HR OPS Admin Associate at Humanitarian OpenStreetMap Team (HOT)

Responsibilities

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.

Qualifications

• 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