HR and Administrative Coordinator

Pact is an international nonprofit that works in nearly 40 countries building solutions for human development that are evidence-based, data-driven and owned by the communities we serve. Founded in 1971, Pact works with partners to build resilience, improve accountability, and strengthen knowledge and skills for sustainable social impact.

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Position Overview

Pact, Inc. seeks a Human Resources (HR) and Administrative Coordinator for the USAID-funded Basiki ni Tagne Kunafoni Project, focused on Mali. This two-year, information integrity project aims to enhance publicly available content that provides timely, relevant, and accurate information to Malian citizens through data-driven approaches that promote media literacy, mitigate harm from inaccurate information, and optimize the reach of quality information. The HR and Administrative Coordinator is responsible for all HR aspects of the project including conducting recruitment, hiring, training and managing employee records. The successful candidate will support the project with administrative tasks including maintaining files, assisting with payroll and coordination. This role is in Bamako, Mali and will report to the Finance and Operations Manager.

The HR and Administrative Coordinator will serve as the Basiki ni Tagne Kunafoni project’s principle point of contact for all HR-related matters in Mali. This position has the primary responsibility for providing a wide range of complex and confidential administrative and project support. The HR and Administrative Coordinator must demonstrate initiative, take ownership of responsibilities, and complete projects with positive results.

Key Responsibilities

Human Resources: Directly implement the following key HR functions and responsibilities as appropriate:

Recruitment and Onboarding

· Facilitate recruitment activities developing and posting job descriptions, screening candidates, and ensuring the seamless transition from candidate to employee.

· In conjunction with Finance and Operations Manager, develop new hire orientation to ensure staff have email address set up, have signed employment contract, are enrolled in benefits, and have reviewed Pact’s ethics policies and performance management tools.

Compliance and Record Keeping

· Maintain country specific Employee Handbook including tracking amendments.

· Support oversight of HR database and staff changes; ensures accuracy of employee data, designing, producing, and running ongoing monthly HR reports including HR metrics, compensation, benefits, etc.

· Track employee probation periods, advising managers of upcoming probation end dates, ensuring probation evaluation forms are complete and maintaining confidentiality of employee personal data.

Compensation and Benefits Administration

· With support of Finance and Operations Manager, manage employee benefits in compliance with labor laws.

· Oversee annual or biannual performance appraisals and follow up on required actions agreed between personnel, supervisors and senior management.

· Prepare Public Holiday calendar and send out notifications.

· With supervisors, manage employee leave.

Payroll

· Assist in the preparation of monthly payroll by drafting a memo that documents all the employee changes in the month (new hires, terminations, maternity leave etc.) with appropriate documentation (contract amendments etc.)

· Ensure documentation for all actions are in the personnel files.

· Assist in supporting the preparation of final pay statements for terminating staff ensuring accuracy and compliance with policy.

· Assist the Finance and Operations Manager in reconciling the payroll with the previous month to ensure accuracy.

Employee Communications

· Prepare and keep updated, any internal communications regarding HR issues such as amendments to the employee handbook, end/beginning year activities, performance review processes, internal job opportunities, benefits and new policies.

· Maintain a communication board and the job board; ensure job vacancies and staff communications (CD notices, Amendments to Employee Handbook, Holiday schedule etc.) are posted/removed in a timely manner.

· Perform exit interviews.

Administrative

· Support office operations, including but not limited to, meeting planning, documentation and logistics.

· Support the development and management of the project’s filing systems, to ensure that program and administrative documentation is well organized, accessible to staff for knowledge management, and in line with USAID requirements.

· Coordinate logistics and travel for project staff and short-term technical assistance providers.

· Other duties may be required, including administrative support.

Basic Requirements

Preferred Qualifications