Human Resources and Administration Coordinator

ABOUT VIDERE

Videre is an award-winning, UK-registered NGO that exposes human rights abuses and holds perpetrators to account. We work directly with communities in stressed environments, equipping networks of activists and community leaders with the technology and training necessary to safely capture visual documentation of political violence, human rights violations, and other systemic abuses. Our aim is to ensure that the concerns and knowledge of affected communities drive advocacy, policy, and legal action. We currently have teams and partners in six countries and support staff in three further countries.

POSITION SUMMARY

The Human Resources and Administration Coordinator supports the efficient operation of both human resources and administrative functions by managing day-to-day processes, maintaining accurate employee records, and coordinating recruitment, onboarding, and office activities. The role acts as a key point of contact for employee queries and ensures compliance with company policies and relevant regulations.

Position Scope: 100% (5 days a week); one year contract with the expectation of making it permanent during the year.

Preferred Location: Nairobi

Reports to: Director of Operations

Compensation: Salary is dependent on location. The UK-equivalent salary of £30,000 – £35,000, plus pension contribution, will be converted using ICSC scales.

All staff receive:

• A minimum of 28 days leave
• Counselling and mental health support
• Annual wellbeing days

RESPONSIBILITIES

Human Resources Coordination (40%)

• Serve as the primary administrative contact for human resources-related queries, escalating to the Director of Operations as required.
• Coordinate payroll administration with the Head of Finance and Compliance, including support for cost-of-living adjustments.
• Support with delivering comprehensive recruitment processes, including the coordination of staff onboarding and induction processes.
• Lead core human resources administration, including right-to-work checks, new starter arrangements, employee records, and human resources system maintenance.
• Ensure contracts and job descriptions remain accurate and up to date.
• Support ongoing contracting processes, including extensions, redundancies, and terminations.
• Maintain human resources content on the organisational intranet.
• Drive continuous improvement of human resources policies and processes.
• Monitor compliance with human resources processes, including performance review cycles.
• Coordinate organisation-wide training and staff support initiatives, including counselling provision.
• Lead biennial salary benchmarking and annual staff engagement surveys.

Governance and Knowledge Management (35%)

• Manage organisational documentation to ensure accuracy, compliance, and appropriate digital filing.
• Provide administrative support to Boards, Senior Management Team, and Management Team, including meeting coordination, documentation, and minute-taking.
• Support statutory reporting and filings with relevant UK regulatory bodies.
• Coordinate logistics for organisational events, retreats, and board meetings.
• Manage the monthly reporting process to ensure timely and accessible information sharing.
• Maintain website content related to people and recruitment in collaboration with relevant teams.

Administrative Support (15%)

• Monitor and manage the organisation’s general email account.
• Provide administrative support for CEO meeting scheduling and expense management.
• Arrange travel and accommodation for staff as required, including support for visa application processes.

London Office Management (10%)

• Oversee day-to-day office operations, including vendor relationships and facilities management.
• Manage incoming mail and coordinate with the registered office service.
• Develop and maintain office procedures and systems.
• Arrange meeting spaces and ensure smooth office logistics.
• Ensure compliance with health and safety requirements.
• Coordinate staff events and seasonal activities.

EQUALITY AND DIVERSITY

We are committed to providing equal opportunities for everyone regardless of their background. We acknowledge that people from certain backgrounds are under-represented in the human rights sector and we are committed to doing what we can to correct this. Our goal is to be a diverse workforce that is representative, at all job levels, of the communities that we serve. Therefore, we are particularly keen to receive applications from people who identify with minority and/or underrepresented groups (whether on the basis of race, ethnicity, gender, disability, age, religion, sexual orientation, gender identity or expression, or any other protected characteristic). We also value diversity in terms of personal and professional experience; believing that different ideas, perspectives and backgrounds create stronger and more creative working environments. We encourage applications even if you do not meet all of the requirements listed above.

• A minimum of 28 days leave
• Counselling and mental health support
• Annual wellbeing days