The Human Resources Coordinator oversees all human resources (HR) matters to make sure they are in accordance with OS Madagascars HR policies and procedures, and compliant with Malagasy labor laws. S/he maintains employee records and ensures all personnel files are completed and up to date. S/he processes staff payroll in a timely manner and manages staff medical insurance and other staff allowances as per Malagasy labor laws. S/he provides guidance and support to employees on HR-related matters, including benefits, leave management, and performance evaluations. S/he supports OS Madagascar’s recruitment, staffing and the onboarding process. S/he must stay updated with legislative changes. 

Essential Functions: 

Staffing  

• Identify qualified candidates, invite and encourage prospective candidates for employment. Screen candidate in collaboration with the hiring unit, short-list the ideal candidates; participate in interview, and make hiring recommendations; inform short-listed candidates for test/interviews and the final result; notify applicants of results of selection process and prepare job offers; check references and suitability of applicants before making the offer; discuss recruitment policies with superiors to ensure effectiveness of selection techniques and recruitment programs; ensure transparent and bias free recruitment process. 
• Ensure recruitment is compliant with OS Madagascar policies and procedures, as well as Malagasy laws. 
• Provide applicants and new hires with information about the job including hours and pay, tasks, responsibilities and working conditions. 
• Conducting orientation sessions for new employees to familiarize them with the OSI’s policies, procedures, and culture.  
• Ensure all documentation is provided to departing staff including exit orientation, return of all OS properties to relevant departments; assist in drafting termination letters (when needed) and orient departing employees on benefits they are entitled to.  

Employee records and personnel files 

• Ensure all personnel files are completed and up to date. 
• Maintain hard copies of personnel files in compliance with applicable regulations.   
• Maintain employee database, such as training, incentive award and other personal information.  
• Establish and maintain a database of all employee contracts with dates of contract start, termination and dates and information on starting salary and increases. 

 Compensation & Benefits 

• Monitor employee leave, including unpaid, paid, emergency, and sick leave. 
• When applicable, track overtime, benefits, and bonuses. 
• Prepare monthly payroll changes in consultation with the FOM to ensure compliance with relevant legislations, and submit to finance for processing. 
• Create and distribute payslips to employees. 
• Address issues and questions regarding payroll from employees and superiors. 
• Liaise with third party benefit providers on the administration of any of the benefit offerings including; 
• Process the enrollment of new employees in the local health insurance program, as well as the discontinuation of health insurance coverage for all terminated employees.  
• Process and follow up on all personnel actions required by the Local Social Security system. 
• Process claims for medical expenses reimbursement submitted by employees and follow-up on timely reimbursement.   

Guidance and support to employees on HR-related matters  

• Update personnel and policy manual, review and/or advice on policy change, dissemination, and implementation of new policies from HQ or management.  
• Plan and deliver training sessions with regards to human resources. 
• Ensure safeguarding of staff and a strict zero tolerance policy towards corruption and unethical behavior. 

Employee performance evaluations 

• Track and notify managers when annual appraisals are due.  
• Train supervisors charged with conducting evaluations of staff members in their units and monitor compliance with the process.  
• Manage any resulting staffing change requests and contract amendments. 

HR point of contact 

• Represent the organization in meetings with labor administration representatives. 
• Represent the organization in forums related to HR management issues to stay abreast of standards, local laws, and industry best practices and to maintain peer contacts. 

Support a strong team spirit and “one team” ethos 

• Organize team building activities with the staff to promote teamwork. 
• Develop various activities throughout the year that promote camaraderie and a cordial work environment. 

• Bachelor’s degree in human resources management, business administration, or related field 
• 3 years of experience in progressive professional experience in HR and related functions, preferably with an International or local NGO 
• Strong knowledge of HR best practices and standards 
• Professional knowledge of and experience managing HR processes, procedures, and documentation. 
• Excellent communications and personnel management skills and ability to relate to people at all levels of an organization. 
• Strong relations management abilities. Ability to relate to people at all levels internally and externally. Strategic in how they approach each relationship. 
• Excellent strategic and analytical skills with ability to make sound judgment and decisions 
• Well organized and self-directed with strong technical skills, analytical ability, good judgement, and operational focus 
• Able to maintain confidential information 
• Proactive, resourceful, solutions oriented and results-oriented 
• Strong customer service orientation with excellent communication, interpersonal and negotiation skills 
• Developed English, French and Malagasy oral and written communication skills.  
• Proficiency in Microsoft Office: Word, Excel, PowerPoint. 
• Exposure working with Applicant Tracking Systems and HRIS software