HR Coordinator at Feed the Children

The HR Coordinator, with limited supervision, is responsible for the successful coordination of the human resources and payroll processes of Feed the Children International Operations. S/he ensures that all HR processes and payroll functions are carried out in a timely manner to ensure compliance. Responsibilities include payroll, recruitment, policy interpretation and administration, benefits, and other duties as necessary to ensure maximum effectiveness of the Human Resources Department. Excellent independent judgment and organizational skills are required to plan, prioritize, and execute a diversified workload. Trust, accuracy, and ability to multitask under pressure are important to this position. This position requires an extremely detail-oriented self-starter with the ability to exercise the utmost care in handling confidential information.

PAYROLL 50 %

• Conducts all aspects of monthly payroll processing with inputs from all country offices, including but not limited to updating benefits, deductions, separations, leave, and income.
• Run monthly payroll reports.
• Ensure proper use and protection of information within the organisation’s privacy and security policies
• Prepare and distribute payroll reports to management and relevant departments.
• Ensure compliance with local payroll regulations and tax requirements
• Address payroll queries and resolve any discrepancies or issues promptly.
• Maintain accurate payroll records and documentation for auditing purposes.
• Collaborate with in-country HR and finance departments to ensure payroll data accuracy and alignment with financial reporting.
• HRIS systems implementation and maintenance of payroll system
• Stay updated on payroll laws, regulations, and best practices to ensure compliance and efficiency.
• Coordinate payroll-related projects and initiatives as needed.
• Conduct periodic audits of payroll records to ensure accuracy and compliance with policies and regulations and identify any discrepancies or errors that need correction.
• Assist in administering employee benefits related to payrolls, such as health insurance, pension plans, and other benefits programs, ensuring accurate deductions and contributions.
• Generate and distribute benefits schedules to 3rd party service providers monthly.
• Collaborate with finance and HR teams to forecast payroll expenses, analyze trends, and provide insights for budget planning and cost management.
• Identify opportunities to streamline payroll processes, enhance efficiency, and implement best practices to improve accuracy, reduce errors, and optimize resource utilization.
• Generating mandatory statutory reports monthly, bi-annually, and annually, as per country requirements.
• Provide accurate payroll costs per country to senior leadership as required.

HUMAN RESOURCES 50%

• Support the Regional Human Resources Business Partner with the implementation of policies
• Manages benefits plans, including enrollments, changes, and terminations.
• Works with the HR team and department managers to support the recruitment/hiring process by sourcing candidates, performing background checks, assisting in shortlisting, issuing employment contracts, issuing regret letters, etc.
• Manages new hire onboarding schedules, including orientation, new hire paperwork, and initiating electronic records of all employees on the relevant shared drive.
• Coordinate various HR workflows (such as but not limited to new HR projects, employee benefit programmes, etc.) by compiling, filing, and distributing appropriate electronic and physical paperwork
• Conducts audits of benefits, personnel files or other HR programs and recommends corrective action. Implements corrective actions as directed.
• Assists with the preparation of the performance review process, including 360 reviews.
• Ensures all up-to-date advert postings are placed in a designated area within established timeframes.
• Schedule meetings, interviews, HR events, etc., and maintain the HR team’s agenda
• Coordinate training sessions and seminars.
• Coordinate employee satisfaction surveys and give actionable insights to improve employees’ experience. Reinforce the company policies, rules, and procedures to ensure compliance.
• Support employee relations casework, including disciplinary, grievance, and performance-related matters.
• Provide administrative support to the HR team, e.g. arranging meetings and taking minutes.
• Ensure all staff-related matters and changes are accurately communicated in the most appropriate manner, including the Staff Newsletter or website
• Any other task as assigned

Job Level Specifications

• Skillful interpersonal relations, time management, multitasking, and problem-solving abilities.
• Effective communication skills, both written and verbal.
• Proficiency in the Microsoft Office suite and databases.
• Demonstrated high levels of confidentiality and integrity in handling staff matters.
• Ability to work independently in a remote environment as well as with a team
• Strong intellectual and analytical skills
• Self-motivated, organized and detail-oriented
• Confident and proactive in liaising with people at all levels and working as part of a team

Education and Experience

• A bachelor’s degree in human resources or related discipline is required
• 5-7 years of working experience as an HR Generalist or HR Business Partner
• 2+ years of experience managing compensation and benefits programs
• Working knowledge of Sage 300
• Experience working in the NGO arena will be an advantage.
• Knowledge of USAID regulations and USG funding rules will be an added advantage.
• Demonstrable experience working in HR, ideally including recruitment, payroll and benefits administration
• Human resource information system (HRIS) knowledge
• Experience with HR analytics and human resources metrics