Operations Assistant (Human Resources)

Job Summary The Operations Assistant (Human Resources) provides human resources, administrative, logistical, and procurement, to ensure the efficient implementation of BEID Operations department activities. The incumbent assists in coordinating daily office operations, maintaining operational records, supporting procurement and logistics processes, facilitating HR activities such as recruitment, personnel files management, HRMIS, payroll & attendance management. Following are the major responsibilities of the Operations Assistant: Main Duties Human Resources Maintain personnel files and employee records. Make sure all the personnel files are uploaded in BEID HRMIS. Support recruitment all activities, such as job announcement, preparing longlist & shortlist, scheduling written test & interviews and others. Maintain attendance and leave records including provincial staff. Make sure all employees contracts are updated including field monitors. Update amendment tracker and notify relevant supervisor for employee contract extension of retrenchment. Communicate with the head of departments or supervisor to conduct the employee probationary period and annual performance appraisal. Collect monthly attendance sheets/timesheets and leave forms from BEID provincial offices. Prepare attendance report for payroll. Process monthly payroll for BEID full time employee as well for the field monitors. Perform any other task assigned by line manager related to the HR department. Administration Provide administrative support to ensure the smooth operation of the office. Coordinate meetings, workshops, and official events, including venue arrangements and logistical support. Manage office supplies, stationery, and equipment, ensuring adequate stock levels. Receive, record, and distribute incoming and outgoing correspondence. Maintain office assets and inventory records. Make sure all the fixed assets of BEID including the provincial offices are recorded in fixed assets database. Supervising the head office support staff such as cook, guards, cleaners and drivers. Make sure the provincial offices contract is updated along with the internet services provider contract. Logistics and Procurement Support procurement processes in accordance with BEID policies and donor regulations. Coordinate the receipt, inspection, storage, and distribution of goods and supplies. Assist in organizing transportation, accommodation, and travel arrangements for staff and visitors. Monitor office maintenance and coordinate repairs when necessary. Make sure the rental vehicle contracts are tracked properly and all the contracts are up to date. Collecting vehicle log books from regional offices and make sure the log books are accurate in accordance with contracts terms & conditions. Job Requirements · Bachelor's degree in Business Administration or Economics. · Minimum of 3 years of relevant experience in operations, administration, logistics, procurement, or office management. Experience in NGOs, UN agencies, or donor-funded projects is highly desirable. · Good understanding of office administration, procurement, logistics, and operational procedures. · Strong organizational and multitasking abilities. · Basic computer skills, especially in Microsoft Excel and QuickBooks.