People Operations Specialist

ABOUT SPARK MICROGRANTS

Spark MicroGrants believes in a world where everyone lives with dignity and determines their own positive future. Spark has worked in 1000+ villages in 6 countries and has pioneered a community-driven development model in sub-Saharan Africa. Spark works with NGO and Government partners to scale the model's adoption and impact on rural communities - on their own terms. Our model combines facilitated community meetings with a small, discretionary grant to catalyze local action and institution building. Read more about our Approach, Impact and Values on our website.

OVERVIEW

The People Operations Specialist role is new at Spark. The person hired for this role will be based in Kigali, Rwanda (but for the right candidate, we are open to being based out of Kampala, Uganda), and will have a unique opportunity to reshape the global people operations administration at Spark Microgrants to ensure our team has the structure, tools, and processes in place to best enable their work.

The incumbent brings a high degree of proactivity, organization, and process mindset to the role in addition to experience in Operations and/or HR in a fast-paced environment. This is a hands-on role, and does not manage people, however this individual will coordinate with our teams across countries, and lead the implementation of processes and projects that will enable our mission to support communities as they implement their own social impact projects.

RESPONSIBILITIES

Global People Operations Coordination

• Support HR officers with global tools, analysis, and guidelines for consistency decision making in line with Spark policies.
• Maintain processes, tools and tracking for effective global people operations, including calendars, guidelines, shared tool maintenance and oversight, and tracking of OKRs and key deliverables.
• Lead or support processes such as global benefit analysis and employee surveys.
• Coordinate and support timely global onboarding and offboarding, in coordination with local HR officers.
• Develop SOPs and other internal documentation on the administration of global people operations as this new function continues to be built out at Spark.

People Operations Systems and Tools

• Act as systems administrator for key employee facing org-wide systems, including: BambooHR, Google apps (non technical), Slack and other global cross-functional systems.
• Research, recommend, and implement appropriate employee-facing tools in conjunction with the technical experts who support them. Collaborate with the Spark IT Officer and other colleagues to ensure effective, secure operation of the systems employees use, including for data-protection purposes.
• Champion the responsible use of AI tools and identify further opportunities for efficiency, process improvement, and enhanced use of data for decision-making.
• Perform data entry and ensure high quality people data and HR files, including conducting regular audits and updates as needed. Generate custom people data reports.

HR / People Operations Policies and Procedures

• Working with other department leaders and colleagues, update and monitor global policies and procedures, and support clear guidelines for global versus local decision making on all non-programmatic operational matters.
• Ensure that HR handbooks and policies are both complete and effective, including developing easy to understand and use summaries, and ensuring updates and monitoring requirements are completed and well communicated.

Internal Communications and Employee Customer Service

• Communication of internal policies, procedures, administrative changes, and non-programmatic updates.
• Collaborate with the CFO and People Operations Director on internal communications and change management needs.
• Ensure employees and departments can easily access important Operations information that is always up to date - including maintaining well-organized and easily accessible files and systems for current policies and procedures.
• Provide global support in answering employee questions.

Compliance and Risk Management

• Coordinate global safety and security policies and coordinate with designated program and regional teammates to implement safety and security policies.
• Coordinate and track insurance policy information and renewals.
• Develop tracking mechanisms to ensure compliance-related deadlines are met across all Spark locations
• US and Remote Registrations: Support timely, accurate registrations for corporate, charitable and employee registrations, as well as other required tax and regulatory filings in the US. Support with completing necessary screenings and documentation gathering for new hires in the US and remotely.
• Assist with external and internal audits by gathering and sharing requested information and documentation.

Project Management and Coordination

• Support HR, Finance, and cross-functional HR / people operations projects and operational processes as assigned.
• Provide backup and other support for accounting purposes.

Other Duties

• This is a new role at Spark, and the job description is expected to grow and evolve. The People Operations Specialist will likely be asked to perform duties not listed above, and we expect the new hire to help shape the growth of this role over time. Flexibility and adaptability will be essential.

WHAT YOU BRING

• Minimum 3+ years of experience in one or more of Operations, HR, Finance, Procurement, or Systems (5+ years preferred).
• Four-year degree in a related discipline.
• Proactive, action-oriented, detail-oriented, and highly organized.
• Strong systems skills - a curious early adopter who looks for ways to make systems more efficient.
• Strong aptitude for applying AI tools to improve efficiency and make better use of data in operations.
• Analytical skills; able to make connections and understand how work affects the wider process.
• Commitment to confidentiality and appropriate handling of sensitive data.
• Ability to adapt rapidly to change, with a solution-oriented approach to issues and opportunities.
• Ability to communicate and collaborate with teammates across multiple countries and functions.
• Tech savvy - Proficiency with Google Workspace (Docs, Sheets, Forms, Drive), BambooHR or a similar HRIS, and online finance, benefits, or other HR/operations systems preferred.

OTHER INFORMATION

Job Location:Based out of Kigali, Rwanda. (Note: for the right candidate, we may be open to being based out of our Kampala, Uganda office.)

Reporting to:People Operations Director

Start Date:As soon as possible

Salary & Benefits:The salary is commensurate with experience. In addition to salary, Spark offers other benefits, including generous paid time off and family leave, monthly communications and professional development stipends.

Probation period: Three months probation period with learning and performance objectives

How to Apply:Follow the link to apply: https://sparkmicrogrants.bamboohr.com/careers/178

SAFEGUARDING

Our safeguarding follows a do no harm principle. All Spark staff are expected to respect and uphold the safeguarding procedures and principles to minimize harm to stakeholders, program participants, and the environment, in compliance with the World Bank Environmental and Social Framework and national legislation in the countries where we operate.

EQUAL OPPORTUNITY EMPLOYER

Spark Microgrants provides equal employment and advancement opportunities to all individuals. Employment decisions at Spark are based on merit, qualifications, and abilities. Spark does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, sexual orientation, national origin, gender identity, age, disability, marital status, or any other characteristic protected by the law. Spark will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in undue hardship to daily operations.