HR & Admin Coordin

Publish Date: November 4,2025 Category: Development/UN/NGOs Deadline: November 15, 2025 Position: HR & Admin Coordinator Location: Aden-Country office Reports to: Country Director Duration: Until December 31, 2026, Renewable based on fund availability and performance Reference: HR-25-23 Note: Position is open for Yemeni Nationals only. ABOUT RI: 1. Context About Relief International Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience and promote long-term health and well being. Currently, RI is active in 14 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen. Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France and Relief International-Europe Under our alliance agreement, we operate with a single, shared management structure. Job Profile: The HR & Admin Coordinator will be responsible for managing the HR & Admin Functions at Country level. Under the supervision of the Country Director, 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 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 HR systems 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 1. Key responsibilities Context background 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. 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. 2. Relationships Management: Engages with HR & Admin team to standardize HR processes and address 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. 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. 3. 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. 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; 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. 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 and ensure timely completion of required trainings, providing managers with updates on team progress; 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 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. HRIS Management: Ensure all employee information is accurately entered, regularly updated, and securely maintained in BambooHR. 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. 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. Update the close-out tool, auditing all required HR documents, and ensuring thorough archiving to maintain full compliance with donor and organizational standards. 4. 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 5. 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: Familiarity with donor compliance requirements and HR management systems. Experience with HRIS platforms 6. RI Values Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values: Integrity Adaptability Collaboration Inclusivity Sustainability