- Work Location: Remote (Nairobi Based)
- Application Close Date: January 29, 2023
- Estimated Start date: March 1, 2023
- Department: Open Mapping Hub -East and Southern Africa
- Reports to: Regional Hub Director
- Terms: Full-time, one year initial contract
- Travel:Occasional Travel within the Region
- Level: 4
Humanitarian OpenStreetMap Team (HOT) is a US-based NGO and global community of thousands of volunteers working together to use maps and open data for humanitarian response and the Sustainable Development Goals. As the world’s preeminent participatory mapping NGO, HOT has fostered a global mapping community composed of more 270,000 people with ground operations in eight countries. HOT supports the growth of open mapping communities worldwide. When a major disaster strikes anywhere in the world, HOT rallies this global network to create the maps and data that enable responders to reach those in need. HOT works closely with humanitarian and development partners including USAID, the Red Cross, Médecins Sans Frontières, World Bank, and UN OCHA, among others.
In 2020 the work of the HOT community was recognized by TED’s Audacious Project, a collaborative philanthropic initiative that serves as a springboard for social impact on a grand scale, leading to an exciting new phase of growth. HOT is expanding its activities: opening four regional hubs and scaling up its support to local mapping communities with the audacious goal of mapping an area home to one billion people in 94 countries at high risk of disasters or experiencing poverty – mapping with communities before they are in crisis.
About the Open Mapping Hub-Eastern & Southern Africa (ESA-Hub)
The Open Mapping Hub – Eastern & Southern Africa works with organizations and communities across 23 countries in creating and updating free, editable and shareable open map data in OpenStreetMap that promotes better humanitarian and development outcomes. We believe that open map data is universal and contributes to identifying problems, monitoring change, managing and responding to events, forecasting, setting priorities and understanding humanitarian and development trends.
The ESA Hub is looking for someone passionate about, and experienced in international development and humanitarian action. You should be able to work within a fast-paced, international organization providing support to regional staff and leadership teams responding to urgent crises and persistent development issues. You should be excited about working with an international team and ready to travel to work with different teams in the field. You should be familiar with the operations and internal functions of international NGOs and knowledgeable about the sector. You will work on a broad range of tasks and projects and have exposure to all aspects of the functioning of the organization.
About the Role
The HR OPS Admin Associate will work with the Regional Director and other members of the ESA regional hub team regional office, including office management, procedures, and administrative processes. As a main point of contact for general HR- and operations-related queries, you will address and/or redirect queries as appropriate on the following scope of responsibilities
HR Administration & Compliance
- Maintaining and refining internal HR and operational processes to support various workflows and processes in the region.
- Support HR administration and compliance in cooperation with the global HR team
- Support benefits administration for hub and regional staff
- Assist with recruitment and onboarding processes, including arranging interviews, communicating with candidates, gathering HR documentation, and new hire training
- Oversee monthly time tracking across the organization and act as the contact person for time tracking inquiries
- Maintain staff files and information in HOT’s HRIS (BambooHR); ensure that staff job details, documents, time off, and benefits information are kept up to date on a consistent basis
- Follow up on staff contracts information registration and compliance ( renewals, transitions, promotions, terminations)
- Analyze staff data trends through Bamboo reports and other data sources (esp. Inclusion & Equity initiatives)
General Hub Operations
- Assist internal communications efforts, including meeting planning and scheduling, compilation and delivery of monthly communications, and more
- Support staff travel management & bookings for conferences, staff meetings, events, etc.
- Join working group for planning and running of annual international HOT Summit & other events, as necessary
- Research and advise on new systems and processes for the People Operations team & the organization
- Support analysis and development of processes for Operations, including the set-up of new regional office
- Support the staff development & training function at the organization
Leadership team support
- Supporting the Regional Director when needed to ensure organization goals are accomplished and operations run efficiently and
- Manage email and correspondence on behalf of regional director, triage incoming email
- Prepare meeting outlines, formal agendas and document meeting notes during staff meetings and/or external partners
- Schedule/Calendar Management
- Assist in creating high-level presentations and any other documentation required. This includes but is not limited to board presentations, budgets and forecasts, white papers, complex schedules and events, and expense documents.
- 2 – 4 years HR/Admin/Ops experience in non-governmental organizations and international systems.
- Experience managing or maintaining a Human Resources Information System or Applicant Tracking System
- Interest to follow up on multiple, simultaneous and diverse tasks
- Demonstrated experience in managing projects or providing administrative or operational support within the office of a senior executive
- Track record of working in diverse, international, and virtual office environments
- Fluency in virtual collaboration tools like Google Workspace (Docs, Sheets, Slides), Slack, Salesforce, Loomio
- Outstanding English language written and verbal communication skills
- Ultra-organized and have demonstrated experience with improving your workplace’s organization in a complex, international environment: everything from files to project management
- Strong time management skills and able to track and stay on top of own multiple competing priorities as well as the leadership team’s priorities
- Comfortable working independently, yet staying in close contact with other colleagues in HOT and “managing up” to help ensure awareness of deadlines
- Has the drive to grow their career specifically within a rapidly evolving humanitarian and development NGO, and cares deeply about the mission
Are you missing a few of the technical skills listed? We would still like to see your application. While the skills above fit our vision of this role, we are open to those candidates with a strong knowledge foundation that are fast learners and highly motivated to close any skill gaps.
HOT is committed to diversity and inclusion within our team, and recognizes our role in closing the digital divide, including identifying obstacles that certain groups face in developing skills needed for roles in the humanitarian & technology sectors. Women, nationals of lower income countries, and members of other underrepresented groups are strongly encouraged to apply.
Compensation and Benefits
HOT values transparency and equity. All HOT compensation globally is set according to a framework detailed on our website. HOT also offers:
- Fully remote & flexible work arrangements
- Flexible public holidays
- Paid time off
- Home Office Allowance
- Healthy Staff allowance or group plan
- Learning & Development Opportunities
- Book Stipend
- Coaching Program supported by The Humanitarian Coaching Network
- Collaborating with a fast-growing, dedicated team who values humanitarianism, free, open-source, and accessible data
We seek to recruit persons that reflect the diversity of the communities we work with and further, to support their retention and advancement within the organization. HOT does not discriminate on the basis of ability, age, gender identity and expression, national origin, race and ethnicity, religious beliefs, or sexual orientation. Our staff includes people who are parents and nonparents, the self-taught and university educated, and from a wide range of socio-economic backgrounds, lived experiences, and perspectives on the world. HOT is an equal opportunity employer. We seek to live our values and promote inclusivity in all locations. All of our staff work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of all is valued and respected.
HOT is committed to diversity within our team, and recognizes our role in closing the digital divide, including identifying obstacles that certain groups face in developing skills needed for roles in the humanitarian & technology sectors. Women, nationals of developing countries, and members of other underrepresented groups are strongly encouraged to apply.
How to apply
Please complete the application by January 29, 2023 HERE. Your CV/resume should not exceed 2 pages.
The selection process will consist of the following steps:
- Online Application
- Written Exercise/Assessment
- Panel Interview/s