Senior Officer HR & Operations Officer, AIM -Kisii NGO Job BRAC

HR Jobs, BRAC Jobs. Senior Officer HR & Operations, AIM coordinates HR field operations, manages administrative processes, and ensures operational compliance, requires an HR/Business Degree and 3+ years experience.

Job Summary

The AIM Regional HR & Operations Officer role is responsible for overseeing and optimizing operational efficiency across a designated AIM Region. The role is designed to strengthen HR service delivery in recruitment, staff welfare, performance management, and compliance with human resource policy (HRPP), labor laws and BRAC International standards and will be responsible for regional office level operational areas procurement, office administration, fleet management, in addition to serving as the primary safety & security focal person for the regional office.

Major Responsibilities

Recruitment and Onboarding

• Support recruitment and onboarding process for Branch level staff and casual staff in the assigned region and maintain an up-to-date recruitment tracker under the guidance of the Country Office, in line with recruitment SOPs.
• Verify statutory documentation (social security registration, national ID) for all new joiners to ensure compliance.
• Oversee probation reviews for field staff and ensure timely completion.

Contract and Records Management

• Track and manage contract start and end dates for field staff and notify the Country Office HR team in advance of renewals.
• Maintain databases for casual staff contracts and field office headcount, and forward reports to the Country Office.
• Ensure all staff at the field office are enrolled in statutory and organization’s benefits that includes; medical insurance, GLA, GPA and social security for eligible staff.
• Manage administrative aspects of staff insurance coverage and benefits.
• Review and prepare payroll inputs (casual and support staff) for timely submission to the Country Office.
• Ensure timely and accurate completion of staff timesheets where applicable.

HR Information System (HRIS)

• Provide training and support to field office staff on HRIS navigation.
• Maintain staff movement and attendance registers at field level.
• Monitor quarterly leave plans, update monthly leave balances, and ensure compliance with leave policies.

Performance Management and Staff Development

• Working closely with the Country Office HR team, support the performance appraisal process by guiding line managers and ensuring adherence to performance management timelines.

Health, Safety, and Staff Wellness

• Implement occupational safety and health measures, including regular workplace checks at field offices ensuring compliance with occupational safety and health regulations.
• Report and document any staff-related incidents/accidents to the Country Office HR.
• Facilitate staff engagement and wellness initiatives in collaboration with the Country Office.

Safeguarding and Compliance

• Promote a culture of safeguarding within all field offices by ensuring strict adherence to BRAC International’s Human Resource Policies and Procedures (HRPP) and Code of Conduct, and by integrating safeguarding principles into all HR practices and staff activities.

Exit Management

• Ensure smooth completion of staff offboarding, including clearance processes, exit interviews,and documentation.

Operations Responsibilities

Procurement:

• Coordinate the development and implementation of regional procurement plans in alignment
  with organization-wide goals and Regional approved budget.
• Coordinate the end-to-end procurement process as per decentralized procurement thresholds
  and mandate, including receiving approved Purchase Requisitions, sending out requests for
  quotations to enlisted/prequalified suppliers and service providers, preparing quotation
  evaluation summary for Regional Procurement Committee’s sanctioning, purchase order
  generation, monitoring and ensuring timely order/contract performance, and processing
  invoice settlement for submission to RAO, ensuring compliance with internal policies.
• Coordinate market research to identify new suppliers, assess product quality, and secure
  competitive pricing for goods and services in line with the organization procurement policy
  and/or guidelines.
• Maintain accurate procurement records and generate and share regular reports as required.

Office Administration:

• Oversee the efficient functioning of Regional and Branch offices, by ensuring regular
  maintenance and repairs to installations and equipment, so as to have a conducive and safe
  working environment.
• Coordinate the provision of office supplies and consumables, ensuring adequate stock levels,
  timely replenishment, and maintaining accurate and up to date utilisation documentation and
  reports.
• Supervise administrative staff (where applicable), providing guidance, training, and
  performance feedback.

Fleet Management:

• Manage the regional vehicle fleet (where applicable). Including developing and/or
  implementing vehicle maintenance schedules to ensure optimal performance and safety of the
  fleet.
• Monitor fuel consumption and vehicle usage, identifying areas for efficiency improvements and
  cost reduction.

Safety & Security Focal:

• Serve as the primary point of contact for all safety and security matters within the Region, and
  act as the main liaison between the outsourced security service provider and the Region.
• Coordinate incident reporting, ensuring timely and thorough documentation of incidents and
  corrective actions.

Experience (Including sector/industry):

• At least 2 years of relevant work experience in HR, operations, or administration

Knowledge,Skills and Competencies

• Bachelor’s degree or Advanced Diploma in human resource management, Business Administration, or related field.
• Excellent communication, organizational, and interpersonal skills.
• Knowledge of labor laws, HR best practices, and HRIS.
• Ability to work with multiple stakeholders
• Strong facilitation and presentation skills
• Capable of working both individually and as part of a team
• Excellent relationship management skills and ability to communicate in all forms (written, verbal, negotiation, presentation skills)
• Ability to prioritize and deal with competing demands to deliver results
• Ability to work under pressure and manage tight deadlines
• Excellent Excel and PowerPoint skills

Specific Educational Qualification

• Bachelor’s degree or Advanced Diploma in a relevant field
• Human Resource Management, Business Administration, or related field

How to Apply

Click here to apply