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Human Resources and Administration Officer
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BACKGROUND
In 1969 Lao PDR's Ministry of Foreign Affairs became a state member of IUCN, and in 1992 the IUCN Lao PDR Country Office was established in Vientiane. IUCN Lao PDR is part of IUCN's Southeast Asia Group, a sub-region within IUCN Asia under the umbrella of the global IUCN.
JOB DESCRIPTION
The Human Resources and Administration Officer, IUCN Lao PDR position has oversight for ensuring the smooth operations of IUCN Lao PDR Country Office and coordinates the human resources and administration function in the office in facilitating the achievement of the programme goals and objectives of IUCN in Lao PDR.
The key responsibilities of this position are to;
1. Support the operation of IUCN’s Lao PDR Country Office through the provision of all human resources, administration and general services required;
2. Ensure good relationships with the relevant ministries and government departments, particularly relating to processing of work and visit visa’s for IUCN Staff to Lao PDR.
3. Manage and coach the administration and general services staff in ensuring the provision of high quality and timely services.
4. Support the implementation of and ensure compliance to Global and Regional human resources processes and systems in IUCN Lao PDR and administer these systems.
SPECIFIC DUTIES AND TASKS
Human Resources Function
1 Ensure implementation of and compliance to human resources policies, systems and practices in alignment with the business plan, and compliant with the legal environment (incorporating equal opportunity and gender concerns) to enable staff to perform at their highest capability both individually and in teams in IUCN Lao PDR;
2 Ensure all HR policies, rules, procedures, HR forms, labor laws and country agreements are collated and readily accessible.
3 Manage and monitor the HR information in IUCN’s Human Resources Management System (HRMS) for IUCN Lao PDR for accuracy and timeliness.
4 Advise line managers and staff on the interpretation and implementation of IUCN’s HR policies and procedures, and seek guidance from Regional HR Unit as necessary on any such interpretation.
5 Ensure IUCN complies with all local labor laws. Suggest changes to current policies and benefit structure in case of any revisions to the local laws. Registration of all staff members with appropriate authorities as needed and oversee the provident fund contributions are administered as per the prevailing laws.
6 Coordinate the annual performance appraisal exercise for the IUCN Lao PDR Office and ensure adherence to IUCN’s Performance Management System.
7 Ensure timely performance evaluations and goal setting for direct reports and providing relevant inputs on evaluations and goal setting for functional reports.
8 Provide guidance to line managers and staff on performance management and the application of individual work plans, performance improvement plans and performance reviews.
9 Maintain up-to-date compensation and benefits monitoring reports of existing staff as a tool for comparison and analysis.
10 Manage the overall recruitment process from vacancy announcement to job offer and induction for resourcing needs that come within the purview of the local HR role for IUCN Lao PDR.
11 Work in partnership with line managers to develop recruitment plans and advise on the advertising and selection process and tools, conducting long-listing and short-listing of CV’s and participating in interview panels for IUCN Lao PDR.
12 Manage and monitor the consultancy hiring process between IUCN in Lao PDR and other organizations or individuals.
13 Oversee the contract and benefits administration in regard to issuance, renewal and revision for contracts (staff, consultants, interns, secondees, etc) that come with the purview of the IUCN Lao PDR Country Office.
14 Creating the best practice methodology for keeping and updating Personnel Files/Unit Files and overall supervision of its confidentiality and maintenance.
15 Ensure the leavers processes, end of contract payments and exit interviews are conducted for staff leaving IUCN.
16 Provide HR management information reports to senior management team as required.
17 Identify learning and training opportunities for staff internally and externally and develop and facilitate implementation of the capacity building plan to take advantage of these opportunieis.
18 Support line managers in team building, conflict and leadership management, and other related issues staff events and non-financial rewards (appreciation etc.) to keep staff energized and motivated;
19 Monitor and manage the relationships between staff and needs of the larger organization, including flagging potential concerns to senior management in a timely manner and recommending solutions.
20 Oversee the payroll process in IUCN Lao PDR and maintain payroll master file and ensure that the recorded changes to the payroll master files are input accurately and reach the Finance Unit by an agreed date of each month for their consolidation;
21 Reconcile payroll transactions at, before, or after the end of an accounting period to ensure complete and consistent recording in the appropriate accounting period;
22 Support the Regional Human Resources Unit in formulating and implementing training & development programmes and succession plans to continuously upgrade organizational and individual capacity in IUCN Lao PDR;
23 Coordinate and monitor internships in IUCN Lao PDR.
24 Develop and maintain close working relationships with other human resources peers both internally and externally to ensure best practices are learnt and shared;
25 Develop and maintain close working relationships with other human resources peers both internally and externally to ensure best practices are learnt and shared;
Administration Function
26 Develop, maintain and strengthen high level relationships with Lao PDR Ministries as relevant.
27 Engage with all relevant government organizations as relevant on visa matters for IUCN Asia staff travelling to Lao PDR;
28 Oversee a well-functioning office environment, including managing the allocation of office space, ensuring adequacy of office furniture and fittings, and the provision of office consumables.
29 Ensure that the IUCN’s Lao PDR Country Office is well maintained. This includes putting in place service agreements for cleaning, air conditioning, and other systems, and initiating repairs and renovations as and when required to ensure that the building, office spaces and grounds are maintained to the highest standard.
30 Develop and implement the necessary routine office procedures and systems to ensure the smooth running of the administrative and general services aspect of the office.
31 Oversee office security, including access control, security rounds, evacuation and fire procedure.
32 Oversee the development and maintenance of information technology infrastructure within the office and ensure that such systems comply with the local regulations and laws.
33 Provide advice and guidance on local legal issues relating to Lao PDR to IUCN staff, participants, and visitors and ensure timely alerts on all relevant security and legal, political matters relating to IUCN office in particular and Lao PDR in general.
34 Ensure that all procurements follow IUCN procurement guidelines and processes.
35 Ensure availability of printing and mailing services whether internally or externally
36 Provide supervision and monitoring of Fixed Assets inventory system being maintained by IUCN Lao PDR in collaboration with Finance. Ensure that the inventory system follows the steps outlined in the ICS Implementation.
37 Oversee the administration expense processes ensuring effective and accurate financial resources management.
38 Ensure that the buildings and equipment are appropriately insured and that 3rd party insurance coverage is in place.
39 Provide supervision and guidance to all administration and general services staff in Lao PDR.
40 Facilitate and engage with tax authorities to ensure tax refund for country office, and projects if required in collaboration with the Finance Team.
41 Develop and maintain close working relationships with other office management peers both internally and externally to ensure best practices are learnt and shared;
42 Carry out any other relevant tasks as required by and mutually agreed with the line manager.
The key responsibilities of this position are to;
1. Support the operation of IUCN’s Lao PDR Country Office through the provision of all human resources, administration and general services required;
2. Ensure good relationships with the relevant ministries and government departments, particularly relating to processing of work and visit visa’s for IUCN Staff to Lao PDR.
3. Manage and coach the administration and general services staff in ensuring the provision of high quality and timely services.
4. Support the implementation of and ensure compliance to Global and Regional human resources processes and systems in IUCN Lao PDR and administer these systems.
SPECIFIC DUTIES AND TASKS
Human Resources Function
1 Ensure implementation of and compliance to human resources policies, systems and practices in alignment with the business plan, and compliant with the legal environment (incorporating equal opportunity and gender concerns) to enable staff to perform at their highest capability both individually and in teams in IUCN Lao PDR;
2 Ensure all HR policies, rules, procedures, HR forms, labor laws and country agreements are collated and readily accessible.
3 Manage and monitor the HR information in IUCN’s Human Resources Management System (HRMS) for IUCN Lao PDR for accuracy and timeliness.
4 Advise line managers and staff on the interpretation and implementation of IUCN’s HR policies and procedures, and seek guidance from Regional HR Unit as necessary on any such interpretation.
5 Ensure IUCN complies with all local labor laws. Suggest changes to current policies and benefit structure in case of any revisions to the local laws. Registration of all staff members with appropriate authorities as needed and oversee the provident fund contributions are administered as per the prevailing laws.
6 Coordinate the annual performance appraisal exercise for the IUCN Lao PDR Office and ensure adherence to IUCN’s Performance Management System.
7 Ensure timely performance evaluations and goal setting for direct reports and providing relevant inputs on evaluations and goal setting for functional reports.
8 Provide guidance to line managers and staff on performance management and the application of individual work plans, performance improvement plans and performance reviews.
9 Maintain up-to-date compensation and benefits monitoring reports of existing staff as a tool for comparison and analysis.
10 Manage the overall recruitment process from vacancy announcement to job offer and induction for resourcing needs that come within the purview of the local HR role for IUCN Lao PDR.
11 Work in partnership with line managers to develop recruitment plans and advise on the advertising and selection process and tools, conducting long-listing and short-listing of CV’s and participating in interview panels for IUCN Lao PDR.
12 Manage and monitor the consultancy hiring process between IUCN in Lao PDR and other organizations or individuals.
13 Oversee the contract and benefits administration in regard to issuance, renewal and revision for contracts (staff, consultants, interns, secondees, etc) that come with the purview of the IUCN Lao PDR Country Office.
14 Creating the best practice methodology for keeping and updating Personnel Files/Unit Files and overall supervision of its confidentiality and maintenance.
15 Ensure the leavers processes, end of contract payments and exit interviews are conducted for staff leaving IUCN.
16 Provide HR management information reports to senior management team as required.
17 Identify learning and training opportunities for staff internally and externally and develop and facilitate implementation of the capacity building plan to take advantage of these opportunieis.
18 Support line managers in team building, conflict and leadership management, and other related issues staff events and non-financial rewards (appreciation etc.) to keep staff energized and motivated;
19 Monitor and manage the relationships between staff and needs of the larger organization, including flagging potential concerns to senior management in a timely manner and recommending solutions.
20 Oversee the payroll process in IUCN Lao PDR and maintain payroll master file and ensure that the recorded changes to the payroll master files are input accurately and reach the Finance Unit by an agreed date of each month for their consolidation;
21 Reconcile payroll transactions at, before, or after the end of an accounting period to ensure complete and consistent recording in the appropriate accounting period;
22 Support the Regional Human Resources Unit in formulating and implementing training & development programmes and succession plans to continuously upgrade organizational and individual capacity in IUCN Lao PDR;
23 Coordinate and monitor internships in IUCN Lao PDR.
24 Develop and maintain close working relationships with other human resources peers both internally and externally to ensure best practices are learnt and shared;
25 Develop and maintain close working relationships with other human resources peers both internally and externally to ensure best practices are learnt and shared;
Administration Function
26 Develop, maintain and strengthen high level relationships with Lao PDR Ministries as relevant.
27 Engage with all relevant government organizations as relevant on visa matters for IUCN Asia staff travelling to Lao PDR;
28 Oversee a well-functioning office environment, including managing the allocation of office space, ensuring adequacy of office furniture and fittings, and the provision of office consumables.
29 Ensure that the IUCN’s Lao PDR Country Office is well maintained. This includes putting in place service agreements for cleaning, air conditioning, and other systems, and initiating repairs and renovations as and when required to ensure that the building, office spaces and grounds are maintained to the highest standard.
30 Develop and implement the necessary routine office procedures and systems to ensure the smooth running of the administrative and general services aspect of the office.
31 Oversee office security, including access control, security rounds, evacuation and fire procedure.
32 Oversee the development and maintenance of information technology infrastructure within the office and ensure that such systems comply with the local regulations and laws.
33 Provide advice and guidance on local legal issues relating to Lao PDR to IUCN staff, participants, and visitors and ensure timely alerts on all relevant security and legal, political matters relating to IUCN office in particular and Lao PDR in general.
34 Ensure that all procurements follow IUCN procurement guidelines and processes.
35 Ensure availability of printing and mailing services whether internally or externally
36 Provide supervision and monitoring of Fixed Assets inventory system being maintained by IUCN Lao PDR in collaboration with Finance. Ensure that the inventory system follows the steps outlined in the ICS Implementation.
37 Oversee the administration expense processes ensuring effective and accurate financial resources management.
38 Ensure that the buildings and equipment are appropriately insured and that 3rd party insurance coverage is in place.
39 Provide supervision and guidance to all administration and general services staff in Lao PDR.
40 Facilitate and engage with tax authorities to ensure tax refund for country office, and projects if required in collaboration with the Finance Team.
41 Develop and maintain close working relationships with other office management peers both internally and externally to ensure best practices are learnt and shared;
42 Carry out any other relevant tasks as required by and mutually agreed with the line manager.
REQUIREMENTS
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• A degree in Business Administration, Human Resources Management or a related field • At least 3 years of experience in a relevant position, preferably in an international organization • An excellent understanding of the Administration and Human Resources functions and practices • Excellent attention to detail and a strong solutions orientation with the ability to manage projects through their life cycle. • Good command of English and fluency in Laotian is essential • Proficiency in MS applications (Word, Excel, Outlook, PowerPoint), internet use, and email communications • Excellent relationship management and communication skills with the ability to work in a dynamic team environment • A confident and positive attitude with excellent cultural awareness and sensitivity |
APPLICATIONS
Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.
Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.
Other job opportunities are published in the IUCN website: https://www.iucn.org/involved/jobs/
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the world’s largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 16,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve people’s well-being.
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