Operations Coordinator
Danish Refugee Council
Total years of experience :13 years, 0 Months
1. Financial Management:
Oversee the Dimma-based finance team to ensure high quality day-to-day accounting of the field office's spending. This will include monitoring the financial review of all order re-quests submitted by program and support staff to ensure eligible and well-informed spending, conducting spot-checks of the field office's cashbook, maintaining a system for high quality verification of expenditures and supporting documentation, and maintain-ing a system for accruals and outstanding payments all in accordance with DRC and do-nor regulations.
Support the Finance Officer and Field Coordinator with financial analyses and monitoring of project and operational needs and spending - actual vs. planned income and expenses - and initiate actions for adjusting budgets, such as predicting and responding to emerg-ing financial risks.
Support compliance with donor guidelines in the allocation of costs and management of funds.
Assist the Dimma-based Finance Officer and Addis Ababa-based finance team in the preparation of all financial reports and audits.
Collaborate with the Dimma-based Finance Officer and Field Coordinator to lead monthly financial review meetings with budget holders.
Provide strategic support, including projections and recommendations on financial matters to the Field Coordinator.
2. Facilities Management
With the support of the Logistics and Procurement Officer, ensure all of DRC's facilities, including office and accommodation facilities, are well fully functional, maintained, safe and secure. Facilitate compound upgrade and improvements.
Ensure timely payment of rent and utilities for DRC offices and residence.
Facilitate housing arrangements for new staff and guests and exit checks with landlords.
3. General Management and Support:
Manage all logistics, procurement, finance and administrative staff and support respectful and positive working relationships which allow for the effective implementation of all DRC activities. This is to be achieved through leadership, team building, day-to-day support and capacity-building.
Undertake weekly supervisory, monitoring and support visits to project sites.
4. Human Resources
As Dimma-level HR focal point processes and procedures in collaboration with the coun-try office HR team. Ensure compliance with DRC HR policy and adherence to the DRC Ethiopia HR Manual in line with the respective labor laws of Ethiopia;
Support the Field Coordinator and hiring manager with site-level recruitment processes and ensure that relevant staffing structures in all operations departments are in place and are reflective of appropriate gender balance.
Identifying training and capacity building opportunities for support staff and ensure they are well versed in DRC's code of conduct, accountability, respectful dialogue with the ref-ugee population, and prevention of sexual exploitation and abuse.
Collaborating with the Field Coordinator and managers to ensure objectives are set and that evaluations and performance reviews are conducted on a regular basis for all support staff.
1. Ensures implementation of HR strategies and procedures, focusing on achievement of the following results:
Full compliance of HR processes and records with UNOPS rules, regulations, policies and strategies.
Contribution to the elaboration of internal Standard Operating Procedures (SOPs) in HR management, in consultation with the direct supervisor and office management.
2. Implements UNOPS recruitment processes, focusing on achievement of the following results:
Development and implementation of a human resources management system in relation to planning, administering and monitoring of all matters related to human resources management concerning national and international staff and other UNOPS personnel
Management of the recruitment process for international Consultants for the Regional Offices/Project Centers and projects;
Review of incoming requests relating to recruitment, contract extensions, transfers, exchange or loan, and separation of staff, consultants, or contractors, ensuring documentation is complete and in conformity with HR policies and procedures.
Development and implementation of tracking tools to monitor recruitment status and other indicators for management and recruitment purposes.
Monitoring and tracking of status of requests, initiating follow-up action to ensure selection review submission is timely accurate and contains complete documentation.
Review of Requests for Personnel Action (RPA) forms to ensure correct budget allocation, and for separating staff, verification that no financial obligations are due to UNOPS;
Review of consultants’ qualifications and experience and drafting of Terms of Reference; determination of daily remuneration to be paid in accordance with the established fee schedule;
Briefing of staff and consultants regarding entry details and quick action to facilitate their taking up the assignment on a timely basis. Preparation of offer of appointment as well as the salary/fee computation for signature by the supervisor.
Secure management of personnel records for all Regional Office/Project Centres and project International Staff, ensuring projects maintain same for project national personnel;
Logistical support for the recruitment of international staff for the office and to Operations Clusters in the overall recruitment of project staff
Management of the CV/HR roster
3. Ensures efficient administration of contracts, benefits and entitlements, focusing on achievement of the following results:
Establishment and implementation of a system for monitoring and tracking transactions to ensure timely, consistent and equitable provision of services with a client focus
Research of precedents and analysis of merits of specific requests and presentation of recommendations/solutions to supervisor
Briefing and guidance to clients and partners on the application, interpretation and applicability of the UN rules and UNOPS policies and procedures.
Briefing to staff on the conditions of service related to contracts and/or appointments/transfers
Establishment and maintenance of a staff monitoring system to ensure timely retrieval of information as required.
4. Ensures efficient planning and management of the HR unit, focusing on achievement of the following results:
Responsibilities:-
Work with the Finance and Operations Manager and the Sydney People and Development team to develop appropriate local human resource practices and assist with the local roll out of Global Policies and Procedures.
Recruitment and Staff Development
• Provide support to managers in the staff recruitment processes including, position posting, advertising, short-listing and selection, background checks and hiring.
• Provide support during the interview process including, preparation of interview guides, interview schedules and participate in the interviews.
• Prepare job offers, contracts and letters and support Managers in review of job descriptions.
• Communicate to the unsuccessful candidates through letters, telephone contacts or emails.
• Organize and conduct induction and orientation training programs for all new employees and management of staff exits.
• Ensure all staffs take online trainings on core FHF policies with primary focus on Child Protection policy training.
• Support in development of continuous staff training and development plans i.e. assessing staff training needs and schedule trainings in coordination with staff supervisors and work activities.
• In consultation with the line managers, follow up individual development needs and source external training provision as and when required, monitoring training costs against budget.
• Maintain training records for all staff and assist with any training initiatives, as required.
• Prepare recruitment schedules, update on a weekly basis and submit to the CD.
• Prepare monthly and periodic accomplishment reports on HR and Admin activities to the Country office and relevant units in Sydney HQs.
Employee Services
• Maintain up to date records of all employee benefits including renewal and termination of life and health insurance policies: annually, as new employees are hired and upon resignations.
• Maintain an updated list of staff for insurance cover, timely communicate to the Insurance company any inclusion and exclusion of staff members from Insurance.
• Ensure that staff Medical health insurance claims are reimbursed on time in collaboration with insurance companies.
• Coordinate staff welfare activities including periodic teambuilding events.
• Manage and implement the annual pay review process of FHFE effectively within allocated budget and Global pay market survey.
• Undertook local salary survey and provided input to global salary survey team
• Responsible for confidential management of employee and personnel records.
• Ensure that all new hires filled out all required forms, signed FHF code of conduct and Other Core policies.
• Undertook benching salary survey of local market and evaluate FHFE’s stand in industry salary market
• Ensure all employees information /database is maintained, updated and communicated to Sydney People and Organizational Development (POD) team.
• Ensured all remuneration and benefits are listed correctly in contracts of employment and HR policy Manual
• Manage Staff leaves schedules (annual leaves, study leaves, sick leaves, maternity and paternity leaves).
• Serve as a resource for line managers in handling employee issues and assist them in effective conflict resolution.
• In consultation with the Finance and Operations Manager and in line with Global Practice coordinate the staff performance evaluation process.
• Ensured employee Private pension registration and monthly income tax declaration to the tax Authority;
Working with and reporting to the HR Manager, I was responsible to:-
• Undertake Human Resource Planning to ensure sustainable supply of human resource;
• Develop and implement human resource management systems, policies & procedures to support the business needs of the organization;
• Provide legal and operational advice, guidance, support and coaching to the Managers;
• Ensure the presence of effective human resource management database system and documentation;
• Developed and implemented reward and recognition scheme for long serving staffs;
• Update the organo -gram on a monthly basis and upload to the organization’s share file system
• Update staff payroll changes monthly in Hillmark HR data base and advise finance team to prepare payroll.
• Implement appropriate result-oriented performance management system; design and offer training and development programs to make MSIE staff cope up with current changes and organizational expectations.
• Assist the HR Manager in designing effective staff development and retention strategies
• Assist in conducting local pay market survey and employee attachment survey and work closely with HR Manager in Technical evaluation of Job evaluation consultants.
• Participate in design of effective compensation and benefit schemes
• Deputize the HR Manager in overall Management of HR Functions in the absence of HR Manager.
Main responsibilities:
Support the elaboration of the program HR strategy:
• Update HR policies and procedures in line with programme needs
• Actively participate in developing HR Policies and standardization of Job description
• Ensure effective benefit scheme is in place and up to date with NGO benefit market.
• Develop adapted social health insurance policy and ensure effective implementation
• Ensure that a high quality recruitment system is implemented by being a lead on the process
• Monitor the development of the program HR
• Manage trainings and ensure effective training and assessment guide is in place
• Ensure that HI program respect the local legislations in terms of HR
Ensure the coordination and the smooth running of staff representation mechanisms
• Ensure that staff representatives understand their role and contribution to HR procedures
• Collect ideas, suggestions and request during staff meetings
• Support and advice managers on HR issues:,
• Ensure that managers understand HR policies and frameworks
• Support managers in the respecting HR policies and frameworks
• Ensure proper administrative follow up International staffs
• Liaise with administrative institutions to process expatriates’ visa, work permit, residence permit, and different registrations with the local authorities or embassies and update regularly the procedure related to this
• Update the welcome leaflet regularly
• Clarify policies or procedures and changes specific to international staffs as well as answering their queries
• Set up and follow up of international staff files
• Manage expatriate staffs’ leave, movement monitoring, salary advance and housing contribution
• Manage the international plane ticket for expatriate, expiration date and booking.