Human Resources & Operations Manager

The Human Resources & Operations Manager is a senior, hands-on position with primary responsibility for leading the Human Resources function of Ipas Pakistan while providing oversight of core operational support functions, including IT, procurement and administration. The role will ensure that people, systems and operational services are well managed, compliant, efficient and aligned with organisational priorities.

The Manager will act as a strategic and trusted partner to the Country Director and Senior Management Team (SMT) on people-related matters, providing strategic and analytical advice on workforce planning, talent, organisational culture, performance, employee relations, learning and development, safeguarding and staff wellbeing. At the same time, the position will provide oversight and direction to Procurement, IT and Administration to ensure effective and compliant country-office operations.

The position will balance strategic leadership with practical implementation, working closely with managers and staff and ensuring that organisational policies, procedures, systems and controls are consistently applied. The role will contribute to building a high-performing, inclusive, safe and accountable workplace while ensuring value for money and operational effectiveness.

Key Objectives

• Provide proactive, strategic and evidence-informed HR advice to the Country Director and SMT.
• Ensure effective end-to-end people management, including workforce planning, recruitment, retention, performance management, employee relations, learning and development, compensation and benefits.
• Promote a positive organisational culture grounded in the organisation’s values and feminist principles, with attention to gender and diversity, safeguarding, staff wellbeing and health and safety.
• Ensure HR policies, practices and employment processes comply with applicable local laws, organisational policies and relevant donor requirements.
• Provide oversight of Procurement, IT and Administration to support efficient, secure, compliant and fit-for-purpose country-office operations.

• Strengthen operational systems, procedures and internal controls while maintaining value for money.

Duties & Responsibilities

1. Human Resources & People Management - Primary Responsibility:

• Partner with the leadership team to develop and implement the country office’s human resource and people strategy, aligned with organisational priorities and global People and Culture approaches.

• Provide strategic and practical advice to the Head of Organisation, SMT and managers on staffing, workforce planning, organisational structure, talent needs, employee relations and other people-related matters.

• Lead the end-to-end talent acquisition process, including workforce planning, job descriptions, recruitment, interviewing, selection, offers, onboarding and timely filling of vacancies in collaboration with hiring managers.

• Oversee and continuously improve HR policies, procedures, systems and employee lifecycle processes, ensuring they are practical, consistent and fit for purpose.

• Maintain and enhance compensation and benefits processes, including salary structures, benefits, health insurance, expense reimbursement, leave and other employee benefits; analyse trends and provide recommendations to management.

• Embed a culture of performance management in which staff have clear expectations, receive regular feedback and are supported and recognised for good performance.

• Support managers in coaching, developing and managing staff, including addressing performance concerns and facilitating appropriate interventions.

• Develop and coordinate learning and development initiatives based on organisational and staff needs, including induction, capacity building and opportunities for continuous learning.

• Manage employee grievances, complaints and sensitive employee relations matters in a fair, confidential and timely manner. Support or lead investigations into allegations of misconduct, PSEA concerns and other workplace issues as appropriate.

• Promote and maintain a gender- and diversity-inclusive, respectful and safe work environment, with particular attention to safeguarding, staff wellbeing and health and safety.

• Provide guidance on organisational development, culture, change management, team effectiveness, capacity building, knowledge sharing and skills transfer.

• Support succession planning, retention and other talent management initiatives as appropriate to the size and needs of the country office.

• Ensure HR records and HRIS/talent management systems are accurate, up to date and maintained in accordance with organisational requirements and confidentiality standards.

• Monitor changes in employment legislation, regulatory requirements and relevant HR practices and advise management on implications and required actions.

• Ensure consistency with global People and Culture strategies while adapting implementation to the local context where necessary.

• Contribute to annual HR/People and Culture planning, budgeting and reporting and use quantitative and qualitative data to inform HR decisions.

• Support organisational change processes and proactively identify people-related risks, opportunities and required interventions.

• Contribute to the development and dissemination of organisational values and feminist principles.

2. Procurement Oversight:

• Provide oversight and guidance for procurement activities to ensure compliance with Ipas policies, approved procedures, donor requirements and applicable controls.

• Ensure procurement planning is undertaken in a timely manner and linked to programme and operational requirements and approved budgets.

• Oversee procurement processes, including requisitions, requests for quotations/proposals, bid or quotation evaluation, vendor selection, purchase orders, contracts and related documentation, as applicable.

• Ensure appropriate segregation of duties, conflict-of-interest declarations, vendor due diligence and required approvals are maintained throughout procurement processes.

• Promote transparent, fair, competitive and ethical procurement practices and ensure adequate documentation and audit trails are maintained.

• Monitor procurement timelines, exceptions and procedural deviations and ensure appropriate justification and documentation, including Notes to File where required.

• Support the development, review and implementation of procurement procedures, tools, templates and standard operating procedures.

• Monitor supplier performance and support appropriate vendor management, including evaluation, documentation and resolution of procurement-related issues.

• Promote value for money, cost effectiveness and responsible use of organisational resources in procurement decisions.

• Coordinate with programme, finance, administration and other relevant functions to ensure procurement requirements are clearly defined and processes are completed efficiently.

• Support periodic procurement reviews or spot checks and ensure agreed corrective actions are followed through.

3. Administration & Office Operations:

• Provide oversight of fit-for-purpose administrative systems, policies, guidelines, procedures and protocols covering office operations, logistics, procurement and related support services.

• Ensure efficient and effective office management, with appropriate attention to compliance, value for money, safety and security.

• Oversee office travel and logistics, inventory and asset management, office supplies, facilities, events and other administrative services.

• Ensure office management processes are organised, efficient and consistent with organisational rules and procedures.

• Oversee maintenance of office equipment, facilities and infrastructure and ensure timely resolution of operational issues.

• Ensure appropriate physical and electronic filing and document management, including relevant SharePoint/office records.

• Support implementation and periodic review of administrative policies, procedures and internal controls.

• Identify opportunities to simplify processes, strengthen controls and improve service delivery across operations.

4. IT & Digital Operations Oversight:

• Provide oversight of country-office IT support and ensure staff have access to reliable, secure and fit-for-purpose technology and digital services.

• Coordinate with the relevant global/regional IT support function or service providers on user support, systems access, hardware, software and technical issues.

• Ensure appropriate controls over user access, equipment allocation, data security, confidentiality and the responsible use of organisational IT resources.

• Maintain oversight of IT assets, licences, equipment replacement and related records, in coordination with administration and finance as appropriate.

• Support staff awareness and compliance with organisational IT, information security, data protection and acceptable-use requirements.

• Identify operational technology needs and advise management on practical improvements, risks and priorities.

5. Compliance, Risk & Cross-functional Support:

• Maintain awareness of relevant legal, regulatory, organisational and donor requirements affecting HR and operations and advise management on compliance risks and required actions.

• Strengthen documentation, internal controls and audit readiness across HR and operational functions.

• Work collaboratively with Finance, Programmes and other functions to ensure effective coordination and timely resolution of cross-functional issues.

• Prepare or contribute to relevant management reports, analyses, plans and updates on HR and operations.

• Travel as and when required with supervisor’s approval.

• Perform any other related duties and responsibilities assigned by the Supervisor.

Required Education, Experience & Skills:

• Master’s degree in business administration, Management or a related field required.

• Minimum 10 years of progressively responsible Human Resources experience, with substantial experience in HR management and advisory roles.

• Practical experience overseeing or coordinating procurement and administrative processes, including vendor management, procurement documentation, office operations, logistics and related internal controls.

• Working knowledge of procurement and administrative policies, procedures and compliance requirements, including competitive sourcing, segregation of duties, conflict-of-interest requirements, documentation and value-for-money principles.

• Prior experience working in the HR function of a well-established local or international NGO/INGO is strongly preferred.

• Demonstrated experience in workforce planning, recruitment, employee relations, performance management, compensation and benefits, learning and development and HR policy implementation.

• Strong understanding of organisational development, organisational culture, capacity building, change management and knowledge sharing.

• Proven experience handling sensitive employee relations matters, grievances, conflict prevention and management, and workplace investigations.

• In-depth understanding of employment-related legal and regulatory requirements in Pakistan.

• Demonstrated understanding of gender and diversity in workplace policies and practices, safeguarding and staff wellbeing.

• Ability to oversee IT and digital operations and coordinate effectively with technical support teams or service providers.

• Strong strategic thinking combined with a practical, hands-on approach and ability to work independently with minimal supervision.

• Excellent interpersonal, communication, negotiation, coaching and conflict-resolution skills, with the ability to work effectively with diverse, multi-disciplinary and multicultural teams.

• Strong analytical and problem-solving skills, with the ability to use quantitative and qualitative evidence to inform decisions.

• Excellent organisation, prioritisation and time-management skills, with the ability to manage competing priorities and meet deadlines.

• High attention to detail and strong documentation skills.

• Ability to act with integrity, professionalism, discretion and confidentiality.

• Strong commitment to gender equality, diversity, inclusion and respectful workplace practices.

• Alignment with the organisation’s values and attitudes that favour sexual and reproductive health and rights.

• Fluent written and spoken English and Urdu.

• Proficient in Microsoft Office Suite and able to quickly learn and use HRIS, talent management and other organisational systems.

Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.