Head of People & Operations

Job Description

Role Summary

The Head of People & Operations is responsible for building, managing, and continuously improving the organisation’s people, culture, and administrative systems. The role oversees the entire employee lifecycle, from recruitment and onboarding to performance management, employee development, compliance, and exit. The HR Manager serves as the custodian of organisational culture, ensuring a productive, compliant, and people-centred work environment while supporting leadership in achieving the organisation’s strategic objectives. 

Key Responsibilities

1. Human Resource Strategy & Administration

  • Develop and implement HR strategies aligned with organisational objectives.
  • Develop, review, and update HR policies, procedures, and employee handbook.
  • Maintain accurate employee records and documentation.
  • Develop and maintain organisational charts and reporting structures.
  • Establish and maintain HR systems and operational processes.
  • Ensure compliance with employment laws, company policies, and contractual obligations. 

2. Recruitment & Talent Acquisition

  • Lead workforce planning and recruitment activities.
  • Source, screen, interview, and assess candidates.
  • Conduct reference and background checks.
  • Issue employment offers, contracts, and appointment letters.
  • Recruit and onboard high-performing talent to support organisational growth. 

3. Onboarding & Employee Lifecycle Management

  • Design and manage the complete onboarding programme.
  • Coordinate a structured one-month onboarding process with scheduled activities each week.
  • Set up employee email accounts and workplace access.
  • Manage the three-month probation process, including performance reviews and confirmation.
  • Develop and manage the complete employee lifecycle from recruitment through exit interviews. 

4. Performance Management

  • Track employee attendance, working hours, daily task completion, and check-in/check-out records.
  • Monitor employee performance and productivity.
  • Coordinate performance reviews and development discussions.
  • Support managers in identifying performance improvement opportunities.
  • Develop career progression pathways, promotion criteria, salary progression frameworks, and internal transfer processes.

5. Employee Relations & Organisational Culture

  • Handle employee concerns, complaints, and grievances confidentially.
  • Facilitate mediation and conflict resolution meetings.
  • Serve as a communication bridge between employees and executive leadership.
  • Organise disciplinary hearings, suspension reviews, and termination assessment meetings.
  • Foster a positive, collaborative, and productive organisational culture.
  • Develop employee well-being initiatives.
  • Organise quarterly retreats, reflection sessions, or organisational alignment meetings.

6. Learning & Development

  • Identify organisational training needs.
  • Develop training programmes for teams and individual roles.
  • Coordinate onboarding training and continuous professional development.
  • Work with trainers and subject matter experts to deliver learning programmes.
  • Develop learning resources, employee guides, recommended reading materials, and internal courses.

7. Meetings & Organisational Coordination

  • Coordinate weekly organisational meetings.
  • Facilitate onboarding sessions, departmental meetings, training sessions, and other HR-related meetings.
  • Develop and maintain organisational calendars and shared team calendars.
  • Prepare rolling six-month organisational schedules.

8. HR Technology & Systems

  • Implement and manage organisational communication platforms such as Slack or other approved collaboration tools.
  • Maintain HR records and communication systems.
  • Coordinate employee access to organisational technology and communication platforms.

9. Compensation & Benefits

  • Prepare payroll information and facilitate timely salary payments.
  • Calculate working hours and authorised deductions where applicable.
  • Coordinate bonuses and other employee benefits.
  • Ensure employees are compensated accurately and on schedule.

10. Compliance & Employee Conduct

  • Ensure adherence to labour laws and internal policies.
  • Monitor employee compliance with contracts and organisational policies.
  • Prepare warning letters, suspension notices, disciplinary communications, and other employment documentation.
  • Investigate employee-related matters where necessary. 

11. Leave & Workforce Management

  • Receive, review, and approve leave requests.
  • Track employee attendance and absences.
  • Maintain leave records and workforce availability.

12. Immediate Priorities

  • Establish organisational communication systems.
  • Set up company email accounts for employees.
  • Implement organisational and shared calendars.
  • Standardise employment contracts and salary structures.
  • Develop reporting structures and organisational charts.
  • Prepare recruitment and onboarding plans for the core team.
  • Develop organisational training schedules.
  • Build HR systems capable of supporting the organisation’s growth into the next Islamic year. 

Qualifications

  • Bachelor’s degree in Human Resource Management, Business Administration, Industrial Relations, Psychology, or a related field.
  • Professional HR certification is preferred.
  • Experience building HR systems in a growing organisation is highly desirable.  

Experience

  • Demonstrated experience across recruitment, employee relations, HR administration, organisational development, and performance management.
  • Experience establishing HR policies, structures, and operational processes.
  • Experience supporting organisational growth and change management is an advantage. 

Skills & Competencies

  • Excellent communication and interpersonal skills.
  • High emotional intelligence and empathy.
  • Strong organisational and project management skills.
  • Ability to build trust and maintain confidentiality.
  • Conflict resolution and mediation skills.
  • Strong leadership and people management abilities.
  • Excellent planning and coordination skills.
  • Strong attention to detail.
  • Proficiency in workplace productivity and collaboration tools.
  • Ability to work independently and drive organisational initiatives. 

Key Performance Indicators

  •  Time-to-hire and quality of recruitment.
  • Successful onboarding and probation completion rates.
  • Employee retention and engagement.
  • Timeliness and accuracy of payroll administration.
  • Compliance with employment laws and organisational policies.
  • Employee satisfaction and workplace culture.
  • Completion of training and development programmes.
  • Performance review completion rates.
  • Resolution time for employee grievances.
  • Successful implementation of HR systems and organisational processes.  

What We Are Looking For

The ideal candidate enjoys working with people, communicates effectively, demonstrates empathy, maintains confidentiality, and is committed to building an organised, productive, and values-driven workplace. They are proactive, solutions-oriented, and capable of creating HR systems that support organisational growth. 

What We Offer

  • Opportunity to shape the organisation’s people and culture.
  • Meaningful leadership role within a growing organisation.
  • Professional development opportunities.
  • Collaborative and mission-driven work environment.
  • Opportunity to contribute to long-term organisational growth. 
Donate
Donate