• Publish Date: May 15,2025              
• Category: Development/UN/NGOs            
• Deadline: May 21, 2025    
• Position: HR & Admin Coordinator
• Location: Aden-Country office
• Reports to: Deputy Country Director - Support
• Duration:  Until December 31, 2025 Renewable based on fund availability and performance    
• Reference: HR-25-14

Note:   Position is open for Yemeni Nationals only. 

ABOUT RI:

1.    Context 

About Relief International

RI in the Middle East has programs in seven countries - Iraq, Jordan, Lebanon, Syria, Türkiye, Yemen, and now OPT with a focus on the 4 main RI sectors: WASH, Health and Nutrition, Education and Livelihoods. Relief International has been providing humanitarian aid in Yemen since 2010, offering various services like health, nutrition, water, sanitation, livelihoods, and protection across the country. They focus on helping vulnerable people, including internally displaced persons, returnees, and host communities. RI also provides reproductive health, protection, and gender-based violence responses in specific areas.

2.    Job Profile

The HR & Admin Coordinator will be responsible for managing all of HR & Admin Functions and Operations, at Country level. 
Under the supervision of the DCD- Support, the HR & Admin Coordinator is responsible for leading and coaching the HR & Admin team on HR & Admin functions across the Country to meet the program's demands.

He/she has direct responsibility for implementing HR strategies and managing comprehensive HR & Admin functions, which include but are not limited to recruitment, onboarding, offboarding, performance management, training and development, staff relations, and personnel administration. By efficiently managing compensation, pensions, leave, attendance, contracts, and terminations, this position safeguards both employee well-being and organizational standards. He/She will ensure that the Human Resource Information Systems (HRIS) and Learning Management Systems (LMS) are functioning properly and are up to date. Additionally, he/she will ensure full compliance with labor laws, RI policies, and donor requirements. She/he plays a key role in preparing HR plans, staffing, budgeting, structuring, and leading HR self-audits as well as close-out related audits. He/She will also manage staff travel and the administrative operational budget across country.
The success in this position will require knowledge and experience in own discipline; and acquiring higher-level knowledge and skills in and requires operating under minimal level of guidance and direction.

3.    Key responsibilities 

Context background 

• The role requires agility in supporting field offices with tailored HR solutions while ensuring alignment with organizational policies and local regulations. Adaptability is key, as the coordinator must address unique HR & Admin challenges.
• In a high-risk humanitarian setting, the HR & Admin Coordinator oversees HR and administrative functions across the country. By balancing operational demands with strict adherence to security, labor laws, and donor requirements, and by maintaining clear protocols and auditable records, the coordinator enhances compliance and organizational resilience.
• The HR Coordinator drives recruitment, performance management, and training initiatives to enhance team effectiveness and retention, crucial for maintaining organizational impact.
• This position plays a vital role in fostering a cohesive work culture, providing essential HR support, and upholding operational excellence amidst the complexities of a very challenging and dynamic humanitarian context.

4.    Relationships Management:

• Under the guidance and the close collaboration with the DCD-S to align HR strategies and administrative functions with the organization’s goals. This enhances operational consistency, efficiency, and compliance.
• Engages with HR & Admin Officers and Assistants across field offices and country office to standardize HR processes and address location-specific needs, ensuring consistency and alignment with RI policies and procedures.
• Partners with Program Managers and department heads to support recruitment, performance, and staff development efforts, fostering an integrated and responsive HR environment.
• Enhance employee satisfaction and well-being by liaising with the medical insurance service provider to ensure timely resolutions, effective communication, and full utilization of health benefits.
• Acts as a trusted point of contact for employees, managing relations across departments to maintain a positive, inclusive, and compliant work culture.

5.    Key deliverables (main duties, with subtasks)  

Recruitment & Selection: 

• Ensure recruitment activities are conducted with the highest ethical standards by fostering transparency, fairness, and impartiality. Uphold confidentiality and avoid any conflicts of interest, ensuring that every candidate is evaluated solely on merit and in alignment with organizational values and policies.
• Manage all steps of the recruitment process—including job review, posting, screening, testing, interviewing, vetting, and offers—ensuring transparency, fairness, and efficiency at each stage.
• Attract talent, maintain gender balance, and regularly update the talent pool to ensure a fair and inclusive approach to hiring.
• Guide hiring managers and the HR team to follow SOPs, maintain quality standards, minimize time and cost, and maintain documentation as per HR system to support compliance.
• Ensure a smooth onboarding process by coordinating with departments to engage new hires effectively through providing essential information, and setting clear expectations.

Onboarding and Offboarding:

• Ensure new employees complete induction orientation and mandatory trainings, gain a clear understanding of their job expectations and organizational culture, and are provided with essential organizational information to help them integrate into their roles and departments effectively.
• Manage the exit process, process the final entitlements, and maintain necessary documentation, ensuring exit procedures are aligned with RI policies and compliant with labor law.
• Collaborate with other departments to streamline onboarding and offboarding, ensuring all necessary resources, access, and equipment are arranged for new hires and received from departing staff.

Performance Management:

• Ensure timely completion of 90-day and annual performance reviews, maintaining high standards in evaluations to support staff growth and alignment with organizational goals. Maintain performance reviewing tracking up to date and share the report on monthly basis.
• Advise managers and staff on effective performance management practices to support high performance quality and continuous staff development. Ensure the policy in speed and quality is implemented.
• Provide the necessary guidance for the staff, ensuring the training goals align with performance goals that promotes continuous growth and help the staff work towards RI strategic goals.

Training & Development:

• Oversee mandatory training completion through the Learning Management System (LMS) and ensure timely completion of required trainings, providing managers with updates on team progress.
• Managing staff data on LMS, ensuring that staff data and training records are up-to-date, and providing the technical support as needed.
• Create offline training classes for direct and indirect staff, ensuring the mandatory trainings are conducted and credited on time.   

Staff Relations: 

• Oversee contract renewals, extensions, transfers, and promotions, ensuring all changes comply with organizational policies and legal standards, and communicating updates clearly to affected staff.
• Maintain accurate, up-to-date records for each employee, ensuring files meet organizational and donor compliance standards and are readily accessible for audits.
• Conduct thorough investigations into employee grievances, misconduct, and policy breaches, ensuring fair, unbiased resolution of issues to maintain a harmonious work environment.

HRIS Management: 

• Ensure all employee information is accurately entered, regularly updated, and securely maintained in BambooHR to support data integrity and easy access for HR reporting.
• Track and document onboarding and offboarding processes within BambooHR, including contract details, role transitions, and exit clearances to maintain complete employee lifecycle records.
• Utilize BambooHR to generate all reports.

Personnel Administration: 

• Supervise attendance tracking and leave management, ensuring fair and consistent application of policies in compliance with RI standards and labor laws.
• Ensure personnel files, recruitment files and payroll related documents are complete, accurate, and up-to-date, safeguarding sensitive data and maintaining confidentiality while supporting internal and external audit readiness.
• Safeguard Confidential Employee Information: Maintain strict confidentiality and security of all personnel records, ensuring sensitive data is accessible only to authorized personnel and stored according to organizational standards.
• Manage health insurance administration, enrollment, suspensions, changes, and claims are processed efficiently to enhance employee satisfaction and support well-being.
• Oversee the payroll process for indirect staff and prepare required documents and reports with supporting documents for direct staff, ensuring timely and accurate adjustments for salary changes and deductions.  Ensure salary allocation aligns with funding sources and donor requirements.
• Oversee administrative budget, ensuring effective allocation for office utilities, maintenance, daily operational needs, office supplies, and telephone allowances. 
• Ensure & Admin related payments are processed or booked on time.

Project Coordination And Strategic Initiatives: 

• Attend project meetings to present HR achievements, address challenges proactively, and ensure adherence to donor requirements, facilitating smooth and compliant project implementation.
• Regularly update and tailor HR plans for each project to ensure HR resources align with specific project needs, driving efficient staffing, resource allocation, and successful implementation.
• Oversee the project close-out process by meticulously updating the close-out tool, auditing all required HR documents, and ensuring thorough archiving to maintain full compliance with donor and organizational standards, supporting seamless future audits and preserving essential project records.   

6.    Management and leadership:

• Ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Be a model for ethical conduct standards for other team members
• Embrace diversity, and model inclusive and equitable behaviour.
• Ensure own actions and the actions of the teams’ members they manage do not adversely impact the safety of the RI team and the vulnerable communities we serve.
• Ensure safeguarding is embedded in all the work we do.
• Be responsible for ensuring a culture and systems in place for reporting
• Manage subordinates’ appraisals, capacity building programs, attendance and leaves. 
• Report any concerns

7.    Person Specification

Skills, knowledge and expertise required for the role. 

Essential criteria 

• Bachelor’s degree in HR Management, Business Administration, or a related field.
• Minimum of 5 years of HR experience, including 3 years in a supervisory or management role and with INGOs.
• Advanced Knowledge of Microsoft applications including Word, Excel, PowerPoint and Visio.
• Strong understanding of HR best practices in complex environments with high compliance standards.
• Proficiency in Arabic and English, with excellent written and verbal communication skills.
• Proven leadership and team-building skills, with cultural sensitivity and adaptability.
• Experience managing recruitment, payroll, employee relations, and performance appraisals.
• High level of confidentiality, ethics, and professionalism in handling sensitive data.
• Demonstrated capacity to work under pressure, with effective time management and organizational skills. 

Desirable Criteria:

• Female Candidate is desirable.
• Familiarity with donor compliance requirements and HR management systems.
• Experience with Learning Management Systems and HRIS platforms, particularly in the context of training and data management.

8.    RI VALUES:     

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and independence as well as “Do No Harm.” We value:     

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability