HR and Admin Manager

HR and Admin Manager

Full-time position at Open Cultural Center

Location: Barcelona, Spain

Department: Human Resources and Administration

Reports to: Director

Do you have more than 3 years of experience in human resources? Are you interested in working in a multicultural and growing non-profit organisation? Join us at Open Cultural Center, an NGO working towards the inclusion of migrant and refugee people in Catalonia and Greece.

The organisation

Open Cultural Center promotes the right to mobility of vulnerable migrants from the moment the person decides or is forced to migrate until the moment he/she achieves his/her labour insertion in Europe, intervening in:

• Development of non-formal education, orientation and psychosocial support in regions of first reception;
• Development of socio-labour itineraries in the technological and rural sector; and
• Promotion of legal and safe pathways through the development of employment pathways from the country of origin or first country of asylum.

We have our main office in Barcelona, with a team of between 15 and 20 employees and 50-100 volunteers. In addition to the work we do in Greece, some of our main activities in Barcelona and surroundings are:

• Web and Cloud Development Bootcamp (MigraCode).
• Community of women and LGTBI+ collective interested in the tech sector (CodeWomen+).
• Emancipation program for young migrants in rural areas (Youth4All).
• Language school (Language Lab).

Job Purpose

The person in charge of Human Resources, Volunteering and Administration has the objective of responding to the needs of the organization in terms of people management and development on a day-to-day basis. This includes the integral management of the life cycle of employees and volunteers, from recruitment to termination, with a special focus on the selection, retention and training of people.

The person will also be responsible for leading and executing people management and development strategies and providing a human resources management system that integrates all projects and areas of the organization.

Key Responsibilities

Human Resources Management:

• Design and execute selection, hiring, and onboarding processes for new employees and volunteers.
• Manage the performance management system, ensuring regular evaluations and professional development plans.
• Design, review and implement compensation and wellness plans.
• Coordinate training and development programs for employees and volunteers, including identifying training needs.
• Respond to and manage internal inquiries related to people management and development, proactively providing support and guidance to teams.
• Manage HR related IT tools (e.g. Jibble, Airtable and Google Workspace), ensuring their proper functioning and adaptation to organizational needs.
• Manage labor relations and compliance with current regulations.

Volunteer Management:

• Develop and implement volunteer recruitment, training, and retention strategies that align their skills and interests with the needs of the organization.
• Coordinate and develop volunteer recruitment strategies in conjunction with the Programs, MARCOM and Corporate departments.
• Coordinate volunteer activities and programs, supervising and promoting initiatives that make visible and recognize the work of volunteers, and promote their motivation and effective integration into the organizational culture.
• Coordinate with project managers the incorporation of new volunteers into their activities and ensure the standardization of processes to ensure a good reception of the volunteer in all projects of the organization.
• Coordinate and implement Monitoring and Evaluation strategies that allow the continuous improvement of the volunteer offer in OCC.
• Establish and maintain relationships with external organizations and communities to promote volunteerism.

Organizational Support:

• Advise management and staff on human resources issues, providing support in conflict resolution and strategic decision making.
• Contribute in decision making as a member of the entity’s steering committee, actively participating in weekly meetings and smooth functioning.
• Participate in the implementation of OCC’s strategic plan, implementing the areas related to Human Resources, Volunteering and Administration and contributing to the rest of the areas when necessary.
• Manage special projects in collaboration with other departments to support the strategic objectives of the organization.
• Prepare HR and volunteer management reports, analyzing data and proposing continuous improvements.
• Actively participate in the planning and execution of organizational events involving employees and volunteers.
• Proactively contribute new ideas, activities and events that promote the improvement of the well-being of employees and/or volunteers in the organization.

Management of the Administration area:

• Supervise and support the Administration technical person, ensuring the correct execution of tasks and compliance with the objectives of the area:
• Control and communicate incidents related to payroll, ensuring the correct management of payments and benefits in coordination with Finance and the gestoria.
• Supervise and coordinate with the gestoría the registrations, cancellations, contracts, variations, maternity and other procedures related to Social Security.
• OCC facilities (offices, volunteer apartments…).
• Insurance.
• Occupational Risk Prevention.

Job requirements

Required skills, competencies and qualifications

• Strong motivation to support migrants and generate social impact with our team.
• University degree in Human Resources, Psychology, Business Administration or related area.
• Minimum 3 years of experience in a Human Resources role, in the areas of talent management / people support, preferably in non-profit organizations.
• Experience with integrated human resources management systems
• Experience with the design or implementation of volunteer journeys and employee journeys.
• Fluency in English and Spanish (written and spoken).
• Excellent communication and interpersonal skills.
• Leadership and team management skills.
• In-depth knowledge of best practices in HR and volunteer management.
• High organizational and time management skills.
• Have a flexible, proactive and open attitude: we work in a rapidly changing environment and the person must be able to adapt to sudden changes and rapid developments.

Preferred skills

• Fluency in Catalan (written and spoken).
• Proven experience in volunteer program management and HR policy design and implementation.
• Familiarity with HR software tools, volunteer management systems, and administrative applications.
• Additional training in volunteer management, equality and diversity, and people support will be a plus.

What do we offer?

OCC is committed to creating an inclusive and diverse workplace that fosters the active participation within the team and promotes a positive impact to the target group, and the team. We offer our employees the following:

• Full-time permanent contract under Spanish law.
• An annual gross salary from 25.000 to 27.000€/year based on experience and profile.
• 38,5h a week, 13 payments, and a holiday period of 30 working days per year (42 natural days).
• Flexible work arrangements and two days per week of remote working.
• Employee Benefit Plan: WellHub (GymPass) membership, flexible retribution, free psychological support.
• The opportunity to work in the heart of the local social sector, specialised in migration, while also working on an international level with NGOs around Europe.
• The opportunity to work in a highly intercultural team consisting of employees, volunteers, interns and external partners.
• The opportunity to work with our Greek branch in Polykastro and get to know the migration context of Greece.

What is the application process?

We always let you know if you are selected for the application process or not. Applications have to be submitted through our application form (see link below). We will not consider applications that come in through other channels. Once selected, the process is as follows:

1. We will invite you for a first interview to get to know each other, talk about the position and the organisation in more detail, discuss your expectations and ambitions and answer any questions you may have.
2. When the first interview result is positive, we will ask you for the completion of an assignment. The assignment will relate to fundraising and will mimic a task that you may undertake if you are chosen
3. When the result of the assignment is positive, there will be a second interview. In this interview we will discuss in more detail the skills and experience you have, and how these fit the position. We will also discuss the result of the assignment and any feedback you have regarding the assignment.
4. When the second interview is positive, you will have your final interview with the director of the organisation. Together with our hiring team, the director will make the final decision about the hiring process outcome.