Regional HR & Operations Officer

Job Description

Job Summary

Regional HR & Operations Officer role is responsible for overseeing and optimizing operational efficiency across a designated AIM Region. The role is designed to strengthen HR service delivery in recruitment, staff welfare, performance management, and compliance with human resource policy (HRPP), labor laws and BRAC International standards and will be responsible for regional office level operational areas procurement, office administration, fleet management, in addition to serving as the primary safety & security focal person for the regional office. 

Key Duties & Responsibilities

Recruitment and Onboarding

• Support recruitment and onboarding process for Branch level staff (grade 4 and below) and casual staff in the assigned region and maintain an up-to-date recruitment tracker under the guidance of the Country Office, in line with recruitment SOPs.
• Verify statutory documentation (social security registration, national ID) for all new joiners to ensure compliance.
• Oversee probation reviews for field staff and ensure timely completion.

Contract and Records Management

• Track and manage contract start and end dates for field staff and notify the Country Office HR team in advance of renewals.
• Maintain databases for casual staff contracts and field office headcount, and forward reports to the Country Office.
• Ensure all staff at the field office are enrolled in statutory and organization’s benefits that includes; medical insurance, GLA, GPA and social security for eligible staff.
• Manage administrative aspects of staff insurance coverage and benefits.
• Review and prepare payroll inputs (casual and support staff) for timely submission to the Country Office.
• Ensure timely and accurate completion of staff timesheets where applicable.

HR Information System (HRIS)

• Provide training and support to field office staff on HRIS navigation.
• Maintain staff movement and attendance registers at field level.
• Monitor quarterly leave plans, update monthly leave balances, and ensure compliance with leave policies.

Performance Management and Staff Development

• Working closely with the Country Office HR team, support the performance appraisal process by guiding line managers and ensuring adherence to performance management timelines.

Health, Safety, and Staff Wellness

• Implement occupational safety and health measures, including regular workplace checks at field offices ensuring compliance with occupational safety and health regulations.
• Report and document any staff-related incidents/accidents to the Country Office HR.
• Facilitate staff engagement and wellness initiatives in collaboration with the Country Office.

Safeguarding and Compliance

• Promote a culture of safeguarding within all field offices by ensuring strict adherence to BRAC International’s Human Resource Policies and Procedures (HRPP) and Code of Conduct, and by integrating safeguarding principles into all HR practices and staff activities.

Exit Management

• Ensure smooth completion of staff offboarding, including clearance processes, exit interviews, and documentation.

OPERATIONS RESPONSIBILITIES

Procurement:

• Coordinate the development and implementation of regional procurement plans in alignment with organization-wide goals and Regional approved budget.
• Coordinate the end-to-end procurement process as per decentralized procurement thresholds and mandate, including receiving approved Purchase Requisitions, sending out requests for quotations to enlisted/prequalified suppliers and service providers, preparing quotation evaluation summary for Regional Procurement Committee’s sanctioning, purchase order generation, monitoring and ensuring  timely order/contract performance, and processing invoice settlement for submission to RAO, ensuring compliance with internal policies.
• Coordinate market research to identify new suppliers, assess product quality, and secure competitive pricing for goods and services in line with the organization procurement policy and/or guidelines.
• Maintain accurate procurement records and generate and share regular reports as required.

Office Administration:

• Oversee the efficient functioning of Regional and Branch offices, by ensuring regular maintenance and repairs to installations and equipment, so as to have a conducive and safe working environment.
• Coordinate the provision of office supplies and consumables, ensuring adequate stock levels, timely replenishment, and maintaining accurate and up to date utilization documentation and reports.
• Supervise administrative staff (where applicable), providing guidance, training, and performance feedback.

Fleet Management:

• Manage the regional vehicle fleet (where applicable). Including developing  and/or  implementing  vehicle maintenance schedules to ensure optimal performance and safety of the fleet.
• Monitor fuel consumption and vehicle usage, identifying areas for efficiency improvements and cost reduction.

Safety & Security Focal:

• Serve as the primary point of contact for all safety and security matters within the Region and act as the main liaison between the outsourced security service provider and the Region.
• Coordinate incident reporting, ensuring timely and thorough documentation of incidents and corrective actions.

SAFEGUARDING RESPONSIBILITIES:

• Ensure the safety of team members from any harm, abuse, neglect, harassment, and exploitation to achieve the program’s goals on safeguarding implementation.
• Act as a key source of support, guidance, and expertise on safeguarding for establishing a safe working environment.
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.

Educational Qualifications, Experience, & Skills Required

• Bachelor’s degree in human resources, Business Administration, Organizational Psychology, or related field.
• Minimum of 2 years’ HR experience in an International NGO setting
• 
  Knowledge of the HR policies, labour laws and employment act
• Basic computer literacy
• Good organization skills
• Excellent communication skills; both written and verbal
• Report writing, facilitation and presentation skills
• Analytical skills
• Critical thinking, decision making and creativity
• Ability to work under pressure and minimum supervision
• Ability to work in a multi-ethnic and multi-cultural environment
• Proactive and detailed oriented
• Strong interpersonal skills with ability to provide difficult feedback
• A growth mindset is paramount