About International Foundation for Electoral Systems (IFES): IFES advances democracy for a better future. We collaborate with civil society, public institutions and the private sector to build resilient democracies that deliver for all. Our technical assistance and applied research develop trusted electoral bodies capable of conducting credible elections; effective and accountable governing institutions; civic and political processes in which all people can safely and equally participate; and innovative ways in which technology and data can positively serve elections and democracy. Since 1987, IFES has worked in more than 145 countries, from developing to mature democracies. In accordance with IFES’ approach: A society is able to reach its full potential in a world in which people of all genders are fully engaged as equal partners in their families, workplaces and communities. Based on international human rights standards and best practices, IFES promotes political participation, justice and equal rights around the world. IFES reflects these values in its programming and workplace culture.

The greatest assets of IFES are our team members. IFES offers competitive benefits and pay, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High Quality Decision-Making, Accountability, Teamwork and Collaboration.

PRIMARY FUNCTION/PURPOSE:

The Human Resources Operations Officer supports the smooth functioning of HR operations, facilities management, and employee engagement programs. This role involves providing administrative and operational support across multiple HR functions, coordinating onboarding, offboarding, vendor relations, facilities-related activities, contract coordination, rewards and recognition, and assisting with engagement initiatives to ensure a positive work environment. This role will work alongside other HR teams. This role requires a proactive and detail-oriented approach with an ability to handle multiple tasks simultaneously and work effectively in a fast-paced environment. Excellent communication and customer service skills are essential for this role.

MAJOR DUTIES AND RESPONSIBILITIES:

• Execute updated company policies and strategies.
• Serves as a point of contact for routine HR-related inquiries, escalating more complex issues as necessary. Resolves employee queries, such as those related to tuition reimbursement, facilities management rewards and recognition implementation, alternative work arrangements.
• Assist with monthly reconciliation of the Human Resources department’s purchases, invoices and credit cards.
• Assist Human Resources with special projects, employee engagement, and HR audits.
• Partner with and support HR Business Units, as needed.
• Works collaboratively with the HR team and department leaders to align operations and engagement efforts with organizational goals.
• Provides guidance and support to employees on HR processes, facilities use, and engagement opportunities.

RECRUITMENT AND ONBOARDING:

• Serves as the HR New Employee Orientation and Onboarding Program Coordinator.
• Assists with onboarding and offboarding processes, ensuring all necessary documentation and systems access are managed efficiently.
• Collaborates with HR colleagues and Information Technology Department to effectuate onboarding and offboarding of new staff.
• Participates in evolving refinement to onboarding process and conduct new employee onboarding.

EMPLOYEE ENGAGEMENT

• Serves as the HR Lead on employee engagement, including WelCom and other employee resource groups.
• Plan effective employee engagement activities to support employees in relating work-life balance and help employees feel appreciated.
• Coordinates logistics for employee engagement activities, such as wellness programs, recognition events, and staff gatherings.
• Assists with communication efforts to promote engagement initiatives and resources available to staff.
• Participate in HR projects and initiatives that support organizational goals.

FACILITIES MANAGEMENT

• Supports the day-to-day operations of office facilities including coordinating with IFES building management/landlord and their various departments.
• Manages IFES facilities maintenance to ensure routine maintenance and repair of office equipment.
• Acts as point of contact and manages all service requests .
• Manage IFES inventory of supplies, orders supplies on a weekly basis and serves as the liaison between IFES and supply vendor/s.
• Assist with space allocations, seating arrangements, and office setup for new hires or relocations
• Maintain the records room and any applicable projects.
• Processes incoming/outgoing mail and packages including couriers.
• Tracks deliveries and packages coming into and being sent from IFES.
• Ensures compliance with workplace safety protocols.

CUSTOMER SERVICE

• Provides a welcoming, inviting, and professional atmosphere for IFES guests; welcomes on-site visitors, determine the nature of business and announces visitors to appropriate personnel.
• Answers questions about the organization and provides callers with addresses, directions, and other information.
• Maintains the HR response tracking system, partnering with business units to ensure timelyresponse to inquiries and requests for HR support.

POSITION SCOPE:

Provide varied support functions and perform moderately complex job duties requiring knowledge of HR policies and procedures, systems, records and compliance and employment law etc. Contribute to the effective implementation of IFES’ strategic Human Resources (HR) and workplace priorities; Human Resources initiatives, policies and procedures, including employee engagement, facilities management, compliance, systems support, employee onboarding and exiting, etc. Manage work activities with internal and external partners to assure achievement of assigned objectives. Performance and outcomes are subject to management oversight.

DECISION MAKING/PROBLEM SOLVING:

Maintains a high-level of confidentiality. Assisting in ensuring accuracy in the processing of various HR transactions to include, but not limited to employee data, supporting the annual merit processing, HR audits, records management, reward and recognition, etc. Multi-factor decision-making requiring research and analysis, subject to supervisory guidance. Analyze and interpret issues, propose and implement solutions relying on knowledge of professional standards, principles and sound judgement. Initiate contact with staff in other departments/country offices to exchange substantive information and coordinates activities necessary to achieve work goals. Decisions made with thorough understanding of procedures, IFES and HR policies and business practices to achieve general results and deadlines. Promotes actions that maintain an environment that integrates diversity, differences, and fairness and an inclusive work environment.

FISCAL RESPONSIBILITY:

Responsible for procurement process for acquiring services relating to systems and records management. Authority to research, negotiate, and recommend purchases of materials, equipment and logistical arrangements.

RELATIONSHIPS:

Develop and maintain collaborative relationships, which require highly developed interpersonal skills, involving active listening, creativity and problem solving, to assure desired outcomes. Seek opportunities to improve working relationships and work outcomes with internal and external partners.

SUPERVISION EXERCISED: This position does not have supervisory responsibility.

POSITION REQUIREMENTS:

EDUCATION:

• Bachelor's Degree in Human Resources, Business Administration, or other related field.

EXPERIENCE:

• 4 years’ experience in an HR Generalist or similar position, experience working in an office setting in a front facing position at a busy front desk area, preferred experience working with an international non-profit organization.
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted.

RELATED SKILLS OR KNOWLEDGE:

• Excellent interpersonal, negotiation, and conflict resolution skills.
• Strong skills setting and managing priorities and exceptional attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong organizational, time-management, analytical and problem-solving skills.
• Knowledge of HR practices, employment laws (including FLSA, FMLA) and regulations.
• Excellent communications skills especially precision in written and verbal communication.
• Demonstrated skills exercising sound judgement, integrity, professionalism, discretion and confidentiality.
• Must have proficiency working with the internet, databases and spreadsheets, Microsoft Suite, as well as word processing and electronic mail.
• Must have the ability to work collaboratively with others both within IFES and externally. Strong interpersonal skills required.
• Creativity and resourcefulness needed to be able to handle various HR issues and concerns effectively while maintaining confidentiality.
• Ability to problem solve and resolve conflict.
• Ability to anticipate needs and follow through.

LANGUAGE: English speaking is required and additional knowledge, understanding, writing, and fluency of French or other languages are preferred.

TRAVEL: No travel is required for this position.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:

Standard office work environment, with limited field travel. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

JOB DESCRIPTION AND POSTINGS: OTHER SIGNIFICANT FACTS:

COLLECTIVE BARGAINING UNIT This position is not in the collective bargaining unit represented by the Office and Professional Employees International Union, Local 2 (OPEIU, Local 2).

POSITION DESIGNATION: This position is subject to mandatory Background Checks.

EEO STATEMENT: IFES is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation. If you have diversity, Affirmative Action or Equal Employment Opportunity questions or need Reasonable Accommodation, please contact, Jabari Campbell, at jcampbell@ifes.org.