JOB DESCRIPTION

ROLE PURPOSE:

Under the guidance of the Head of Human Resources, the Senior HR & Admin Officer is responsible for delivering high-quality HR services across the Sri Lanka Country Office. The role ensures efficient and compliant management of the full employee lifecycle, effective HR systems, and adherence to SCI quality standards. The post holder acts as the first point of contact for routine HR queries, ensuring that SCI policies and procedures are clearly communicated, understood, and consistently applied.

The position works closely with the HR team and internal stakeholders to manage HR administration, contract management, onboarding, induction, payroll-related inputs, effort reporting, documentation, statutory processes, and HR compliance. In the event of a humanitarian emergency, the role holder may be required to work outside normal responsibilities and working hours.

Key Responsibilities: 

Contract Management & Documentation

• Prepare and issue all employment-related documents including contracts, amendments, promotions, and salary revisions.
• Prepare consultancy agreements (national and international) and maintain an up-to-date consultant database in line with SCI procedures.
• Prepare agreements for volunteers and interns and maintain updated databases.
• Maintain accurate and secure personnel files, ensuring quarterly file audits and full compliance with SCI documentation standards.
• Maintain an efficient and confidential HR filing and archiving system.

Payroll Management

• Verify medical claims for payroll processing in line with SCI Medical Policy.
• Review and confirm drivers’ overtime sheets with necessary approvals.
• Support the HR Specialist in all aspects of monthly payroll processing by ensuring timely submission of payroll inputs, verification of supporting documents, and adherence to SCI payroll procedures and timelines.

Effort reporting

• Act as the Country Office focal point for all efforts reporting matters, providing technical guidance and capacity building.
• Ensure 100% compliance with timesheet submission and approval KPIs.
• Monitor weekly status reports, ensure correct line-management mapping, and submit validated timesheets to Finance by the 3rd working day of each month.
• Generate required reports and support internal/external audits related to effort reporting.

HR Administration 

• Provide administrative support throughout the employee lifecycle.
• Serve as the first point of contact for HR queries and facilitate appropriate follow-up.
• Ensure data protection and confidentiality of all HR documents.
• Ensure timely issuance of staff ID cards and maintain updated contact lists quarterly.
• Maintain updated databases for employees, consultants, volunteers, and interns.
• Support recruitment, induction, audit processes, HR events, and HR-related payments.

HR Operations 

• Manage leave administration and ensure accurate updates on the Oracle HRIS.
• Prepare employment confirmations, salary change letters, acting appointments, and related documents.
• Provide system-generated information for statutory EPF/ETF processing and ensure timely payments.
• Send staff details for insurance updates and maintain related documentation.

Reporting

• Provide accurate data for salary surveys, Employer Federation submissions, NGO Secretariat requests, and Regional Office reporting.
• Prepare and submit ad hoc HR reports as required.

Employee Services

• Prepare service letters, employment confirmations, and support EPF/ETF claims.
• Maintain updated trackers for statutory documentation and ensure timely communication with staff..

Visa processes 

• Manage end-to-end internal staff visa processes (i.e. residence visa, business visa and any other visa type required) and support visitor visa arrangements.
• Prepare and submit required documentation to relevant authorities promptly.

Exit Management

• Support exit procedures by ensuring all documentation and clearance processes are completed and filed.
• Maintain accurate and updated exit records.

Office Administration

• Coordinate with the relevant Supply Chain personnel to ensure that all office maintenance activities are carried out effectively, efficiently, and in a timely manner.
• Liaise closely with the Supply Chain Department to ensure adequate stock levels of office stationery and supplies are maintained at all times.
• Manage and coordinate cleaning and support service contract staff, ensuring service quality, adherence to contractual obligations, and smooth daily operations.

General 

• Contribute to ensuring HR Minimum Standards compliance across the HR function.
• Uphold SCI policies on child protection, safeguarding, code of conduct, fraud, ethics, equal opportunities, and health and safety.
• Travel to field offices as required.
• Perform any other duties assigned by the line manager.

QUALIFICATIONS :

• National Diploma or Professional Qualification in Human Resource Management (Mandatory).
• Bachelor’s Degree in a relevant field (an added advantage).

EXPERIENCE:

• Minimum 3 years of HR administration experience, preferably within an INGO.
• Strong understanding of Sri Lankan Labour Law and HR policies.
• Excellent administrative, planning, and organizational skills.
• Strong people-centred approach with excellent customer service orientation.
• Ability to manage competing priorities in a dynamic environment.
• Strong coordination, time-management, and multi-tasking abilities.
• Knowledge of filing systems and HR administrative processes.
• High computer literacy: MS Word, Excel, PowerPoint.
• Strong written and verbal communication in English and Sinhala and/or Tamil.
• Ability to maintain confidentiality and demonstrate integrity.
• Familiarity with SCI’s mission, values, child safeguarding, and Code of Conduct.