Human Resources Coordinator -Madagascar

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