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Vacancy Announcement: Admin and Operations Associate

12 December 2024

 

Title: Admin and Operations Associate

Department: Operations

Reporting to: Operations Manager

Type: Full Time

 

Overview:

 

Embode is an international human rights consulting agency focusing on social protection and responsible business, with a particular specialisation in issues of labour, migration and social protection. In the 9 years since its inception, Embode has undertaken seminal work on labour and migration issues across agricultural and manufacturing sectors across the world. Our work continues to be at the cutting edge of corporate accountability and labour protection, where we work as an independent expert voice between industry, governments and civil society.

 

Registered in Asia, with a close-working  international team, Embode prides itself in being on the ground in locations where many of our projects are focused. Our clients include organisations across the UN, NGO and corporate sector, and our work consists of research, field assessments, training, strategy and policy development, supply chain engagement and more. We are a growing virtual team of Consultants and Associates based in over 20 countries globally, working either on a full-time or project basis.

 

The Role:

 

Embode is seeking an experienced Administrative and Human Resources (HR) professional to play a pivotal role in our operations team. This position involves managing administrative processes and HR functions to ensure the smooth operation of our consultancy. As a 100% remote company with consultants and associates located in multiple countries, we value flexibility, cultural awareness, and strong organisational abilities. The ideal candidate will bring expertise in administrative coordination and HR practices, with a commitment to fostering collaboration and efficiency across our growing company.

 

Key Responsibilities

Administrative Operations

 

Administrative Support

 

  • Maintain and update operational records, including timesheets, project codes and documentation.

  • Manage and maintain Embode’s existing administrative processes, internally and externally, including ensuring requirements for company registration and reporting.

  • Ensure proper filing and organisation of online documents.

  • Assist in preparing and formatting templates and legal documents as needed by the Operations Manager.

  • Scheduling team meetings, summits and any other internal or external meetings as well as minute taking as required
     

Coordination Support

 

  • Maintenance and weekly/monthly tracking of operational data relating to company operations and efficiency

  • Communications and technological support for all team members regarding all operational activities. These systems include: Slack, Monday.com, GoogleWorkspace, Miro

  • Assist in monitoring time and budget usage for projects and flagging discrepancies as well as assist in generating and finalising Executive reporting
     

Systems and Tools Assistance

 

  • Help implement and maintain internal systems and tools for operational efficiency. These include monday.com, Google Workspace and any potential new tools or systems which may be implemented

  • Research and test potential new systems and tools in order to inform decision regarding new systems

  • Assist in troubleshooting and providing feedback on operational tools and workflows by searching for bottlenecks, redundancies or any other efficiency issue which may affect day-to-day work. 

  • Conduct routine checks to ensure data accuracy in operational and project records such as time sheets, budget expenditure,
     

General Support to the Operations Manager

 

  • Provide logistical support for meetings, training, and team activities.

  • Assist in tracking and completing task lists assigned by the Operations Manager.

  • Contribute to identifying and suggesting improvements to current processes.

People Operations 

 

Recruitment and Onboarding

  • Posting job vacancies and tracking applications.

  • Schedule, communicate and conduct first stage interviews with candidates as directed by the Operations Manager.

  • Prepare onboarding documents and onboard new hires as well as assist them with completing necessary formalities.

  • Be the first port of call for all new hires to answer questions and assist them administratively and technically
     

Employee Records Management

  • Maintain accurate and up-to-date employee records, including contracts, leaves, and performance review schedules.

  • Ensure proper filing and organisation of HR documentation including performance reviews, ToRs, contracts, invoices and others. 

Qualifications and Skills

 

A Bachelor’s degree or equivalent experience in Administration, Human Resources, or related fields.

  • 3 years prior experience in administrative or HR support roles is a must.

  • Strong organisational and multitasking skills with keen attention to detail.

  • Proficiency in Google Workspace and familiarity with basic HR systems is an advantage.

  • Prior experience with project management tools: Monday.com, Asana, MS Projects

  • Effective written and verbal communication skills.

  • Experience working in a fully remote environment and familiarity with tools required in order to excel in a virtual space.  

Key Competencies

 

  • Reliability: Dependable in completing assigned tasks accurately and on time.

  • Team Collaboration: Builds positive relationships and supports team efforts.

  • Attention to Detail: Ensures accuracy and thoroughness in all records and documentation.

  • Inventiveness: Be able to conceive and create processes to improve efficiency

  • Adaptability: Handles varied tasks and priorities with flexibility.

  • Confidentiality: Maintains discretion and professionalism in handling sensitive HR information.

 

Application Process:

To apply please follow the link to our application form here: Associate Application Form

 

For any queries regarding this role please contact applications@embode.co