Background information about the job or company (e.g., role context, company overview)

BRAC is a global leader in creating large-scale opportunities for the poor. Founded in Bangladesh in 1972, it is now one of the world’s largest development organizations, touching the lives of an estimated 138 million people in 11 countries across Asia and Africa. For more information, please visit BRAC’s website, www.brac.net.

About the AIM Programme

In 2022, the Mastercard Foundation in partnership with BRAC International (BI) announced an initiative to create a positive and measurable impact for 1.2 million adolescent girls and young women and 9.5 million people across seven countries in East and West Africa, including Ghana, Kenya, Liberia, Rwanda, Sierra Leone, Tanzania, and Uganda.

There is mounting urgency to support adolescent girls and young women (AGYW) living in poverty, which has been further amplified by the global pandemic. Through this partnership, scalable economic development approaches will be delivered in communities to foster the agency and voice of AGYW. They will have the opportunity to fulfill their aspirations, achieve sustainable livelihoods, and engage in advocacy issues.

BRAC International is implementing an integrated and holistic model to address the various life cycles of a young woman living in poverty, ensuring she is able to transition safely from adolescence to adulthood. She will be equipped with the appropriate skills, tools, and access to finance to effectively exercise her agency and build a fulfilling and productive livelihood.

JOB PURPOSE

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.

Responsibilities or duties

HUMAN RESOURCE 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.

Qualifications or requirements (e.g., education, skills)

EDUCATIONAL REQUIREMENTS

Bachelor’s degree in human resources, Business Administration, Organizational Psychology, or related field.

SKILLS AND COMPETENCIES

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

Experience needed

Not specified.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Location: West, Central, East.

• 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.
• 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.
• 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.
• Working closely with the Country Office HR team, support the performance appraisal process by guiding line managers and ensuring adherence to performance management timelines.
• 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.
• 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.
• Ensure smooth completion of staff offboarding, including clearance processes, exit interviews, and documentation.
• 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.
• 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.
• 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.
• 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.
• 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.

• 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

• Bachelor’s degree in human resources, Business Administration, Organizational Psychology, or related field.