People & Operations Coordinator

The fact that 1 in 10 people in the world today doesn’t have clean water is unacceptable, and we need your help to change that.  

WaterAid started in 1981 because no non-profit like it existed.  As the #1 international nonprofit exclusively focused on bringing clean water, sanitation, and hygiene education (WASH) to the children and families who need it most. Our global WASH programs, led and maintained by the communities where we work, aren’t a quick fix. We strive for long-term access to WASH that truly transforms people’s lives.  

To support WaterAid’s global mission, we are seeking a People & Operations Coordinator who will ensure the smooth day-to-day operations for approximately 40 staff across Colombia, and the US by pro-actively addressing people and operational issues. 

To be successful, the Coordinator must be a creative problem-solver, an excellent communicator, and possess a strong work ethic and be IT savvy. They are expected to take ownership of their work, prioritize conflicting needs and deadlines.  The Coordinator is expected to demonstrate honest and ethical practices and a commitment to the WaterAid Global Code of Conduct. 

They must exercise discretion and possess strong interpersonal skills and work effectively across teams to ensure the integrity, security and confidentiality of information under their management. 

Responsibilities include: 

Serving as the first point of contact for WaterAid America teams in Colombia and the US, the People & Operations Coordinator is responsible for pro-actively addressing and resolving day-to-day administrative and operational issues for staff. Reporting to the People Ops Manager, the Coordinator works across teams to ensure the organizational policies and practices are consistently implemented and continually improved. 

• Onboard and support staff to navigate global and WAA resources and processes including: company benefits, performance management, systems (i.e., The Spring, Justworks, Bamboo HRIS, etc.);  
• Liaise with service providers (Justworks) to manage benefits and systems and ensure staff questions are responded to fully and in a timely manner. 
• Support staff to ensure compliance with mandatory trainings; and update internal processes and procedures (such as powerpoint “how-to” documentation to support staff to use these internal systems). 

• Ensure timesheets are accurate, complete, and submitted on a timely basis. 
• Support recruitment and onboarding processes: coordinate applicants; create new accounts; prepare onboarding schedules and coordinate calendars; update, prepare and send welcome packets, etc., ensuring high level of customer service across processes. 
• Ensure the accuracy and integrity of employee data in HRIS and internal systems by updating employee data; assist staff with basic IT-troubleshooting and manage access to internal systems, such as online Docusign requests, time-keeping, Expensify, email and calendars access, reimbursements, etc. 
• Support People & Operations Team with special projects with project management, including preparation of data for monthly and quarterly People reports to Leadership Team (LT). 
• Support and train staff to prepare reimbursements and per diems, ensuring that appropriate approvals have been secured and documented 

• Support internal retreats and events by coordinating preparations including materials, catering, and travel arrangements, as needed; coordinate visits with WA international guests and colleagues. 
• Work with Chief of Staff to manage budget and logistics for internal events (visitors, Lunch & Learns, workshops, staff retreats, etc.) 
• Support staff with travel and logistics (scheduling flights, hotel arrangements, etc...)  
• Act as point of contact for staff during on-site events.  
• Manage the day-to-day operations of the NYC office; liaise with vendors and help ensure organizational accounts remain in good standing; maintain inventory of office and kitchen supplies; ensure mail is properly routed and received; manage cleaning schedule per COVID-19 policy. 

• Welcome and direct visitors in a friendly and professional manner; answer phones, direct and respond to callers’ questions. 

Essential qualifications: 

• Previous experience in an administrative support, human resources and/ or customer service role. 
• Strong attention to detail and the ability and sound judgement.  
• Strong customer-orientation and ability to exercise discretion in working with confidential data. 

• Ability to prioritize, manage and execute numerous projects simultaneously; proven track record of delivering specific tasks and meeting deadlines.  
• Professional demeanor in communicating and representing the organization; excellent communication and interpersonal skills; positive and flexible approach to collaborating as part of and across diverse teams and functions.  
• Sound judgement and ability to exercise discretion in working with confidential data.  
• Analytical skills with an appetite to continually learn and grow.  
• Proven proficiency in MS Office (especially Excel, Vlook ups).  

• Commitment to WaterAid’s values and a working style that reflects these.  
• Ability to work onsite and remotely, as needed; comfortable supporting colleagues in a virtual/ hybrid work environment.  

Desired qualifications: 

• Experience working for an INGO or nonprofit 
• Spanish-language proficiency 
• Experience administering benefits and/or working through a PEO   

Benefits 

WaterAid offers a generous vacation and benefits package available to its full-time employees: 

• Health (medical) insurance (WAA offers several options, ranging from 70-100% employer-paid for you and your dependents), dental & vision insurance (100% employer-paid for you and your dependents), and pre-tax Flexible Spending Accounts (FSA) for childcare, medical and commuter expense 
• Participation in WaterAid’s 403(b) deferred contribution plan (with personal contributions matched after 1 year of service, up to 5% of gross annual salary). 
• Paid time off (PTO) including: 13 public holidays + a ‘floating’ holiday to be used at your discretion; 120 hours of PTO (with new and increased hours awarded annually), and 3 paid days for volunteering. 
• Employee Assistance Program including Health Advocate, OneMedical, TalkSpace, and other services 
• Professional development support
   

Equal Opportunity Employer 

We celebrate, support, and thrive on diversity and difference for the benefit of our employees, our mission, and the communities we serve.  WaterAid is proud to be an equal opportunity employer and encourages applications from suitably qualified candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.  We value diverse experiences and will also consider qualified applications from those who have had prior contact with the criminal legal system in accordance with the NYC Commission on Human Rights’ Guidance on the Fair Chance Act  

WaterAid is committed to the safeguarding and wellbeing of all individuals, including the people in communities in which we work, staff, volunteers, contractors, and partners. Any form of abuse is not tolerated.   

Apply: 

Please submit your CV and cover letter no later than 15 May 2023.  Only candidates shortlisted for interviewing will be contacted within two weeks of the closing date for applications.  Applicants must be currently authorized to work in the US. 

Please submit your CV and cover letter no later than 15 May 2023.  Only candidates shortlisted for interviewing will be contacted within two weeks of the closing date for applications.  Applicants must be currently authorized to work in the US.