on 06^th October 2022 will be considered for further evaluations/shortlisting.

While we thank all applicants for their interest, only the shortlisted candidate will be contacted for an interview. Cesvi is an equal opportunity employer. To learn more about who we are and what we do, please visit our website at www.cesvi.eu