SayPro Operations HR & Administration Office Management —

Recruitment

● Assists with the recruitment process by reviewing applications regularly and identifying qualified candidates to be interviewed

● Coordinates communication with candidates and schedules interviews

● Maintains candidates’ information, in particular skills and availability

● Maintains regular contact with vetted candidates in the pool

● Conducts initial orientation to newly hired employees

Crewing

● Helps draw up plans for future rotation needs

● Maintains regular contact with Search and Rescue team members to keep track of their availability and administrative readiness

● Prepares future rotation plans for review with HR Manager and SAR Manager

● Confirms rotation plans to crew and coordinates information sharing

● Coordinates with post-rescue partner and journalists/photographers coming on board at each rotation

HR Administration

● Performs administrative tasks and services to support effective and efficient human resources

● Serves as first HR point of contact for Operations ship and shore employees and answers frequently asked questions from employees relative to contracts, standard policies, benefits, HR processes, etc. Refers more complex questions to HR Manager or management

● Regularly tracks administrative documents of employees to ensure employee readiness to be scheduled on rotations.

● Requests necessary documents to establish contracts to employees.

● Liaises with crewing agency to request contracts, verifies, and forwards contract to employees. Tracks signed returns

● Maintains accurate, confidential, and up-to-date human resource files, employee records, and documentation

● Assists with other ad-hoc HR tasks, such as supporting crew with researching and booking training or doctor appointments, or producing reports

Travel, Accommodation and Port Call Planning

● Manages crew change and port call visitor movements (travel booking, mission letters, accommodation booking, access list, meal planning)

● Communicates port call logistical details to crew, post rescue partner and visitors

● Coordinates with Logistics department to book car/van rental for port call

Finance Administration

● Keeps track of deployment start and end dates of external post-rescue team members and journalists/photographers so that Finance can establish invoices

● Manages ship and shore expense claims. Creates new N2F (expense claim management system) profiles, processes and validates expenses claims

● Manages Operations credit card and cash bosh. Reconciles to bank statements