HR Coordinator and Office Manager

Overview

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, including 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.

• 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

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

• 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

• 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 Linked In 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

• 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

• 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

• 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

• 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…