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  • Posted: Jan 13, 2023
    Deadline: Jan 29, 2023
  • Humanitarian OpenStreetMap Team (HOT) is a US-based NGO and global community of thousands of volunteers working together to use maps and open data for humanitarian response and the Sustainable Development Goals.
    Read more about this company


    HR OPS Admin Associate


    HR Administration & Compliance

    • Maintaining and refining internal HR and operational processes to support various workflows and processes in the region.
    • Support HR administration and compliance in cooperation with the global HR team
    • Support benefits administration for hub and regional staff
    • Assist with recruitment and onboarding processes, including arranging interviews, communicating with candidates, gathering HR documentation, and new hire training
    • Oversee monthly time tracking across the organization and act as the contact person for time tracking inquiries
    • Maintain staff files and information in HOT’s HRIS (BambooHR); ensure that staff job details, documents, time off, and benefits information are kept up to date on a consistent basis
    • Follow up on staff contracts information registration and compliance ( renewals, transitions, promotions, terminations)
    • Analyze staff data trends through Bamboo reports and other data sources (esp. Inclusion & Equity initiatives)

    General Hub Operations

    • Assist internal communications efforts, including meeting planning and scheduling, compilation and delivery of monthly communications, and more
    • Support staff travel management & bookings for conferences, staff meetings, events, etc.
    • Join working group for planning and running of annual international HOT Summit & other events, as necessary
    • Research and advise on new systems and processes for the People Operations team & the organization
    • Support analysis and development of processes for Operations, including the set-up of new regional office
    • Support the staff development & training function at the organization

    Leadership team support

    • Supporting the Regional Director when needed to ensure organization goals are accomplished and operations run efficiently and
    • Manage email and correspondence on behalf of regional director, triage incoming email
    • Prepare meeting outlines, formal agendas and document meeting notes during staff meetings and/or external partners
    • Schedule/Calendar Management
    • Assist in creating high-level presentations and any other documentation required. This includes but is not limited to board presentations, budgets and forecasts, white papers, complex schedules and events, and expense documents.


    • 2 - 4 years HR/Admin/Ops experience in non-governmental organizations and international systems.
    • Experience managing or maintaining a Human Resources Information System or Applicant Tracking System
    • Interest to follow up on multiple, simultaneous and diverse tasks
    • Demonstrated experience in managing projects or providing administrative or operational support within the office of a senior executive
    • Track record of working in diverse, international, and virtual office environments
    • Fluency in virtual collaboration tools like Google Workspace (Docs, Sheets, Slides), Slack, Salesforce, Loomio
    • Outstanding English language written and verbal communication skills
    • Ultra-organized and have demonstrated experience with improving your workplace’s organization in a complex, international environment: everything from files to project management
    • Strong time management skills and able to track and stay on top of own multiple competing priorities as well as the leadership team’s priorities
    • Comfortable working independently, yet staying in close contact with other colleagues in HOT and “managing up” to help ensure awareness of deadlines
    • Has the drive to grow their career specifically within a rapidly evolving humanitarian and development NGO, and cares deeply about the mission

    Method of Application

    Interested and qualified? Go to Humanitarian OpenStreetMap Team (HOT) on to apply

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