Recruitment/ Administrative Coordinator

Purpose:

The purpose of this Statement of Work (SOW) is to define the scope, responsibilities, deliverables, and performance expectations for an HR Administration & Coordinator supporting the Human Resources team of an international non-governmental organization (INGO).

The coordinator will provide reliable, proactive, and highly organized administrative and coordination support to enable the HR team to operate efficiently, particularly across recruitment processes, interview scheduling, HR meetings, calendars, communications, documentation, and other operational priorities.

The role will serve as a key coordination point for the HR team, hiring managers, interview panelists, candidates, and other internal stakeholders, helping ensure that HR processes are organized, timely, professional, and responsive.

Objectives:

The objectives of this assignment are to:

·       Provide consistent and high-quality administrative support to the HR team.

·       Coordinate recruitment and interview schedules efficiently across multiple stakeholders and time zones.

·       Reduce administrative burden on HR Business Partners, Talent Acquisition, HR leadership, and hiring managers.

·       Ensure HR meetings, calendars, and recurring activities are planned and coordinated effectively.

·       Maintain accurate and organized HR administrative records and trackers.

·       Support a positive and professional candidate and employee experience through timely communication and coordination.

·       Provide flexible administrative support for emerging HR priorities and projects.

·       Maintain a high standard of confidentiality and discretion when handling HR and employee information.

Scope of Services:

 Recruitment & Interview Coordination

The coordinator will provide end-to-end administrative scheduling support for recruitment processes, including:

·       Coordinate interview schedules for open positions in partnership with Talent Acquisition, HR, hiring managers, and interview panel members.

·       Review interviewer and candidate availability and identify suitable interview times.

·       Coordinate interviews across multiple time zones and geographic locations.

·       Schedule first-round, panel, technical, leadership, and final interviews as required.

·       Place tentative calendar holds for interview panel members when appropriate.

·       Send calendar invitations and ensure all required participants are included.

·       Confirm interview details, including date, time, format, location/video link, interviewers, and relevant materials.

·       Coordinate rescheduling when candidates or interviewers are unavailable.

·       Maintain an up-to-date interview scheduling tracker.

·       Monitor upcoming interviews and proactively identify scheduling conflicts.

·       Follow up interviewers regarding outstanding availability or confirmations.

·       Coordinate interview schedules for multiple vacancies simultaneously.

·       Support candidate communication related to scheduling and logistics, using approved templates and processes.

·       Ensure interview-related information is shared only with appropriate stakeholders.

·       Removing or releasing unused calendar holds following completion of the scheduling process.

·       Conduct any special administrative projects that may arise.

Support the HR team with interview logistics and other administrative recruitment activities as requested.

Key responsibilities:

The coordinator will deliver streamlined administrative and coordination support across HR calendars, meetings, recruitment activities, documentation, and operational priorities in a geographically distributed organization.

Recruitment Scheduling Standards:

·       Respond to scheduling requests within one/two business days.

·       Provide candidates with clear and accurate scheduling information.

·       Minimize unnecessary back-and-forth communication.

·       Flag scheduling challenges or delays proactively.

·       Maintain accurate records of interview status and outstanding actions.

HR Coordination & Administrative Support:

·       Coordinate HR, recruitment, leadership, project, and one-on-one meetings across time zones, including calendars, invitations, virtual links, rooms, materials, and related logistics.

·       Proactively resolve scheduling conflicts, track deadlines and follow-up actions, and maintain accurate calendars, trackers, contact lists, records, and shared resources.

·       Support HR documents, correspondence, approvals, signatures, events, training, onboarding, offboarding, and other time-sensitive operational needs.

·       Collaborate professionally with candidates and stakeholders across headquarters, regional, country, and field offices while safeguarding confidential information.

·       Identify practical opportunities to streamline administrative processes, scheduling, and team workflows.

Confidentiality & Data Protection

The coordinator may have access to confidential employee, candidate, organizational, and recruitment information. Accordingly, the coordinator will:

·       Maintain strict confidentiality regarding HR and personnel matters.

·       Handle candidate and employee information only for authorized purposes.

·       Follow organizational data protection, information security, and confidentiality policies.

·       Avoid sharing sensitive HR information with unauthorized individuals.

·       Use appropriate care when managing calendars, interview materials, candidate information, and HR documentation.

·       Immediately escalate any suspected confidentiality, privacy, or data security concern to the appropriate HR representative.

Deliverables

The coordinator will be responsible for delivering the following on an ongoing basis:

Deliverable

Frequency

Interview scheduling and calendar coordination

As required

Candidate interview confirmations

As required

Interview scheduling tracker

Maintained continuously

HR team meeting coordination

Weekly/ongoing

HR leadership calendar support

Ongoing

Recruitment scheduling status updates

As required

HR administrative trackers

Maintained continuously

Meeting logistics and calendar invitations

As required

HR documents and administrative support

As required

Recruitment/HR administrative reporting

Monthly or as requested

Support for HR events, training, and projects

As required

Required Skills & Experience

·       Experience in HR administration, recruitment coordination, executive administration, project coordination, or a similar role.

·       Strong calendar and scheduling management skills.

·       Experience coordinating multiple stakeholders and competing priorities.

·       Excellent organizational and time-management skills

·       Strong written and verbal communication skills.

·       High attention to detail and accuracy.

·       Ability to work independently while maintaining close collaboration with a distributed team.

·       Strong proficiency with Microsoft Office.

·       Experience with virtual meeting platforms such as Microsoft Teams or Zoom.

·       Ability to work across different time zones.

·       Ability to manage confidential information with discretion.

·       Strong problem-solving and follow-through skills.

·       Experience working in an international, nonprofit, humanitarian, or development environment is highly desirable.

Educational Requirements:

·       Bachelor’s degree in human resources, business administration, organizational development, international development, or a related field preferred.

·       An associate degree or relevant professional certification may be considered with additional directly related experience.

·       Equivalent combinations of education, training, and relevant experience will be considered.

United Rigging is a 50-year-old rigging and construction company that supports the nation's capital.