Senior HR, Safeguarding and Admin Officer

Level 1:  the post holder will not have contact with children and/or young people, or access to personal data about children or young people, as part of their work; However, a police check is required, even if the role does not involve direct contact with children or access to personal data.

Reports to: 

Staff directly reporting to this post: – HRA and SG Assistant

Other Functional relationship- 

Reports (Directly Reporting) to: Field office manager

Dotted line relationship – AO HR, Admin and Safeguarding.

Functional relationship – Head of HR operations, talented development manager, Head of Admin, and head of safeguarding

ROLE PURPOSE: 

The HR, Administration, and Safeguarding Lead is responsible for providing operational support and implementation across human resources, administrative functions, and safeguarding initiatives in the Area Office and its project locations. The role ensures that recruitment, staff management, performance, and learning systems are implemented effectively and in line with organizational policies and values. It also plays a central role in maintaining a safe and inclusive work environment by overseeing safeguarding mechanisms, case management, and compliance. Additionally, the role manages administrative processes including leases, assets, and record-keeping to support operational efficiency and risk mitigation.

ROLE PURPOSE: 

The HR, Administration, and Safeguarding Lead is responsible for providing  operational support and implementation across human resources, administrative functions, and safeguarding initiatives in the Area Office and its project locations. The role ensures that recruitment, staff management, performance, and learning systems are implemented effectively and in line with organizational policies and values. It also plays a central role in maintaining a safe and inclusive work environment by overseeing safeguarding mechanisms, case management, and compliance. Additionally, the role manages administrative processes including leases, assets, and record-keeping to support operational efficiency and risk mitigation.

Line management relationship with Field office Manager  and a dotted line functional management relationship with HR,Admin and Safeguarding Director senior coordinator

Duties and responsibilities

• Coordinate recruitment planning with Field Offices and support North AO.
• Ensure timely and quality hiring processes with completed recruitment trackers.
• Monitor open positions and support hiring managers through the recruitment cycle.
• Promote gender equality and internal staff promotion in hiring.
• Participate in interviews and ensure vetting, reference checks, and communication with candidates.
• Coordinate job offers, onboarding, and collaboration with HR team.
• Support field-level recruitment remotely or through on-site visits.
• Manage staff movements: promotions, transfers, temporary duty (TDY), and acting assignments.
• Ensure proper implementation of staff benefits packages across North AO.
• Oversee staff separations, exit procedures, and benefit settlements.
• Support staff well-being initiatives and monitor staff leave plans.
• Liaise with life and medical insurance companies for registration, inclusion/exclusion of staff, and handling claims.
• Provide awareness sessions on health and life insurance benefits.
• Coordinate training plans and monitor implementation.
• Build the capacity of HR staff and manage mandatory training performance.
• Support staff access to SCI online and in person training
• Ensure timely induction for new hires and promote learning opportunities.
• Conduct general staff meeting quarterly and document the meeting records
• Provide coaching and development support to HR teams.
• Ensure implementation of SCI’s policies and guideline in line with human resources and organizational core values.
• Manage grievances and disciplinary issues in line with organization policy and HR manual.
• Support objective setting, reviews, performance management system (D2P) and decision-making for probationary staff.
• Identify development needs and provide training on performance tools.
• Promote merit-based salary adjustments in coordination with AO HR.
• Advise managers on employee relations issues and foster a positive work culture.
• Address grievances and staff complaints in a timely and professional manner.
• Provide confidential support to staff facing personal or performance-related challenges.
• Ensure employee registration and updates in HRIS.
• Maintain confidentiality of employee records and ensure data consistency across systems.
• Coordinate effort reporting (timesheets) and payroll data alignment.
• Provide regular HR data and reports to management and CO HRIS.

Administration

• Identify and share current contract, lease agreements and Confirm lease payments (office, warehouse, office items/stocks).
• Monitor lease expiry and, if termination is planned, ensure advance notice is provided to avoid unnecessary costs.
• Identify and track all outstanding liabilities, including utility bills, vehicle rentals, vendor payments.
• In collaboration with Supply Chain and Oversee office supply stock counts and ensure items are properly documented.
• Supervise the transfer of financial and programmatic files ensuring completeness
• Oversee the digitization and scanning of all HR and organizational files.
• Coordinate document disposal in compliance with organizational retention policy, with CO involvement.
• Ensure active framework agreements (e.g., hotel, security, cleaning, internet) are listed with status and contact details.
• Confirm the official stamp is secured, with reference number and date recorded.
• Facilitate the extraction and transfer of all financial supporting documents (Agresso-based), both digital and physical.
• Ensure digital records are created if not already available to mitigate audit risks.
• Facilitate trainings that could held with governmental offices or and stakeholders.
• Identify any outstanding legal cases and ensure all related documentation is preserved for future management.
• Oversee finance and non-finance record transfers with witness-based documentation.

Safeguarding

• Identify and document all safeguarding cases reported in FO; ensure case status is clearly.
• Include all safeguarding-related matters in the formal handover note.
• Ensure all safeguarding reporting channels are updated to reflect the recent structural changes.
• Ensure continued access to safeguarding resources and documentation, especially via platforms like risk assessments.
• Confirm that project risk assessments are updated in the FO.
• Coordinate and facilitate safeguarding training and refresher sessions for staff, service providers, and partners, in collaboration with the safeguarding focal person.
• Monitor completion rates of mandatory safeguarding training and ensure compliance is tracked and reported.
• Lead or support the roll-out of safeguarding risk assessments across field locations and integrate findings into program design and delivery.
• Ensure timely and confidential case management of safeguarding reports, following organizational procedures, including proper documentation, referral, and closure tracking.
• Maintain an up-to-date log of safeguarding concerns raised, actions taken, and outcomes, in line with data protection protocols.
• Ensure safeguarding systems (e.g., reporting mechanisms, posters, hotline numbers) are functional and accessible in all field locations.
• Collaborate with the national safeguarding lead and compliance team to regularly review and update safeguarding SOPs and tools.
• Provide safeguarding input to proposals, donor reports, and operational plans as required.
• Collaborate with other teams or management members to incorporate any additional safeguarding responsibilities not yet listed.

Other Responsibilities

• Collaborate with other teams or management members to incorporate any additional HR, operational or safeguarding responsibilities not yet listed.
• Conduct periodic field visits to support HR, Admin and safeguarding activities.
• Assist in developing and updating HR policies and structural changes.
• Provide timely HR advice and consultation to the Area Manager and SLT.

Reporting and Documentation

• Prepare monthly and quarterly HR reports, including recruitment, training, and field visit summaries.
• Maintain updated organizational structures and personnel files across all offices.
• Flag non-compliance and document necessary HR updates or changes.
• Maintain regular communication with managers and staff to support HR responsiveness and trust.

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team takes responsibility for their personal development and encourages their team to do the same
• widely shares their vision for Save the Children, engages and motivates others
• future-orientated thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity and sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates the highest levels of integrity

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team takes responsibility for their personal development and encourages their team to do the same
• widely shares their vision for Save the Children, engages and motivates others
• future-orientated thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity and sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates the highest levels of integrity

Travel percentage (30-35%) 

Frequent travel to Project office for monitoring and capacity building related activities related to Financial and Program activity

QUALIFICATIONS AND EXPERIENCE

Education:

• Bachelor’s degree in Human Resource Management, Business Administration, or a related field.
• Postgraduate qualifications are desirable.
• HR , safeguarding and Basic computer skill training complementation certifications are desirable.

Professional Experience:

• Proven experience in safeguarding, case management, and delivering safeguarding trainings.
• Demonstrated experience in managing recruitment, staff development, and performance management processes.
• Strong experience working with field-based teams, multi-site operations, and remote/hard-to-reach environments.
• Familiarity with organizational policies, HR compliance standards, and labor laws.
• Experience in supporting integrated project activities across programmatic sectors.
• Proven track record of building, leading, and developing multidisciplinary senior staff teams.
• Experience coordinating with surge teams, showing flexibility in adapting work practices and managing extended work hours.

Technical Skills:

• Strong accounting and analytical skills to support operational HR-finance linkages.
• Strong knowledge of safeguarding standards, reporting mechanisms, and protection principles.
• Excellent communication, interpersonal, and negotiation skills.
• High level of confidentiality, integrity, and emotional intelligence.
• Ability to manage multiple priorities and deliver results under pressure.
• Strong planning, coordination, and organizational skills.
• Proficiency in HRIS systems and certified computer skills; advanced use of MS Office tools (Excel, Word, PowerPoint), and digital filing systems.

Language and Mobility:

• Fluent in English (written and spoken); local language skills are an added advantage.
• Willingness to travel frequently to field offices and remote locations.

Core Values and Commitment:

• Demonstrated commitment to Save the Children’s values, including child safeguarding, gender equality, and accountability.

The duties and responsibilities as setout above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness oftheir level of skills and experience

The role holder is required to carry out the duties in accordance with the SCIEqual Opportunities and

Diversity policies and procedures.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.