HR Cum Operation Coordinator – Closing Date : 18th February 2021

Islamic Relief-Sri Lanka

HR Cum Operation Coordinator

POSITION: HR Cum Operation Coordinator
BASE LOCATION: Ampara
REPORTING TO: Country Representative
PERIOD: As per contract
PURPOSE:

Islamic Relief Worldwide is an International Humanitarian and Development agency dedicated to alleviate the poverty and suffering of the world poorest people. Islamic Relief initiated its Sri Lanka operation since year 2005  in alleviating poverty of the needy and vulnerable people

The office reinforces implementing structure to enable vulnerable people and their communities to develop themselves sustainably, and ensures that the organisation is prepared to respond promptly and effectively to humanitarian crises and development needs.

JOB PURPOSE:

The core purpose of the department is to ensure strategic as well as operational framework, policies and procedures ( HR and Logistic) are aligned with global policies, within government laws. Work with Country Representative and other internal & external key stakeholders to ensure that day to day operations are conducted within the framework/policy guidelines. Provide efficient facilitation to internal staff and resolve problems with innovation and creativity. Department is responsible for all HR and Logistics functions in Sri Lanka, including all key processes for each function and compliance. The department provides timely reports and assistance to the Country Representative and the Program team to ensure that  resources are used efficiently and effectively

The position requires to provide thematic lead to the team and take overall responsibility of overall HR ,Logistic ,Administration, networking with wider related stakeholders and represent & strategically place IR Sri Lanka.

The post holder works under the direction of the Country Representative and is responsible for all aspects of department management of the country HR and Logistic ensuring compliance with IRSL framework and Government laws internal policies and procedures as well as donor regulations.

STRUCTURE COUNTRY OFFICE

KEY WORKING RELATIONSHIPS

  • Job holder work with internal stakeholders (staff members) and external stakeholders as per guidance from line manager.

 KEY ROLES/RESPONSIBILITIES AND ACCOUNTABILITIES

Recruitment, Selection & Staff induction:

  • Ensure HR Manual/policies are, oriented being adhered in true spirit.
  • Facilitate recruitment process as a lead with effective co-ordination with line manager as well as external stakeholders (applicants).
  • Conduct staff induction and orientation in a timely manner.
  • Participate in HR forums and meetings and learn new HR techniques etc
  • Ensure screening of new joiners is carried out in a timely manner.
  • Ensure organization overall performance standards are improving as a continuous process.
  • Maintain HR global update in data base-Doc- To be documented.

Performance Management:

  • Ensure organization overall performance standards are improving as a continuous process.
  • Understand performance management policy and conduct regular refresher program/sessions with staff.
  • Initiate the performance appraisal process timely and ensure the process is completed as per the policy guidelines.

Learning & Development:

  • Conduct yearly learning needs assessment of each employee and prepare yearly employee learning plans.
  • Use available online learning courses/resources for each employee training needs.
  • Conduct post training evaluation process to measure the impact of each training conduct by employee.
  • Prepare regular reports and share with his/her immediate supervisor.
  • Ensure compliance of the policy.

HR Operations:

  • Ensure operations are managed smoothly.
  • Prepare monthly payroll and share with Finance for timely salary disbursements.
  • Ensure up to date employee personal file management system with all documents as per HR Manual/policy.
  • Lead HR audits and other audits conducted by the Government and other external stakeholders.

Staff engagement & Motivation:

  • Ensure employees are highly engaged & motivated. Work with department in charge to ensure that each employee has clear job description.
  • Organize team building exercises/awayday for employees to engage involve and enjoy as a team.
  • Conduct organizational survey to identify any potential challenges and work with senior management team of IR SL to improve overall systems, culture and processes.

Procurement 

  • Ensure that procurement guidelines are implemented in true spirits.
  • Manage procurement and Logistics support to the program team and other departments.
  • Effective management of total procurement & Logistics activities and proper Utilization of organizational materials.
  • Ensure the provision of excellent quality of goods & materials are available at every location and field of Islamic Relief as well as provide logistic support in a transparent and accountable manner, in line with value for money and justifiable use of supplies of donor funds.
  • To lead the Operation Support Services team in a manner that empowers them to deliver excellent official service and high standards:
  • Taking the initiative to communicate with other units, teams, and offices concerning their needs for procurement & Administrative supports.
  • Work with vendors and other external stakeholders to achieve procurement targets in a timely manner
  • Ensure the procurement guideline in line with AX requirement.
  • Support and facilitate procurement as for procurement guideline in line with AX requirement
  • Ensure vendors screening is carried out in a timely manner.
  • Work with vendors and other external stakeholders to achieve procurement targets in a timely manner

 

Administration:

  • In Charge of administrative functions of the office.
  • Facilitate other departments to carry out administrative functions
  • Facilitate for smooth implementation of projects
  • Office related contracts (Office , vehicle etc) preparation with the approval of budget holder/CR.
  • Proactively identify the tools and techniques to resolve unsolicited issues raised by the govt. from day to day dealings.
  • Any other duties mutually agreed.

 

Policy Compliance:

  1. Ensure the project achieves its overall goal in conformity to all IRW and IRSL policies and guidelines.
  2. Islamic Relief Sri Lanka is committed towards Prevention of sexual abuse and exploitation (PSEA) and have systems in place. Post holder will uphold the relevant policies and values of IRW.

PERSONAL SPECIFICATION

ESSENTIAL: It is essential that the post holder show a good understanding and sympathy towards the Islamic values and principles as well as commitment to Islamic Relief’s  vision and mission.

It is essential that the post holder must follow and uphold the values (Sincerity excellence, Compassion, Social justice, Custodianship) of Islamic Relief and expected to adhere to  them.

Islamic Relief has well established systematic standards (IHSAN, CHS, PSEA, SAFEGURADING, CHILD PROTECTION. Etc) to be followed.

 Safeguarding

IRW is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom IRW engages. IRW expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

 Qualification.

  • Minimum Degree in Bachelor Business Administration / Commerce.

Experience

  • Min. Five years of experience working with INGO/development sector with at least two years relevant discipline.
  • Experience in working in online HR system and online procurement system is preferred.
  • Demonstrated capacity to engage effectively at operational level with government, UN, NGO’s and other stakeholders
  • Uunderstanding of the international Financial laws and framework applicable to Islamic Relief Sri Lanka
  • Financial management, budgeting, and budget vs. actual expenditures analysis
  • Risk assessment and management
  • Capacity building and organisational development of programme staff and partner organisations
  • Broad knowledge and understanding of Islamic principles as they apply to humanitarian/development issues

Skills

  • Good organisational skills and knowledge of programme design and implementation/ management.
  • Ability to represent, liaise and negotiate at different levels with external stakeholders.
  • An ability to work under pressure with limited supervision and in complex environment.
  • Knowledge and or familiarity with the country/region.
  • Training in any relevant discipline.

Personal Qualities

  • Team work and flexible towards complex challenges
  • Aptitude for quickly grasping new technical concepts
  • Ability and motivation to travel within the country
  • Committed to PSEA , local laws and other International laws
Application and selection procedure

Application with full resume should be submitted on or before 18th February 2021.to the following email address: info@islamic-relief.lk.

Only shortlisted candidates will be called for an interview.

(Due to urgency of the position, advertisement process may end earlier from deadline/date upon identification of right applicant)

 

 

Islamic Relief Sri Lanka encourages female and differently able applicants to apply for the position. We have well placed systems on safeguarding and protection of employees at all levels.