Senior HR & Administrative Officer

at International Planned Parenthood Federation
Published May 11, 2022
Location Kuala Lumpur, Malaysia
Category Human Resource  
Job Type Full Time  




Overview of the engagement


IPPF is seeking an experienced Human Resources and Administrative Officer to provide operational support to the global IPPF humanitarian programme. The Humanitarian programme is a global, multi-donor initiative focused on supporting IPPF Member Associations to deliver sexual and reproductive health services in emergencies.


The primary responsibility of the Human Resources and Administrative Officer, Humanitarian is to support a global portfolio that includes restricted funds and core funds and spans across IPPF’s five regions. The largest multi-year humanitarian programme, SPRINT, is funded by the Australian Government (DFAT) and includes multiple countries in East, South East Asia and Oceania Region (ESEAOR), South Asia Region (SAR) and Arab World Region (AWR).


The Human Resources and Administrative Officer, Humanitarian will support the successful implementation and streamlining of IPPF humanitarian programme from a human resources and administrative perspective. The position will coordinate with multiple teams across the IPPF federation to support human resources for the humanitarian program, and provide administrative and logistical support for procurements and in-person and virtual meetings and trainings in coordination with relevant member associations (MAs), regional offices (ROs) and Central Office (CO). The postholder will primarily report to the Technical Lead, Humanitarian Programme, with a dotted reporting line to the Director of Finance and Operations, ESEAOR.




Human resources:


Support the recruitment of new Humanitarian Team staff, consultants and interns through arranging job postings, shortlisting of candidates, arranging interview panels and managing communications throughout process.

Build relationships with HR teams across all regions of the IPPF secretariat to streamline and accelerate HR processes for more timely humanitarian action.

Support the senior management of the Humanitarian Team with strategic inputs to the global HR system review process to reflect the Humanitarian team perspectives and needs

Advise the senior management about HR systems and benefit package that attract and retain talent that the Global Humanitarian Team requires, vis-a-vis similar international organizations in the sector

Support the onboarding and exit process of the Humanitarian Team members (staff, consultants, interns etc.), by liaising with HR officers in relevant ROs as required

Support the roll-out of the staff care guidelines in emergencies for MAs

Support staff capacity development for Global Humanitarian Team

Support the re-establishment and maintenance of the global/national surge roster systems

Administration and logistics:


Provide administrative and logistical support to Global Humanitarian Team for organizing virtual and in-person meetings/workshops/training sessions, in coordination with relevant MAs, ROs and CO

Build relationships with Administrative teams across all regions of the IPPF secretariat to streamline and accelerate administrative processes for more timely humanitarian action.

Support the Senior Finance and Procurement Officer, Humanitarian and Global Humanitarian Team members with procurement and contracts for services, eg. Translation contracting across global portfolio

Provide administrative support as needed

To undertake such other reasonable duties as may be requested from time to time.



a**) Staff responsibilities carried out by the job holder.**


No managerial responsibilities


  1. b) Financial responsibilities carried out by the job holder.


No direct budget responsibility


  1. c) Advisory responsibilities carried out by the job holder.


Guidance to Global Humanitarian Team, ROs and MAs on human resources and administration




Degree or equivalent standard of education (relevant degree, desirable)

Evidence of professional development particularly in business skills and management desirable.



Previous not-for-profit experience essential.


Experience in HR management and administrative work.


Experience of development/humanitarian issues in donor-funded projects/programs, desirable.


Experience or familiarity with humanitarian work, an added advantage.


International experience or exposure to international working environment (particularly developing countries) desirable.



Strong IT skills (including spreadsheet applications, especially Microsoft Word, Excel, PowerPoint, and Office)

Excellent interpersonal skills and an ability to work effectively with people from different countries and cultures

Strong verbal communication skills required to communicate with different stakeholders from different countries

Attention to details and excellent organizational skills

Ability to work independently as well as in a team

Ability to proactively solve problems

Fluent English (verbal and written)

Knowledge in other languages used in the region and/or IPPF (i.e., local languages used in Malaysia and/or Asia Pacific region, French, Spanish, and/or Arabic) highly desirable



Awareness of and sensitivity to the multi-cultural environment in which IPPF operates

Discretion in handling confidential information

Willingness to travel within the country as well as internationally (subject to COVID-19 restrictions)

Willingness and flexibility to work beyond normal office hours when necessary

Understanding or interest in rights-based and gender-sensitive perspective

Understanding or interest in development/humanitarian issues, especially Sexual and Reproductive Health and Rights

Understanding of and a commitment to safeguarding children, young people and vulnerable populations, in a local and international context

Supportive of a woman’s right to choose and to have access to safe abortion services


How to apply



Interested applicant needs to send a CV and cover letter to Pauziah Ali, Senior HR Officer,

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