Human Resources Coordinator
- Career Category: HR, Business Administration, Exec. / Management
- Schedule:Full-time
- Salary: Negotiable
The position of Human Resources Coordinator (HR Coordinator) is an exempt position of Asian Hope (AH) which must adhere to the Constitution/By-Laws of Asian Hope. The HR Coordinator must be willing and able to sign the AH Statement of Faith. The HR Coordinator must also abide by all of AH, as well as department specific policies and procedures and the expectations of assigned position responsibilities.
Schedule: Monday - Friday with occasional weekend and holiday duties; 40 - 44 hours per week.
Location: Administrative offices AH locations [currently at AHIS campus]
Responsible To: Finance & Admin Director, Country Director
Reporting and Functional Relationships
Directly Responsible To: Finance & Admin Director, with oversight from the Country Director.
Functional Partnership: The HR Coordinator works in close functional partnership with the Director of Safeguarding and the directors responsible for each school/program, including the Directors of Education – International Schools, Director of Education – Kingdom Schools, and Co-Program Coordinator – VDP.
For HR matters relating to employees or vacancies within a specific school or program, the relevant Program Director retains leadership responsibility for staffing decisions and provides direction regarding program-specific recruitment, selection, contract renewal, performance, and other personnel matters within their area of responsibility.
The HR Coordinator is responsible for facilitating and administering these processes, providing HR and procedural guidance, maintaining required documentation, and ensuring compliance with Asian Hope policies and applicable employment requirements.
The Finance & Admin Director provides administrative supervision of the HR Coordinator and oversight of organization-wide HR systems, policies, procedures, and consistency. Program Directors and the HR Coordinator are expected to collaborate directly on HR matters affecting their respective programs.
- Staff Support and HR Communication
- Serve as the first point of contact for staff with routine HR questions and concerns.
- Provide clear, approachable, and confidential support to employees.
- Answer questions about the employee handbook, internal procedures, benefits, and salary scale, referring decisions or exceptional cases to the appropriate leader.
- Communicate HR processes and follow up with staff to ensure required actions are completed.
- Direct sensitive, complex, or decision-based matters to the principals.
- Support and coordinate for Conflict resolution and mediation with the school leaders as necessary.
- Recruitment and Selection
- Coordinate the recruitment process for local and overseas vacancies.
- Prepare and post job advertisements on appropriate local and international recruitment websites.
- Receive applications and conduct initial screening against the agreed criteria.
- Arrange background checks, safeguarding checks, references, and other pre-employment screening.
- Coordinate interview schedules and communicate with candidates.
- Participate in recruitment interviews when requested.
- Send and follow up on reference requests.
- Prepare required ESF and other recruitment documentation.
- Maintain accurate and confidential recruitment records.
- Coordinate with the Logos (for expats) and AHIS (for Cambodians) regarding applications for staff children and confirm that places are available before an offer letter is issued.
- Prepare and send formal job offers after all required approvals, including Director of Education approval, have been received.
- Onboarding and Relocation Support
- Coordinate the HR elements of onboarding from acceptance of the job offer through the employee’s start date.
- Clearly divide and coordinate onboarding responsibilities with the HR department and other relevant staff.
- Ensure that all employment forms, safeguarding documents, contracts, references, qualifications, and identification documents are received and filed.
- Provide new staff with relevant policies, procedures, emergency contact forms, and employee handbook information.
- Coordinate the establishment of Talent Trust arrangements for eligible staff.
- Support overseas staff with practical information and assistance in finding suitable housing.
- Track flight allowances and coordinate payment of settling-in allowances with Finance.
- Ensure staff members understand their role, reporting arrangements, benefits, and key employment procedures.
- For staff joining Asian Hope mid-year, lead new staff through the Safeguarding training and code of conduct
- Contracts and Employee Lifecycle Administration
- Maintain a contract register showing commencement dates, expiry dates, and key renewal deadlines.
- Track employees’ intentions to renew or conclude their employment.
- Ensure contract renewal conversations take place with the relevant principal and record that the process has been completed.
- Prepare and coordinate the signing of annual contracts and contract renewals.
- Follow up on outstanding employment documentation.
- Escalate approaching deadlines or unresolved contract matters to the principals.
- Employee Records and Compliance
- Maintain accurate, secure, and confidential employee files.
- Keep the staff list and organisational records up to date.
- Keep an internal professional profile for each staff member, including: staff qualifications, professional experience, subjects and classes taught, training completed while employed at the school, and teacher-leadership responsibilities.
- Maintain safeguarding orientation documents and attendance (all staff), background-check (new hires), reference, and other compliance records (new hires).
- Send emergency contact forms to all new staff and conduct an annual update for existing staff.
- Ensure access to confidential employee information is limited to authorised personnel.
- Provide accurate HR information and reports to leadership when requested.
- Identify areas of improvement in the HR process to give leaders feedback.
- Performance and Disciplinary Administration
- Maintain confidential records of verbal warnings, written warnings, and other formal employee actions.
- Attend disciplinary, performance, or grievance meetings as an HR witness and note-taker when requested.
- Ensure that relevant documentation is completed, acknowledged, and securely filed.
- Help ensure that processes are consistent with school policy and applicable employment requirements.
- Provide procedural support without independently making disciplinary or termination decisions.
- Escalate safeguarding allegations, serious misconduct, or other high-risk matters immediately to the designated leader.
- Resignations and Offboarding
- Act as the main point of communication for departing staff.
- Obtain and acknowledge written resignation letters.
- Coordinate the offboarding checklist and pass completed information to the HR department or the designated staff member for verification.
- Notify relevant departments of confirmed departure dates.
- Coordinate with resigned & leaving staff for returning of keys, identification, equipment, documents, and other school property.
- Ensure Finance receives the information required to stop salary and benefits at the correct time and calculate any final entitlements.
- Confirm that school systems and access permissions are closed at the appropriate time.
- Arrange exit interviews and provide leadership with an appropriate summary of recurring themes.
- Ensure all offboarding documents are complete and securely filed.
- Communicating with IT about Asian Hope accounts
- Khmer - Fluent
- English - Good
- Bachelor's Degree in HR or business administration
- Preferred Cambodian Christian
- Excellent spoken Khmer, and good written Khmer
- Good spoken and written English
- Understand of and experience with onboarding/offboarding procedures
- Understanding of and experience / training in labor law related to a business in Cambodia
- Ability to use Excel and Word as well as Google Drive, docs and spreadsheets
