ROLE PURPOSE: 
The HR and Admin Coordinator will support and lead the provincial-level HR and Administration Unit to ensure delivery of  high quality services. S/he will lead the unit to ensure that end-to-end recruitment policies and procedures are followed with no interference, corruption or nepotism. S/he will lead the unit to ensure that correct documents are filed for each member of staff, and that staff are aware of key policies and procedures in relation to the Code of Conduct, Child Safeguarding and  Anti-Harrassment. S/he will guide others on the meaningful use of ‘Develop to Perform’ performance managmenet system. Where required, s/he may be required to lead on initiatives that impact the office as a whole, including the roll-out of Oracle and the implementation of learning and development strategies. 

In addition to the above, the HR and Admin Coordinator will ensure that administrative services meet the business needs of staff, travellers and visitors, and that the office environment is clean, presentable and meets Save the Children’s standards. The role will also oversee the running of the International staff Guest House to ensure it remains clean and habitable.  IT staff, who will also report to this position, must be supported to ensure that all equipment, networks and assets are regularly maintained and are functional.

With a positive attitude and commitment to customer service, the successful postholder will be a hardworking, commited and highly-organised individual with strong oversight of multiple functions. S/he will be able to see the bigger picture and how these functions come together to create a good working environment for Save the Children’s provincial staff. 

SCOPE OF ROLE: 

Reports to: Head of Office - Balkh
Staff reporting to this post: HR Officers, Admin Officer, IT Officer
Close working relationships: Finance, Supply Chain, Programme Operations
Budget Responsibilities: TBD

KEY AREAS OF ACCOUNTABILITY:

Unit leadership:
•    Ensure that all staff in HR, Admin and IT are aware of their roles and responsibilities, with clear objectives for successful performance.
•    Conduct weekly unit meetings to set objectives for the week ahead. 
•    Ensure that all sub-units are well-supported to do their jobs well. 
•    Actively Participate in the Area Management Meetings and other forums as appointed by the Head of Office

HR Support:
•    Support the organisation of group inductions for new joiners on mandatory topics including the Code of Conduct, Child Safeguarding and Fraud Awareness (once per fortnight or once per month as needed). 
•    Ensure that line managers are setting SMART probation / performance objectives for all staff.
•    Where required, present inductions on HR-related topics during staff inductions.  
•    Ensure that all staff are highly aware of internal policies and acceptable behaviours in the workplace. 
•    Provide guidance and support to staff on the ‘Develop to Perform’ system to ensure that all staff complete mid and end-year reviews on time and to quality. 
•    Ensure that all personnel files are complete, securely stored, well-organised and placed in a locked container through regular spot checks. 
•    Ensure that all staff timesheets are completed and submitted on time.
•    Ensure that subordinates are updating leave balance trackers at the provincial level.
•    Check and follow up on attendance sheet to ensure that absenteeism is recorded. 
•    Collaborate with CO HR and Finance to produce the monthly payroll.
•    Support investigations related to greivances upon request by senior management.
•    Follow up on the completion of mandatory trainings by new joiners. 

Recruitment:
•    Ensure that the end-to-end recruitment cycle is followed properly with zero interference and correct documentation. 
•    Provide advice and assistance to Hiring Managers on appropriate recruitment processes, interview plans and the organisation of mixed-gender interview panels. 
•    Review recruitment documents before they are shared with the Country Office for senior-level approvals. 
•    Ensure that subordinates are updating recruitment trackers at the provincial level, and that the tracker is shared with all provincial staff on a weekly basis.
•    Manage higher-level recruitments (e.g. at Senior Officer and above) within the province.

Maintaining a clean and well-organised working environment:
•    Provide appropriate leadership to admin staff so that all office,  kitchen/meal room and guesthouse spaces are clean, welcoming and representative of Save the Children’s standards.
•    Support Admin to ensure that the office has the appropriate amount of furniture, cleaning supplies and stationery to accommodate staff needs through the identification of budget codes.
•    Conduct spotchecks on stationary stock records to ensure that records are being maintained and that there is no misuse of office supplies.
•    Oversee the updating and maintainance of the Asset register for Nangrahar office, and lead the process of asset disposals from time to time

Oversight of IT: 
•    Ensure that IT staff are able to troubleshoot and resolve IT issues that are related to laptop systems, phones, projectors, screens etc.
•    Support IT staff to ensure regular maintenance of IT equipment such as servers, switches, routers, firewalls, laptops, printers, scanners etc. through the identification of appropriate budget codes.
•    Ensure that all new joiners receive a mobile phone in accordance to Save the Children’s mobile phone policy. 
•    Ensure that all communication systems are functional and used by staff in an appropriate manner.
•    Ensure that staff are aware of the importance of data protection and data protection laws. Miscellaneous: 
•    Will support the Provincial manager with liaison issues in Nangrahar, and act as the main local contact with external stakeholders on non-programatic issues.
•    Support the Provincial Manager to monitor and measure gender balance of staff on a quarterly basis.
•    Ensure that female staff meetings are given the space and respect to take place.
•    Promote the inclusion, empowerment and promotion of female staff as equal colleagues within the workplace. 
•    Maintain data integrity to a high standard.
•    Ensure that the office has key posters up and available, including data protection, Code of Conduct and Child Safeguarding.
•    Any other tasks assigned by supervisor. 
BEHAVIOURS (Values in Practice)
Accountability:
•    holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
•    holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
•    sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
•    widely shares their personal vision for Save the Children, engages and motivates others
•    future orientated, thinks strategically and on a global scale.
Collaboration:
•    builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
•    values diversity, sees it as a source of competitive strength
•    approachable, good listener, easy to talk to.
Creativity:
•    develops and encourages new and innovative solutions
•    willing to take disciplined risks.
Integrity:
•    honest, encourages openness and transparency; demonstrates highest levels of integrity

Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities 
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.