German Marshall Fund of the United States
HR Coordinator and Office Manager
German Marshall Fund of the United StatesRomania17 days ago
Full-timeStrategy/Planning, Information Technology
Job Summary

The HR Coordinator will work closely with the Director, People Strategy in implementing HR initiatives that support GMF staff globally. This role involves a variety of administrative, coordination, document preparation and processing, record keeping and data management tasks essential for the smooth operation of HR functions. The work requires the HR Coordinator to be highly detail-oriented, proactive, organized, and capable of handling sensitive information with confidentiality.

The Office Manager (OM) manages and oversees the operations of the GMF office in Bucharest, Romania. and manages a variety of office administration functions, to include facilities management, finance, and human resources in close coordination with the respective departments in headquarters, based in Washington, DC. It is the position’s role to create and maintain a safe, pleasant, and organized work environment, ensuring a high level of organizational effectiveness, and to facilitate constant communication and coordination with all levels of the organization in the international environment of GMF.

Essential Duties/Responsibilities

Human Resources and Payroll

  • In consultation with Bucharest Regional Director, assists with onboarding, office orientation, off-boarding and all relevant payroll registrations and updates to ensure consistency across the organization
  • Coordinates local payroll on transmission, reconciliation and banking transactions, as well as timekeeping and labor contracts in coordination with Regional Director, prepares and distributes employment agreements and amendments as authorized by HR

Professional Development

  • Develop and maintain database of employee skills to support professional development initiatives

Wellness Activities

  • Research and provide wellness activities to all staff using the wellness funds available through Cigna (US health care insurance)
  • Ensure funds are reimbursed to GMF and keep track of the available funds for the year
  • Continue relationship with global employee assistance program One Village and communicate platform offerings to employees

Recruitment

  • Support HR with posting open positions, screening candidates and conducting background checks
  • Prepare and ensure policies and protocol related to recruitment are well documented and readily communicated and accessible to staff for reference
  • Maintain a strong recordkeeping system of all recruitment efforts so that information can be accessed readily by all members of the HR team
  • Under the direction of the Director, People Strategy, proactively source candidates using LinkedIn Recruiter
  • Ensure all recruitment data is entered into the applicant tracking system (Clear Company) and provide regular recruitment report to HR for data analysis
  • Address general employment inquiries related to recruitment

Onboarding

  • Prepare all employee appointment letters for Director, People Strategy’s review
  • Schedule new employee 30-60-90-day check-ins with HR, new employee and the hiring manager
  • Schedule coffee with Director, People Strategy and new employee within the first 30 days

Offboarding

  • Schedule offboarding meeting with DC employees and HR
  • Schedule exit interviews with employees leaving voluntarily and HR
  • Prepare and provide confirmation of the termination letter and request an electronic signature in return from the departing employee

HR Systems, Tools, Policies And Practices

  • Under the direction of the Director, People Strategy or Sr. Advisor, People Strategy, prepare all employee correspondence confirming changes in salary, title, status, reporting relationship, etc.
  • Maintain personnel files; ensure complete information (in English) for all employees
  • Process vendor invoices for payment; maintain vendor records
  • Serve as POC for HR’s Adobe sign process
  • Additional duties as assigned

Operations

  • Monitors implementation of relevant GMF operating policies and procedures
  • Serves as the primary POC in managing interactions with office vendors and service providers, ensuring prompt and efficient service as well as appropriate market rates
  • Coordinates IT support to maintain office technology and resolve issues
  • Serves as the primary POC in managing interactions with the bank representatives
  • Liaises with the outsourced legal advisors to ensure and coordinate appropriate support, and keeps secured the GMF Bucharest by-laws
  • Manages all office improvement projects and seating assignments in coordination with Regional Director, Romania
  • Coordinates with GMF HQ on various operational issues, as needed
  • Manages office security ensuring enabling and disabling of access tools to relevant staff and maintenance of the system as a whole
  • Orders and distributes office supplies, stationery and equipment
  • Creates and maintains the document archive, both digital and hard copy in coordination with Enterprise workstream staff to facilitate project audits
  • Creates and annually updates the assets inventory
  • Ensures the office is clean, organized and well-maintained

Finance

  • Prepares and manages the office budget
  • Consults with colleagues of external revenue allocation as it applies to office operations
  • Codes and processes accurately and on-time all office vendor invoices and payments
  • Codes and processes payment of salaries and programmatic invoices, upon written instructions from Regional Director or relevant budget owners
  • Handles the VAT recovery process
  • Maintains office cashflow
  • Performs account reconciliations
  • Liaises with the local accountants and ensures on-time processing for month-end-closings and year-end closings, as well as all relevant registrations and updates
  • Supports relevant audit processes

Knowledge And Skills Needed

  • Strong organizational skills and attention to detail
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
  • Ability to handle sensitive information with confidentiality
  • Ability to work independently and as part of a team
  • 1-2 years of experience working as part of an HR team
  • Experience with financial management and basic accounting procedures
  • Excellent communication and interpersonal skills, especially precision in written and verbal communication
  • Proficiency with English and Romanian languages – verbal and written

Salary: €30,400-€38,000

We highly encourage individuals of all backgrounds and identities to apply. Don’t meet every single requirement? At GMF we are dedicated to building a diverse, inclusive, and innovative workplace, so if you are excited about this role, but your experience does not align perfectly, we encourage you to apply. You may just be the right candidate for this or other roles at GMF?

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiry to [email protected]

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