Human Resources Coordinator

Position: Human Resources Coordinator

Employer: Anti-Racism Movement (ARM)

Department: Administration

Reporting to: Programs Director

Location: ARM

Working Hours: 40 hours per week

Salary Range: USD 1,500 - 1,750 depending on experience

Job Purpose

The Human Resources Coordinator (HR Coordinator) supports ARM by coordinating and implementing people-centered policies, processes, vision and strategy, aligned with ARM’s values and the Labour Law. With support of the Admin team, the HR Coordinator is the staff members’ focal point for all HR activities, such as recruitment, compensation, staff relations, benefits, onboarding, basic training & development, performance management, and other employee-related services and tasks.

Areas of Contribution & Related Accountabilities

Recruitment & Selection:

The jobholder's responsibilities in this area include but are not limited to:

Assist in drafting Role Profiles, taking into consideration needs, role overlaps, and interdependencies.

Create and posting vacancy announcements.

Shortlist applicants and sending recommendations to hiring manager, as per admin guidelines and job requirements.

Schedule job interviews and conduct first interviews with hiring manager, to ensure that appropriate selection and recruitment procedures are followed in an effective and efficient manner.

Assist in selecting qualified job applicants and make hiring recommendations when appropriate.

Complete background and reference checks.

Prepare employment contracts and necessary paperwork.

Contact unsuccessful candidates to inform them about hiring results.

Prepare for and implement new employee orientation (setting up a designated workstation, email address, keys, scheduling intro meetings, etc.)

Explain organizational personnel policies, benefits, procedures, schedules, and values to new employees; giving new employees basic training.

Process all necessary paperwork and ensure that all the needed documents are filled for recruitment process and new hires

Performance Management:

The jobholder's responsibilities in this area include but are not limited to:

Oversee & manage the yearly Performance Review & Job Satisfaction Survey Cycle in order to ensure that all procedural requirements are fulfilled.

Make necessary changes and improvements to the cycle when needed.

Follow-up with employees and direct supervisors on all steps in the process.

Provide assistance by answering all enquiries regarding the process to guarantee conformity and consistency.

Collect and process survey results, compile performance reports of each employee and share results with them, their direct supervisors, and Directors.

Coordinate and schedule meetings for each staff member to discuss the results.

Flag any major issues to the Directors for their intervention.

Compile results of the surveys and meeting into a comprehensive report for the Directors, highlighting performance issues, motivation issues, training needs, and any other relevant information, and advising on ways forward.

Assisting in the planning of staff training & development when needed.

Assisting in the development and implementation of staff wellbeing measures.

Personnel & Employee Relations:

The jobholder's responsibilities in this area include but are not limited to:

Monitor the daily attendance of employees.

Update and maintain payroll records and amendments list to support payroll preparation.

Manage leave, sickness and overtime forms.

Assist Accounting Manager with monthly consolidation of payroll.

Prepare the NSSF registration/termination forms and documents of all employees.

Prepare NSSF family declarations of employees.

Implement ARM benefits program.

Prepare the medical insurance registration/termination forms and documents of all employees.

Ensure all the internal documents are filled by staff and managers in due time.

Prepare and handle any other personnel documents as needed within ARM or for external parties (donors, government, etc.)

Listening to complaints/grievances and advising on corrective action; playing an active role in conflict resolution (by implementing internal policies).

Nurture a positive work environment.

General HR Tasks:

The jobholder's responsibilities in this area include but are not limited to:

Participate and assist in research related to HR issues, collecting information to support managerial decision-making.

Participate  and assist in setting HR strategies in line with the organisation’s values and goals.

Staying up-to-date on best practices and suggesting adaptations to internal rules, regulations, and procedures accordingly.

Updating internal HR documents when needed; communicating updates to staff as needed (HR memo, internal training, etc.)

Assist in providing specific HR guidance to ensure proper compliance with and application of HR-related services.

Communications & Work Relationships

Internal Communication

Regular contact with Directors 

Regular Contact with Accounting Manager and Admin Team

Regular contact with staff members

Occasional contact with ARM’s lawyer

External Communication

Occasional contact with Ministries and other governmental bodies

Occasional contact with job candidates

Occasional contact with external service providers

Framework, Boundaries, and Decision Making Authority

The jobholder suggests possible solutions to the Programs Director for final decision-making, and takes necessary actions. With time, the jobholder will gain authority to directly solve issues arising with employees. 

Knowledge, Skills and Abilities

Bachelor’s degree in Business Administration, Human Resource Management, Industrial/Organisational Psychology, or related fields

Experience: 3-5 years

Excellent command of spoken and written English & Arabic

Excellent Microsoft Office Skills

Excellent organizational & time management skills

Meticulous and detail-oriented

Problem-solving and analytical skills

Ability to work and communicate well with a variety of individuals, with professionalism and goodwill