HR & Admin Coordinator

Job Title: HR & Admin Coordinator

Location: Islamabad

Reports To: Manager Operations

Position Summary:

The HR and Admin Officer will be responsible for managing both human resources and administrative operations to ensure the smooth functioning of the organization. This dual role combines HR functions such as recruitment, employee relations, performance management, and compliance with administrative tasks including office management, logistics, and asset management. The HR and Admin Officer will act as a key point of contact for both employees and management, fostering effective communication and coordination.

Key Responsibilities:

Human Resources Responsibilities:

• Recruitment and Onboarding:

• Manage end-to-end recruitment processes, including advertising vacancies, shortlisting candidates, conducting interviews, and completing background checks.
• Oversee the onboarding of new employees, including orientation and initial training.

• Employee Relations:

• Serve as the primary contact for employee concerns, grievances, and conflict resolution.
• Foster a positive workplace culture by implementing engagement and well-being initiatives.

• Performance Management:

• Support performance appraisal processes, ensuring timely and transparent evaluations.
• Work with managers to address performance gaps and recommend training or improvement plans.

• Policy Compliance and Documentation:

• Ensure HR policies are updated, implemented, and aligned with local labor laws.
• Maintain accurate employee records, including contracts, personal files, and leave management.

• Training and Capacity Building:

• Identify staff training needs and coordinate internal or external training programs.
• Maintain a database of training records and assess their impact on performance.

Administrative Responsibilities:

• Office Management:

• Oversee daily office operations, ensuring a clean, safe, and functional work environment.
• Manage office supplies, procurement, and vendor contracts.

• Logistics and Coordination:

• Arrange travel and accommodation for staff and visitors, including transport and itineraries.
• Support logistics for meetings, events, and workshops.

• Asset and Records Management:

• Maintain accurate records of organizational assets, including periodic audits and inventory checks.
• Safeguard important administrative documents and agreements.

• Compliance and Reporting:

• Ensure compliance with health, safety, and security protocols.
• Prepare and submit periodic administrative and HR reports to management.

• Vendor and Stakeholder Relations:

• Build and maintain relationships with vendors, ensuring timely delivery of services and goods.
• Negotiate contracts and agreements for administrative services.

Qualifications and Requirements:

• Education: Bachelor’s or Master’s in Business Administration, Human Resources, or a related field.
• Experience: Minimum 3–5 years of combined experience in HR and administrative roles, preferably in the NGO or development sector.
• Skills:
• Proficiency in HR and administrative management software and tools.
• Strong organizational and multitasking skills.
• Excellent communication, negotiation, and interpersonal skills.
• Knowledge of labor laws and HR best practices.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Other Requirements:
• Ability to handle confidential information with integrity.
• Willingness to travel to regional or field offices when needed.
• Familiarity with local languages and context is an advantage.

Competencies:

• Strong problem-solving and decision-making abilities.
• Ability to work collaboratively in a team-oriented environment.
• High attention to detail and accuracy.
• Commitment to organizational values and ethical standards.