HR and Admin Coordinator 350 views

Shelter For Life International (SFL) is a Christian relief and development organization with over 30 years of history in providing humanitarian and developmental assistance to communities around the world. The SFL headquarters is located in Minnesota, USA. Our mission is to demonstrate God’s love by enabling people affected by poverty, conflict, and disaster to restore their lives and rebuild their communities. We strive to be socially and environmentally sustainable by employing cultural sensitivity, community participation, appropriate alternative technologies, and cost-effective methodologies to our programs, which are underpinned by human-centered design. Learn more at www.shelter.org. 

Position Summary

The HR and Admin Coordinator is responsible for overseeing the day-to-day operations of the office, ensuring efficiency, organization, and compliance with organizational policies and procedures. This role will involve a wide range of administrative, HR, and financial tasks, requiring a strong organizational skillset, attention to detail, and the ability to multitask.

The HR and Admin Coordinator will play a critical role in ensuring the smooth and efficient operation of the CROP-H project by providing comprehensive administrative and logistical support. The position will be based in the main office (Banjul) with travels required to the sub-office located upcountry.

Key Responsibilities

• Human Resources: 
  • Manage recruitment, onboarding, and offboarding processes.
  • Oversee employee relations, including performance management, annual performance reviews, disciplinary actions, and conflict resolution.
  • Ensure compliance with labor laws and company policies.
  • Administer benefit programs, such as health insurance, retirement plans, and time-off policies.
  • Support the COP to review Health and Safety policies and ensure they are observed.
  • Check that data protection laws are being adhered to and maintained.
  • Provide logistical support for staff recruitment and onboarding.
  • Coordinate travel arrangements for staff (local and international).
  • Support the COP to ensure adequate staff levels to cover absences.
  • Support the COP to identify training and staff development.
  • Maintain accurate employee records and documentation.
• Office Administration: 
  • Manage office supplies and equipment inventory.
  • Coordinate office maintenance and repairs.
  • Handle incoming and outgoing mail and correspondence.
  • Manage office facilities, including cleanliness and security.
  • Manage office security and access.
  • Arrange annual testing of electrical and safely equipment.
  • Oversee procurement of office supplies and equipment within budget guidelines.
  • Update office supplies and equipment inventory.
  • Assist with arranging visas and permits for project activities and staff.
  • Negotiate hotel contracts according to SFL policy.
  • Coordinate travel arrangements, including booking flights and accommodation.
  • Organize and maintain office filing systems according to SFL requirements, both physical and digital.
  • Develop and maintain project files and documentation.
  • Prepare reports and presentations as required.
• Financial Management: 
  • Process invoices, expense reports, and other financial documents.
  • Manage petty cash and assist with basic financial reporting tasks.
  • Assist with budgeting and forecasting.
  • Prepare financial reports as needed.
• General Administration: 
  • Provide administrative support to staff, including scheduling meetings, answering phone calls, and taking notes.
  • Coordinate events, meetings, and conferences.
  • Liaise with external vendors and service providers in collaboration with Procurement Officer.
  • Ensure compliance with organizational policies and procedures.
  • Oversee security and safety protocols.
• Information Technology: 
  • Provide basic IT support for staff (e.g., troubleshooting software issues).
  • Maintain office equipment and software licenses with support of IT and Service provider when deemed necessary. 
• Other Duties: 
  • Perform any other duties assigned by the COP.

Qualifications and Skills

• Bachelor’s degree in Business Administration, Human Resources, or a related field.
• Minimum of 5 years of experience in office management or a similar role, preferably within the NGO or development sector.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of labor law and HR best practices.
• Ability to work independently and as part of a team.
• Attention to detail and accuracy.
• Strong problem-solving and decision-making skills.
• Experience working in a dynamic and fast-paced environment.

How to Apply:

Interested candidates who meet the qualifications are invited to submit your CV and a short cover letter to crophinfo@shelter.org.  Please include the position title and your name in your email’s subject line.

Only shortlisted candidates will be contacted.

Shelter For Life is an equal opportunity employer and values diversity at our workplace. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Additional Considerations

• This position may require working outside of normal business hours on occasion.
• Overnight travel may be required to other locations within The Gambia.

Application deadline is on the 22-Jan-2025.