Human Resources Coordinator

An HR Coordinator is responsible for managing and coordinating payroll processes while also supporting HR functions of Feed the Children International Operations. S/he ensures that all HR processes and payroll functions are carried out in a timely manner to ensure compliance. This role is critical to the HR strategy by also supporting the HR functions including (but not limited to) recruiting, onboarding, thorough understanding of the compensation and benefits strategies and accurate record-keeping. The successful candidate should have a good understanding of business functions and excellent communication/interpersonal skills. S/he must display analytical thinking and good organizational skills.

The incumbent will contribute to the overall strategy of the organisation, mainly in Kenya, Malawi, Uganda, Tanzania, South Africa or any other country offices as assigned.

Reports Directly To:

Regional HR Business Partner.

Works Directly with:

All staff in the Africa region (for payroll), as well as the International Operations team for HR coordination support.

Supervisory Responsibility

None

Principal Responsibilities

PAYROLL

• Conducts all aspects of monthly payroll processing with inputs from all country offices, including but not limited to updating benefits, deductions, separations, leave and income.
• Run monthly payroll reports.
• Ensure proper use and protection of information within the organisation’s privacy and security policies
• Prepare and distribute payroll reports to management and relevant departments.
• Ensure compliance with local payroll regulations and tax requirements in Kenya, Uganda, Malawi, Tanzania, and South Africa.
• Address payroll enquiries and resolve any discrepancies or issues promptly.
• Maintain accurate payroll records and documentation for auditing purposes.
• Collaborate with in-country HR and finance departments to ensure payroll data accuracy and alignment with financial reporting.
• Stay updated on payroll laws, regulations, and best practices to ensure compliance and efficiency.
• Assist with payroll-related projects and initiatives as needed.
• Conduct periodic audits of payroll records to ensure accuracy, and compliance with policies and regulations, and identify any discrepancies or errors that need correction.
• Assist in administering employee benefits related to payroll, such as health insurance, pension plans, and other benefits programmes, ensuring accurate deductions and contributions.
• Generate and distribute benefits schedules to 3rd party service providers monthly.
• Collaborate with finance and HR teams to forecast payroll expenses, analyse trends, and provide insights for budget planning and cost management.
• Identify opportunities to streamline payroll processes, enhance efficiency, and implement best practices to improve accuracy, reduce errors, and optimize resource utilization.
• Liaise with staff on any payroll-related queries.
• Generating mandatory statutory reports, monthly, bi-annually and annually as per country requirements.
• Provide accurate payroll costs per country to senior leadership as required.

HUMAN RESOURCES

• Manages benefits plans, including enrollments, changes, and terminations.
• Works with HR team and department managers to support the recruitment/hiring process by sourcing candidates, performing background checks, assisting in shortlisting, issuing employment contracts, issuing regret letters etc.
• Manages new hire on-boarding schedules, including orientation, new hire paperwork, and initiating electronic records of all employees on the relevant shared drive.
• Participate in various HR workflows (such as but not limited to new HR projects, employee benefit programmes, etc.) by compiling, filing and distributing appropriate electronic and physical paperwork
• Conducts audits of benefits, personnel files or other HR programs and recommends corrective action. Implements corrective actions as directed.
• Assists with the preparation of the performance review process, including 360 reviews.
• Ensures all up-to-date advert postings are placed in a designated area within established timeframes.
• Schedule meetings, interviews, HR events etc. and maintain the HR team’s agenda
• Coordinate training sessions and seminars.
• Support employee relations casework, including disciplinary, grievance and performance related matters.
• Act as secretary to the HR team, arranging meetings and taking minutes.
• Ensure all staff related matters and changes are accurately communicated in the most appropriate manner, including the Staff Newsletter or website
• Any other task as assigned that are within the skillset and capabilities of the H/Payroll Coordinator

Job Level Specifications

• Skillful interpersonal relations, time management, multitasking, and problem-solving abilities.
• Effective communication skills both written and verbal.
• Proficiency in the Microsoft office suite and databases.
• Excellent understanding and interpretation of the Tanzanian labour laws
• Demonstrated high levels of confidentiality and integrity in handling staff matters.
• Ability to work independently in an unstructured environment as well as with a team
• Strong intellectual and analytical skills
• Self-motivated, organized and detail-oriented
• Confident and proactive in liaising with people at all levels and working as part of a team

Experience

• 5-7 years working experience as an HR Manager or HR Business Partner
• Working knowledge of Sage 300
• Experience working in the NGO arena will be an advantage.
• Knowledge of USAID regulations and USG funding rules will be an added advantage.
• Demonstrable experience working in HR, ideally including recruitment, payroll and benefits administration

Education/Certifications

• University Degree in Business Management or related Social Science

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