HR Coordinator – People Team – Portland, OR – Hybrid – United States of America

Location Portland, Oregon, United States.

Working modality: Hybrid – 3 days per week in the office required for on-site duties.

Position status: Non-exempt, full-time, regular, temporary position (September 2024 to June 2025)

Salary level: The starting salary for this position in the US is $40,000 to $47,500, depending on experience.

About Mercy Corps

Mercy Corps is driven by the belief that a better world is possible. To achieve this, we know that our teams do their best work when they are diverse and every team member feels like they belong. We welcome different backgrounds, perspectives and skills so we can be stronger and have a long-lasting impact.

The department at a glance

The People Team ensures Mercy Corps has the people to make it a world-class, state-of-the-art aid organization that creates transformative change in the world. We do this by recruiting, retaining and developing the best talent globally. Our goal is to drive strategic thinking and planning at all levels of the organization, create a robust body of research to guide us internally and externally, and nurture the organizational culture. To achieve this, we orient conversations around learning, focus the organization on what will have the greatest impact, leverage our comparative advantages in the crowded and competitive international aid and development landscape, and ensure we are continually learning from our work and the external environment.

The position

The Human Resources Coordinator provides administrative and coordinating support to the U.S. Human Resources Department. This position is responsible for completing a range of HR tasks that support the global Mercy Corps team members in a timely and accurate manner with a spirit of teamwork and service. This individual will support effective, proactive tasks within the scope of Mercy Corps administrative requirements and will play a key role in the team member lifecycle.

Key Responsibilities

PEOPLE TEAM SUPPORT

• Assume the general administrative function for the US HR department and team members supporting the headquarters and global functions
• Maintain the team’s documentation platform and move from Google Folders to Microsoft SharePoint.
• Assist in the collection and processing of all new hire documentation, including copying, compiling and mailing new hire/rehire documentation as required.
• Support the HR team with statutory reporting, employee notification and employment law disclosure requirements as needed.
• Support tracking of outstanding documentation for new hires, changes and terminations.
• Assistance with employment verification, including Public Service Loan Forgiveness (PSLF), if needed.
• Responsible for reviewing the team’s mailbox and assigning it to the respective team member who is responsible for handling the request
• Provide audit support for internal and external audits as required.
• Responsible for electronic filing of all HR related documents in the appropriate team member files.
• Support the process of maintaining and updating team member information in Mercy Corps’ Human Capital Management System (HCM) and Application Tracking System (ATS) as needed.
• Support the US HR team in preparing all employment documentation
• Manage and sort physical mail to the relevant HR department.
• Support the People team with global priorities, diversity and inclusion efforts, and data entry and reporting.

PROJECT SUPPORT

Active support and participation in HR-related projects, including:

Project: Digitize Mercy Corps physical employment records going back as far as possible into available historical archives.

Scope of delivery:

• Update and add digitized active employee documentation to Mercy Corps HRIS system.
• Update digitized documentation of terminated employees and add it to the HR Shared Drive folder.

PERSONAL LEADERSHIP

• Constantly strives to exceed expectations; demonstrates flexibility, resilience and the ability to maintain positive relationships and composure even under difficult circumstances.
• Maintains high ethical standards and treats people with respect and dignity.
• Maintains productive relationships with all stakeholders including country teams, other headquarters functions, donors, and regulators. Builds mutually rewarding professional relationships at all levels within Mercy Corps.
• Promotes the Mercy Corps culture by encouraging the development and advancement of ideas that enable new and unique approaches to problem solving within existing policies and procedural requirements.
• Demonstrates awareness of his/her personal strengths and development needs and is a role model for non-defensive behavior and openness to feedback; builds a culture of feedback and learning.
• Demonstrates a high level of commitment to confidentiality and secrecy

SECURITY RESPONSIBILITIES

• Actively learns and integrates safety practices into one’s work, including safety risks and mitigations associated with one’s work area.
• Practices Mercy Corps values, including respect for the dignity and well-being of participants and teammates.
• Promotes openness and communication within the team; encourages team members to submit reports of concerns using reporting mechanisms such as the Integrity Hotline and other options.

Supervisory responsibility: The position of Human Resources Coordinator does not entail any supervisory duties.

accountability

Reports directly to: US HR Manager

Works directly with: HR Senior Coordinator, HR Consultant, US HR Director, Benefits Team and others in the People Team

Accountability to participants and stakeholders

Mercy Corps team members are expected to support all accountability efforts, particularly to our program participants, community partners, other stakeholders, and the international standards that guide international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our field projects.

Minimum qualifications and transferable skills

• Bachelor’s degree or more than 2 years of experience in administration/coordination support
• Able to maintain operational consistency with other team members and actively keep management informed.
• Proven experience in providing excellent customer service and a high level of attention to detail.
• Ability to follow procedures, complete tasks with high quality results, meet deadlines and shift priorities while maintaining effective time management.
• A proven ability to keep confidential information confidential.
• Must possess strong problem-solving skills, effective organizational and interpersonal skills, and good written and oral communication skills.
• Understanding of HR processes and data, common analytical techniques, and methods for sharing information and trends with non-HR professionals.
• Knowledge of key U.S. employment laws including EEOC, COBRA, FMLA and FLSA is an advantage.
• Fluent English is required. Knowledge of another language such as French, Arabic or Spanish is highly desirable.

Success factors

The successful team member will be an eager learner, self-motivated, innovative and action-oriented. In addition, he/she must be able to work independently, use effective time management skills, handle frequent interruptions and shift priorities, demonstrate effective customer service skills and work effectively with a variety of people, including team members located overseas. He/she must be able to work on-site and collaborate with team members at headquarters and other employees worldwide.

Additionally, the individual will thrive in a fast-paced environment where rapid change occurs and will be willing to increase their level of responsibility in assigned areas. The most successful Mercy Corps team members have a positive attitude, a strong commitment to teamwork and personal responsibility, and the ability to be flexible and ensure that effective communication is a priority in all situations.