Human Resources and Operations Coordinator

Human Resources and Operations Coordinator

Mercy Corps is a leading global organization powered by the belief that a better world is possible. Operating in more than 40 countries, we partner to put bold solutions into action, helping people triumph over adversity and build stronger communities. Mercy Corps has been operating in Nepal since 2005, implementing programs in food security, agriculture, market development, financial services, youth engagement, climate change adaptation, and disaster risk reduction.

HR and Operations Department

The HR and Operations Coordinator (HCO) plays a crucial role in supporting both Human Resources and Operations at Mercy Corps Nepal. This position ensures smooth coordination and implementation of day-to-day HR, administration, procurement, risk management, safeguarding, safety, and security functions while maintaining compliance with Mercy Corps policies, donor regulations, and Nepalese law.

Position Summary

The HR & Operations Coordinator leads HR and operational functions, ensuring compliance, efficiency, and strategic alignment with Mercy Corps’ mission. This role:

• Manages HR policies, talent development, and employee relations.
• Oversee procurement, logistics, IT, safety, and security.
• Ensures adherence to Nepalese labor laws, donor regulations, and Mercy Corps policies.
• Promotes Gender Equality and Social Inclusion (GESI) and Safeguarding across all functions.

Essential Job Responsibilities

Human Resources

Recruitment, Selection, and Placement

• Coordinate with program managers to ensure all hiring requests are complete according to Mercy Corps’ Recruiting Policies and Procedures.
• Supervise the recruitment process of national staff, ensuring adherence to required steps such as advertisement, shortlisting, and interviews.
• Ensure compliance with country labor laws, including payment of appropriate taxes, benefits, and security clearance of candidates before hiring.
• Conduct exits processes for departing staff in line with HR policies and Mercy Corps requirements.

Onboarding

• Organize and assist with the onboarding process for new hires and existing staff.
• Ensure comprehensive orientation for each hired national staff.
• Develop and implement consistent systems for new staff induction and service requests between HR and other departments.
• Train new staff on timesheet procedures.

Human Resource Management

• Maintain personnel and job files in line with Mercy Corps rules and regulations.
• Ensure timely and quality completion of performance review processes, training HR team and supervisors on evaluation processes.
• Support the Finance Team with timesheet allocation and monthly dissemination and collection.
• Oversee the End of Service Checklist process for departing staff, including final clearance and severance pay calculations.

Team Management

• Develop team capacity, deepen understanding of roles, and assist with career development.
• Provide information, tools, and resources to improve performance and reach objectives.
• Promote accountability, communicate expectations, and provide constructive feedback through regular one-on-one and performance reviews.

Policies and Manuals

• Update the National Employee Handbook in line with the latest Labor Law and clarify as necessary with staff.
• Monitor HR-related laws, policies, and best practices to ensure compliance with Mercy Corps and national laws.
• Create awareness among staff and line managers about the Employee Handbook.

Payroll

• Input data for the monthly payroll process, ensuring accuracy of timesheets and leave data.
• Ensure timely delivery of payroll to finance for allocation and disbursement of salaries.

Training & Development

• Conduct training need assessment and coordinate training for Mercy Corps employees.
• Support individuals in preparing their annual appraisal and identifying professional development needs.
• Research and circulate relevant training opportunities to department heads.

Human Capital Management (HCM)

• Ensure accuracy of records in the HCM.
• Ensure timely and correct data entry in HCM.

Safeguarding & Social Integration

• Act as Safeguarding Focal Point, ensuring prevention of sexual exploitation, abuse, and harassment (SEAH).
• Support investigations into HR-related complaints, ensuring confidentiality and due process.
• Raise awareness and promote best practices in safeguarding through training, briefings, and regular communication with in-country teams.
• Promote equal treatment for all in HR policies and program operations.

Operations and Administration

Operations Management

• Manage reliable and cost-effective operations, including supervision of facilities & office management, IT, procurement, asset management, fleet management, and warehouse management.
• Guide and oversee the overall operations strategy in the country, ensuring compliance with Mercy Corps policies.
• Oversee procurement policies and procedures, ensuring compliance with donor regulations.
• Oversee logistics, travel, and transport services aligned with programmatic needs.
• Maintain Mercy Corps’ assets and manage the warehouse and goods effectively.
• Ensure tools and tracking mechanisms are in place to assess and communicate progress accurately against work plans, procurement plans, resources, and issues.
• Oversee office management, including supplies, equipment, vendor relations, and facility maintenance.

Procurement Management

• Oversee procurement activities according to Field Procurement Policies and Procedures, SOPs, and donor rules and regulations.
• Work closely with program and finance teams to move processes forward swiftly and troubleshoot issues.
• Facilitate competitive processes to identify, select, and negotiate with contractors to ensure standards for quality and timeliness are achieved.
• Use ProSource to monitor procurement activities and guide teams on the procurement lifecycle for timely delivery of programmatic activities.
• Collaborate with the Global Supply Chain Operations team on new initiatives and special circumstances.

Logistics, Administration & IT

• Lead processes related to project agreement, general agreement, and compliance with Social Welfare Council (SWC).
• Oversee fleet management, ensuring proper functioning of official businesses.
• Supervise office leases, facility maintenance, and service contracts.
• Ensure IT systems, equipment, and data security are functional.

Safety & Security and Risk Management Compliance

• Serve as Country Security Focal Point (SFP).
• Implement and monitor Security Management Plan (SMP) and Operating Security Standards (MOSS) for offices and field sites.
• Conduct security briefings, risk assessments, and emergency preparedness drills.

Supervisory Responsibility

Reports Directly To: Country Director
Supervises: HR Assistant, Procurement & Logistic Officer, Administrative Assistant
Works Directly With: HQ Procurement, Regional Procurement and Logistics Manager, Internal Auditors, Finance and Compliance Director, Programs Managers/Directors, Chief/Deputy Chief of Party, Finance and HR team.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• Master’s Degree in relevant discipline such as Management, Human Resource, Administration & Operations.
• Minimum 7 years of HR and Operations experience with at least 3 years in a managerial role in an INGO setting.
• Excellent negotiation, representation skills, and the ability to work comfortably with an ethnically diverse staff in a sensitive environment.
• Experience in setting up and managing administration.
• Experience in procurement, logistics, and human resource management.
• Effective verbal and written communication, organizational, prioritization, and Microsoft Office applications.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines, and work independently and cooperatively with team members.
• Prior experience in Safeguarding implementation (prevention of, and management of, sexual harassment, exploitation, and abuse).
• Prior experience in salary scale revisions, policy reviews and updates, and leading other strategic HR change initiatives.
• Security & Crisis Management training.
• Advanced knowledge of written and spoken English is essential.

Success Factors

The successful HR and Operations Coordinator will be good at problem-solving and can work out new ways to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will act as an intermediary between program, HR, and operations staff to ensure smooth process flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies. An impeccable professional standard and procurement ethics and the willingness and ability to enforce compliance are essential. They will interact effectively with international and national personnel both in a managerial and training capacity, demonstrate the ability to multi-task, meet deadlines, and process information in support of changing program activities. They will ensure the security management plan is up to date and annual security audits are conducted, with a resulting work plan developed and implemented.

Living Conditions / Environmental Conditions

The position is based in Kathmandu, and it requires up to 20% travel to support country programs.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).