Human Resource & Admin Officer

Job Role Under the supervision of the Country Director, this position would be responsible for managing day-to-day and planned activities of country office HR, logistics and administration.

Manages all systems related to human resource, procurement, travel, accommodation and smooth office operations.

Prepares correspondence and documentation in accordance with established policies and procedures.

Manages all human HR functions efficiently and effectively towards a safe, supportive and positive working environment, both for the field and the Colombo office.

Responsibilities of the HR & Admin Officer include the following but not limited to: Human Resources Management: Update and maintain the WUSC Sri Lanka HR Manual in line with local laws and WUSC global policies to ensure that HR procedures and policies are in line with these guidelines and local laws.

Ensure that impartial recruitment procedures are followed and ensure that compensation package for personnel meet the requirements of local labour legislation and in accordance with the WUSC’s Global Compensation Policy and guidelines; Manage and coordinate all recruitments for local personnel in coordination with the Country Director and relevant hiring managers, including developing all recruitment related documentation from vacancy, interview guides, tests and reference checks; Draft all local personnel contracts for new staff for the Country Director and / or hiring manager's review and signature; Set up a schedule for annual performance management, support managers where necessary, including performance reviews and monitor contract renewals / end dates; In coordination with hiring managers / teams, plan and schedule onboarding / orientation for all new staff and have a structured updated system in place; In accordance with WUSC HR policies, manage talent acquisition and retention, with career plans, learning and development program for all personnel; In collaboration with HQ HR and the Country Director, oversee rewards and recognition initiatives for all personnel, including planning for annual team retreats and other engagements; Update, manage and maintain all HR related data and documentation in line with national and WUSC guidelines; Establish and maintain strong professional relationships with industry networks and contacts; Provide support to the Country Director and WUSC HQ on HR management and functions as assigned from time to time.

Office Administration & Logistics: Manage all administrative matters for the WUSC country office to operate a smooth and efficient office environment, including maintaining a safe working space without risks to health, upkeep of all safety requirements including adequate first aid kit facilities, taking fire hazard precautions and reporting any security risks; Maintain a filing system of all administrative records and create a system for an efficient information retrieval system; Collaborate and coordinate with relevant program teams on project activities and mission related arrangements and logistics; Maintain and update the WUSC Sri Lanka Assets Register and Accredited Vendor List and preparation of reports as requested, including identifying, negotiating and maintaining relevant service and supplier agreements, and an updated database of services and suppliers; Monitoring and control of stationery stocks, usage and performing physical checks and preparation of reports as requested in collaboration and coordination with other admin teams; Oversee the duties, functions and delegation of task for all direct reports as assigned and managing all records accordingly to organizational procedures and standards; Providing efficient support to all personnel, local and international, and project based volunteers on immigration procedures, facilitating arrangements related to visa, accommodation, travel and other logistics arising out of the country office; Coordinate with the country office team and manage all procurement processes, including maintaining an updated Procurement Manual; Providing support to event planning and meeting arrangements as required in coordination with the relevant country office personnel; Coordination with partner administration teams, and WUSC field personnel in Colombo and other provinces; Update and maintain a periodic and monthly bill payment schedule in coordination with the Finance Officer in a timely manner; Set up and maintain a country office transport management system for efficient and timely logistics support for the team; Completing tasks assigned by the Country Director as required.

QUALIFICATIONS AND COMPETENCIES: Education: Minimum qualification of a Masters or degree in HR and Business Administration; or the equivalent; Experience: Minimum of 5 years of HR & Administrative assistance work experience; Knowledge and/or experience working in the development sector / donor funded projects would be an asset; Proven knowledge of record keeping and data management for HR & Office Administration; Experience in Organizing trainings and providing logistical support; Able to adapt to changing circumstances, with the capacity to find innovative ways to manage issues and challenges; Language: Complete fluency in English is essential.

Fluency in Tamil and or Sinhala will be an advantage.

Excellent writing skills in English are required.

Please send your resume/CV