Organization: NMO (Nahda Makers Organization)
Location: Aden
Sector: Support
Reports to: Human Resources and Administrative Services
About NMO
NMO is a national NGO registered with Yemen’s Ministry of Social Affairs and Labor under registration number 284. Since beginning its work in Yemen in 2012, the organization has supported communities through humanitarian response and sustainable development, working with partners across food security and livelihoods, education and child protection, WASH and health, protection, shelter and CCCM, governance, and skills development.
NMO does not tolerate abuse, exploitation, sexual assault, harassment, bullying or discrimination.
Role purpose
The Coordinator supports the Human Resources and Administrative Services Manager in running and monitoring organization-wide HR and administrative systems. The role helps ensure consistent use of approved procedures, accurate employee records, effective recruitment and employee support, payroll and benefits coordination, performance management, learning and administrative services.
The Coordinator also provides operational oversight to department units and officers within delegated authority, tracks work plans and deadlines, and may maintain departmental operations during the Manager’s absence when formally delegated. Major decisions and approvals remain with the Department Manager and Executive Management.
Key Responsibilities
Policies, compliance and audit readiness
- Apply and monitor approved HR and administrative policies, procedures, forms and workflows.
- Identify practical improvements to procedures and templates, and submit recommendations to the Department Manager for review.
- Prepare HR and administrative records for audits and reviews, follow up on missing evidence, and track the resolution of findings.
- Monitor compliance with conduct, safeguarding, prevention of exploitation and abuse, anti-harassment, conflict-of-interest, confidentiality and data-protection requirements; escalate concerns to the Manager.
- Explain approved procedures to staff without making decisions beyond delegated authority.
Workforce planning and recruitment
- Keep workforce plans, position records, vacancies and staffing changes up to date in coordination with departments and projects.
- Check the completeness and rationale of requests to create, remove, change or reallocate positions before referring them for approval.
- Coordinate job descriptions, reporting lines and organizational records using approved formats.
- Track contract end dates, probation periods, vacancies and anticipated staffing needs, and alert the Manager and relevant teams.
- Support career-path and succession-planning updates and identify risks related to key vacancies.
- Coordinate approved recruitment activities, including advertising, initial screening, tests, interviews, references and candidate communication.
- Review recruitment files for completeness and audit readiness before they are submitted for approval.
- Coordinate draft offers, contracts and related documents after the necessary approvals are obtained.
- Organize onboarding and follow up on employee files and orientation covering policies, conduct, safeguarding, attendance, benefits and reporting lines.
- Track probation reviews and refer decisions to the Manager before deadlines.
Performance management and learning
- Coordinate performance review timelines, forms, reminders and completion.
- Consolidate evaluation results, update records and help managers set objectives and prepare performance improvement plans.
- Monitor improvement plans and escalate delays or missed requirements.
- Gather training needs and support the annual learning plan, training delivery and basic evaluation of results.
- Maintain training attendance and evaluation records, and help staff and managers understand approved procedures and forms.
Payroll, benefits and employee relations
- Review monthly payroll inputs related to attendance, leave, overtime, allowances, deductions, advances and entitlements before submitting them to the Manager.
- Keep payroll, benefit, social-insurance, health-insurance and employee-benefit records current and properly supported.
- Coordinate with Finance and the Payroll Officer to resolve discrepancies and record adjustments in line with delegated authority.
- Ensure approved changes to pay and benefits are reflected accurately in employee records and systems.
- Protect the confidentiality of employees’ personal and financial information.
- Help address routine questions about workplace policies and refer matters requiring decisions to the Manager.
- Record and confidentially follow up on grievances and complaints within delegated authority.
- Coordinate documentation and scheduling for disciplinary processes, investigations or mediation as directed by the Manager and authorized bodies.
- Support staff well-being and a respectful, non-discriminatory workplace.
- Immediately escalate sensitive, high-risk, legally significant or safeguarding-related cases.
Personnel records and administrative services
- Oversee the completeness of paper and electronic employee files, including contracts, evaluations, leave records and other core documents.
- Monitor HR database or HRIS updates and check that information matches approved documentation.
- Track attendance, leave, absences, work hours, contracts, renewals, amendments, promotions, transfers and other employment changes.
- Review draft employment certificates, letters and administrative transactions before they go through the required approvals.
- Coordinate employee departures, clearance, handover, return of organizational assets and file closure with relevant teams.
- Oversee day-to-day administrative services within the department’s scope, including correspondence, document management, meetings, workshops and office services.
- Follow up on maintenance and service requests for head office and field offices, and track them through completion.
- Maintain administrative-service records and clear processes for submitting, following up and closing requests.
- Monitor workplace health, safety and suitability concerns and raise them with the Manager and relevant teams.
Donor support, budgets and reporting
- Prepare HR and administrative information for proposals and budgets, including staffing needs, salaries, allowances and administrative costs, following the Manager’s guidance.
- Organize supporting records for donor requirements, reviews and audits.
- Coordinate responses to data or clarification requests from project teams or donors after the appropriate review and approval.
- Track staff- and project-related compliance requirements and follow up on outstanding items.
- Monitor the department’s operating expenses against approved budgets and prepare periodic summaries for the Manager.
- Prepare payroll and operating-cost allocation schedules with Finance, following the approved methodology.
- Investigate variances or missing support for allocations and raise them for resolution before financial close or reporting.
- Maintain approvals and records for personnel and administrative costs to support traceability and audit readiness.
- Prepare draft monthly and quarterly reports covering areas such as recruitment, contracts, turnover, leave, training, performance, employee relations and administrative services.
- Maintain trackers for vacancies, contracts, probation periods, recruitment, leave, training, pending actions and deadlines.
- Review department performance indicators and data before submitting them to the Manager.
- Identify recurring operational problems and recommend practical improvements to reduce errors and delays.
Coordination and delegated supervision
- Coordinate day-to-day follow-up of the department work plan, track assignments and deadlines, and monitor action items issued by the Department Manager.
- Provide operational and technical oversight, within delegated authority, across personnel administration, payroll and compensation, workforce planning, performance reviews and administrative services.
- Review work quality before submitting outputs to the Manager.
- Coordinate shared matters with departments, projects and field offices.
- Represent the department in assigned coordination meetings, record decisions and follow up on agreed actions.
- During the Manager’s absence, act as Deputy Department Manager only within written delegation and the Delegation of Authority Matrix; refer major or sensitive matters to the Executive Director or other authorized decision-maker.
- Carry out other related duties assigned by the direct supervisor, in line with approved policies and delegated authority.
Required Qualifications
Education
- Bachelor’s degree at minimum in Human Resources Management, Business Administration, Public Administration, Operations Management, Law or a related field.
- A relevant master’s degree is preferred.
- Professional training or certification in HR, labor law, performance management, compensation and benefits, HRIS/ERP, safeguarding or professional conduct is preferred.
Experience
- At least 5 years of professional experience in human resources and administrative services; 5–7 years is preferred.
- Practical experience with recruitment, personnel records, contracts, attendance, leave, payroll inputs, performance management, employee relations and administrative services.
- At least 2 years in coordination or supervisory work, or overseeing a team or work unit, is a strong advantage.
Required Skills And Competencies
Professional and managerial skills
- Integrity, confidentiality, impartiality, accountability and sound professional judgement.
- Accuracy, attention to detail, flexibility and the ability to handle pressure and sensitive matters professionally.
- Strong communication and listening skills, with respect for staff at all organizational levels.
- Planning, organization, prioritization, time management and follow-through.
- Ability to assign tasks, supervise operations and review work quality.
- Ability to prepare reports, trackers, checklists and meeting minutes.
- Strong coordination across departments, projects and field offices, including the ability to act as Deputy Manager within delegated authority.
- Practical knowledge of labor law, HR policies and personnel administration.
- Knowledge of payroll inputs, compensation, benefits and insurance coordination with Finance.
- Ability to coordinate performance reviews, training, improvement plans, employee relations and grievances.
- Ability to prepare audit-ready files and apply donor, safeguarding, confidentiality and data-protection requirements.
Language And Computer Skills
- Arabic: Full proficiency in speaking and writing.
- English: Very good reading, writing and professional communication skills.
- Proficiency with Microsoft Office, especially Word, Excel and Outlook.
- Ability to prepare reports and trackers and perform basic data analysis using Excel.
- Experience with HRIS or ERP systems, collaboration tools and shared-file management.
Personal competencies
- Initiative, continuous learning and cultural sensitivity.
- Diplomacy and balanced handling of workplace disagreements.
- Ability to build trust and maintain professional relationships.
- Meeting facilitation and delivery of short information sessions.
- Proactive follow-up and management of multiple workstreams.
- Ability to analyze operational problems and recommend practical improvements.
- Familiarity with workforce planning, succession planning and organizational development.
- Knowledge of workplace health and safety, audit and compliance requirements.
- Familiarity with staff-cost allocation and basic project budgeting is an advantage.
- Ability to prepare concise professional correspondence and reports in English is an advantage.
- Familiarity with data analysis and visualization tools, dashboards and simple process automation is an advantage.
