HR & Admin Manager

Purpose of the Job

• Lead the Company in providing the right mix of human resources and related support services in line with the client Global HR Policy directions for Human Resource Management

• Responsible for the development and implementation of HR Systems, Policies & Procedures (e.g. HRIS-Pulse; manpower planning, recruitment & onboarding; performance management; training and development; employee relations; compensation & benefits administration etc) in the Agency

• Responsible for the co-ordination of the work of the HR & Administration department

Key Responsibilities

1. Assess the Agency’s Human Resource needs and develop an approved plan of action to address the needs within the broad direction provided by the Client global HR and under the immediate guidance and supervision of the Managing Director

2. Ensure that all Agency HR & Welfare Policies, Systems, Programs and actions comply with local social & labor legislations as well as comply with Client Code of Conduct

3. Maintain industrial peace and harmony in the Agency by ensuring unhindered, regular, open, formal, and informal communication between employees and management respectively; and by dealing with potential and actual stress points, grievances or flashpoints

4. Collaborate with other Departmental Managers and under the guidance of the MD, to maintain optimal manning levels in the Agency and to check the incidence of over staffing and inefficient allocation of resources by reviewing the organization structures at appropriate intervals or when the need arises, and by ensuring that jobs are clearly established, described, graded and approved before hiring and by arranging transfers/deployments within the organization

5. Collaborate with departmental managers in developing and enhancing talent management, succession planning, employee engagement, and productivity

6. Drive change management & optimization of HR processes and act as a trusted adviser on same for non-HR processes, when required

7. Prepare the annual HR department’s budget of the Agency and collaborate with the Finance department for its control.

8. Ensure the recruitment, selection and onboarding of the right employees into positions through a cost-effective, fair and non-discriminatory recruitment and selection process

9. Coordinate the availability and supply of well-trained employees across departments by ensuring the implementation of Policies, Systems, Procedures, Programs and actions for identifying needs/potential, for delivery of training programs especially the client e-learning facilitation, for performance management, for career and talent management and for remuneration & retention

10. Carry out checks to ensure that the Outsourced Labor Providers (or HR service providers) if any, comply with the Service Level Agreements as well as the local social & labor legislations in respect of their employees working for the Agency

11. In collaboration with Agency Administration responsible, provide and maintain welfare, health and safety services for employees (e.g. pantry services, medical insurance or health/medical services; cloak/changing room where required by legislation, regulation or necessity; recreational facilities, personal protective equipment, uniforms as the case may be) in compliance with legislation, quality & safety standards

12. Administer the Agency’s Vehicle Policy and coordinate the repairs, maintenance, licensing & permits and other processes & procedures designed for effective and efficient use of Agency vehicles

13. Ensure that an inventory of Office furniture, equipment & appliances are maintained and that repairs & maintenance are carried out promptly

14. Ensure that purchase of Office Supplies, Appliances, Equipment, Utilities and all related services are carried out in a cost-effective manner; and that re-order levels, purchase orders & payment processing to vendors are tracked

15. Ensure relevant contracts for Office Facilities, Assets and services are kept in safe custody for ease of retrieval and that they are renewed as required under the supervision of the …. or the Managing Director?

16. Ensure travel arrangements and hotel reservations for all Official trips & assignments are carried out in line with Agency Policy & Procedures

17. Supervise, train & coach employees in department (if any) for self-development & higher performance

18. Take charge of the implementation of HR processes (e.g. Performance Management, Leave, disciplinary procedure) within and across departments, as directed by Managing Director in order to attain high standards in performance, completeness, accuracy or punctuality

19. Lead by example with regard to compliance with Agency & Departmental policies & Unit work procedures and encourage compliance within and across departments in order to have a focused and aligned work team

20. Take up ad-hoc functional, supervisory, managerial or leadership assignments as may be directed from time-to-time by the Managing Director.

Key Stakeholders & Interface (Optional)

• Relates with the statutory labor regulatory Agencies within the country on labor-related inspections, permits and compliance (External)

• Relates with employees across cadres, across departments (Internal)

Minimum Qualifications & Experience

1. (a) Minimum of second-class lower honors - 2.2 - B.Sc degree or its equivalent in any of the Social or Management disciplines; (b) Minimum of second class lower honors - 2.2 - B.Sc degree or its equivalent in any discipline plus a post-graduate degree in any of the Social Sciences. In both (a) & (b), Evidence of membership of a Professional HR body within or outside the country

2. Minimum of 8 years experience in Human Resource Management in a Multi-national Company

3. Good knowledge of social and labor legislations of country

4. Open and approachable attitude & disposition

5. Ability to influence and operate with all levels of Management & employees

6. Ability to work with digital systems and softwares e.g. MS Word, MS Excel, MS PowerPoint, the Internet and any HR Systems such as Core HR Information System; Learning Management System; Performance Management System etc.

7. Willingness to work in or travel to any of the locations in the country where/when needed