Senior HR and Admin Manager

Senior HR and Admin Manager based in Phnom Penh 

The role

As a member of the Extended Senior Management Team, the Senior HR and Admin Manager shares in the overall responsibility for the strategic direction and coordination of the Country Office. The Senior HR and Admin Manager, in his/her capacity, responsible for leading change management process in relation with HR and provides necessary support to SMT, Management and Staff to ensure smoothly transition and implementation of Country Strategic Plan for 2019 – 2020. 

This position requires exceptional leadership skills to guide the development of SCI’s Human Resource base; grow technical, management, and leadership skills among individuals; use innovative approaches to hire the best talent for the organization. This position also requires creative decision and independent judgment. The decisions are typically made in order to resolve, adapt, develop solutions and recommend changes. In addition, using a positive and service-oriented communication style, the role will be able to influence how the service is managed to truly support and make a difference to the organization. This position requires to provide managerial oversight and guidance on Administrative activities and tasks, application/interpretation of SCI policies and procedures, and coaching/mentoring members of the team. 

This position will also play a key role in ensuring SCI’s core values are a living presence within the daily work, promoting a culture of customer services and staff wellness/duty of care for all employees. 

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly such participate in the emergency response team and carry out responsibilities outlined in the ERT Operation Platform and/or assigned by the line manager. 

Qualifications and experience

Essential

  • Master Degree in Human Resources Management or in Business/Public Administration or in other related field. Extensive and substantive relevant practical experience may be considered in lieu of a Degree.
  • At least a minimum of 5 years management experience in a corporate or an NGO environment, of which three at a management level within the HR department, including experience in the development and implementation of HR strategic and operational plans.
  • Ability to plan and organize a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
  • Demonstrated credibility with colleagues and stakeholders at all levels of an organization
  • Demonstrated knowledge and understanding of Cambodia Labour Law and other relevant laws and regulations;
  • Strong collaborative interpersonal skills with the ability to lead through periods of change
  • Leadership skills, including the ability to supervise, delegate, coach and mentor both individuals and teams
  • Strong English-language communication skills, both interpersonal and written
  • A commitment to the mission, vision and values of Save the Children
  • Analytical, with demonstrated ability to make difficult decisions

Desirable

  • Ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
  • Experience in working with the Ministry of Labour and Vocational Training; Ministry of Foreign Affairs and Corporation
  • Practical experience of building, leading and developing a high performing team
  • Competent level skills in core IT application, particularly MS Office (Microsoft Words, Excel, PowerPoint and Access)
  • Knowledge of database application 

Contract length: Unspecified Duration Contract (UDC) 

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.  

We are working towards three breakthroughs in how the world treats children by 2030:

  • No child dies from preventable causes before their 5th birthday
  • All children learn from a quality basic education and that,
  • Violence against children is no longer tolerated 

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued. 

Application Information:

Please apply using a cover letter and up-to-date CV as a single document to jobs.cambodia@savethechildren.org. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at http://cambodia.savethechildren.net or https://www.facebook.com/SavetheChildreninCambodia 

Closing date for application is 20th of February 2019.

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse. 

More detail about Save the Children in Cambodia please go through this link: https://cambodia.savethechildren.net/about-us

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TITLE:  Senior HR and Admin Manager

TEAM/PROGRAMME: Support Services - Cambodia Country Office Extended Senior Management Team

LOCATION: Phnom Penh (with regular travel to field location – at least 20% of time)

GRADE:  2

CONTRACT LENGTH: Unspecified Duration Contract (UDC)

CHILD SAFEGUARDING:

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

 

ROLE PURPOSE

As a member of the Extended Senior Management Team, the Senior HR and Admin Manager shares in the overall responsibility for the strategic direction and coordination of the Country Office. The Senior HR and Admin Manager, in his/her capacity, responsible for leading change management process in relation with HR and provides necessary support to SMT, Management and Staff to ensure smoothly transition and implementation of Country Strategic Plan for 2019 – 2020.

 

This position requires exceptional leadership skills to guide the development of SCI’s Human Resource base; grow technical, management, and leadership skills among individuals; use innovative approaches to hire the best talent for the organization. This position also requires creative decision and independent judgment. The decisions are typically made in order to resolve, adapt, develop solutions and recommend changes. In addition, using a positive and service-oriented communication style, the role will be able to influence how the service is managed to truly support and make a difference to the organization. This position requires to provide managerial oversight and guidance on Administrative activities and tasks, application/interpretation of SCI policies and procedures, and coaching/mentoring members of the team. 

 

This position will also play a key role in ensuring SCI’s core values are a living presence within the daily work, promoting a culture of customer services and staff wellness/duty of care for all employees.

 

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly such participate in the emergency response team and carry out responsibilities outlined in the ERT Operation Platform and/or assigned by the line manager.

 

SCOPE OF ROLE:

Reports to: Director Support Services

Staff reporting to this post:

Direct : HR Coordinator, HR Recruitment Officer, HR Admin Officer and Admin Coordinator  

Indirect : This role is expected to coordinate and support HR and Admin teams located in all area and sub-offices through dotted line/matrix management.

Budget Responsibilities: $xxxx

 

KEY AREAS OF ACCOUNTABILITY :

 

As a member of the Extended Senior Management Team (ESMT), contribute to:

  • Support the development of an organisational culture that reflects our dual mandate values, promotes accountability and high performance.
  • Help design and implement a coherent organizational structure that is consistent with organization practices and appropriate to programme needs
  • Ensure the Country Office complies with all Save the Children’s Policies and Procedures
  • Ensure that all required supports are provided promptly, at scale and in line with the rules and principles by working closely with the Regional Office and SCI Center
  • Maintain positive, active and regular working relationships with host government authorities, and partner agencies in country.

 

Manage and Lead Organizational Development and Staff Development Initiatives:

  • Lead change management process in relation with HR and provides necessary support to SMT to ensure smoothly transition and implementation of Country Strategic Plan for 2019 – 2020.
  • Develop transition plans for any change for organizational development and facilitate implementation  
  • Plan, design and manage mission-wide organization development and culture of customer service and staff wellness for the organization
  • Administer across-country office management/non-technical staff development programs e.g. management, supervision, communication, gender etc.
  • Facilitate non-formal capacity building initiatives like exposure/cross visit, TDY, special assignment, e-learning etc.
  • Develop learning and development plan for country office including resource allocations and coordinate implementation, and proactively discuss with SMT member to address the need for both technical and soft skills development
  • Identify creative approaches to develop staff and encourage the growth and expansion of their skillsets. This includes supporting aspirations of staff to deploy to other country offices, participation in SCIs Global Roster, and explor opportunities for cross visits, temporary duty assignments and learning opportunities. 
  • Develop and lead the talent identification, talent development and succession management process to ensure that the organization has hight performing and a ready supply of staff with the requisite skills and competencies.
  • Manage partnership and contract with external training providers as needed and maintain all the training records

 

Manage and Lead Human Resources DevelpmentResponsible to oversee the HR Management System (Oracle) and providing managerial oversight and guidance to the day to day HR activities and tasks, application/interpretation of SCI HR policies and procedures, and coaching/ mentoring members of the HR team.  In addition, this role will be responsible for the following key areas of HR Function:

 

Human Resource Strategy, Planning and Policy

  • Develop the HR Strategy and Workplan to be aligned with SCI Essential Standard and take lead the implementation of the strategy and plan
  • Lead the annual workforce planning in line with country strategic plan: resources needed for scaling up/down; new thematic/project work; humanitarian responses and to support master budget development.
  • Develop all relevant HR policies and tools based on local context while ensuring it aligns with SCI Global Policies, and ensure all staff must adhere to all those policies..  
  • Ensure all personnel policies and procedures are equitable, fair and consistently followed and they are also in accordance with the organisation’s goals, statutory requirements, and SCI's human resources policies, reviewing policies regularly for improvement or further development. 
  • Ensure all HR policies reflect a workplace free of discrimination and appropriately incorporate and promote the gender, equity and diversity values of Save the Children
  • Work closely with all departments to ensure that adequate HR inputs are provided and incorporated during development and implementation of all projects/programs
  • Participate in and contribute to the development of Regional and Global HR Policies and Networks.
  • Manage and improve CO HR Dashboard

Recruitment and Retention

  • Develop recruitment strategy to respond to the rapid scale up of the organization as well to attract high potential candidate
  • Oversee the recruitment process (including E-Recruimtnet System) to make sure that it complied with Global Safe Recruitment Policy and Donors Procedures. Ensure recruitment equality within the area of work, particularly in the selection process and assure all steps in hiring processes are completed in an appropriate and timely manner.
  • Ensure all new positions are evaluated to define proper grading and supporting documents (role profile, staff request form, TOR…etc) are available and approved by relevant SMT.
  • In collaboration with the hirning manager, ensure all applications are shortlisted based on the required qualifications and assist them in developing interview tools. Provide training to all hiring manager to effectively interview and recruite the right applicant for the role.   
  • Create relevant recruitment partnerships and initiatives (recruitment websites, newspapers, universities, job fairs, social media)
  • Oversee new onboard induction process and to make sure that new onboard staff received proper orientation from relevant departments and taken all mandatory online courses.
  • Design and manage staff retention strategies to ensure that the organisation acquires and retains a qualified workforce capable of meeting organisational challenges in both development and emergency contexts.
  • Manage the end-to-end deployment process (reassigning internal staff; surge capacity deployments, Global Humanitarian Register, Regional Roster, contracting/deployment agreements, post-deployment debrief)
  • Ensure appropriate and adequate emergency HR procedures are detailed in the Country Office Emergency Preparedness Plan in order to enable rapid scale up. 
  • Facilitate psychosocial support for staff responding to emergencies (all supervisors responsible for helping staff access)
  • Manage/update HR emergency preparedness plan and support staff affected by the emergency

 

Manage Develop to Perform (DtP) process:

  • Lead the implementation of Develop to Perform process that includes quarterly, semi-annual and annual review;   
  • Ensure that Line Managers have an awareness and understanding of Develop to Perform process and principles
  • Work closely with Line Manager to ensure all new staff must have clear probation objectives and review to be set up and carried out so that underperformacne is managed promptly.  
  • Provide regular support and training to Line Managers on their day-to-day expectations and responsibilities within HR
  • Manage the underperformance process and provide all necessary support to line manager in managing staff under performance (including performance improvement plans and disciplinary sanctions)

 

Compensation and Benefits:

  • Monitor and ensure the benefits, both salary and non salary, are fair, competitive with the marketplace, and sustainable, and in line with SCI policies for all employees, including short term and/or contact employees in emergencies, conducting and analysing regular salary review to ensure SCI’s salary bands are competitive within industry norm.
  • Maintain updated information on staff salaries, allowances and income-tax calculations and ensuring compliance with current laws and regulations, in close collaboration with the Finance and other SMT members.
  • Ensures that all staff profile changes including new hired, promoted, transferred, secondments, and other amendments to salaries are updated in the system and informed fiannce team.  
  • Provide support to fiannce team in reviewing the the monthly payroll to ensure the accuracy of staff information and calculation of basic salary, bonus, salary supplement, taxes … etc.
  • Ensure accuracy and completeness of supporting documents before releasing of final payment

Legal and Compliance:

  • Identify legal counsel, manage legal claims, report legal infractions and whistleblowing
  • Ensure all HR policies and procedures are full compliance with local law and registered with relevant ministries as needed
  • Ensure there is appropriate vetting (including anti-terrorism) for consultant, employees, partners and other related parties before engaging them in a legal contract
  • Ensure full compliance with HR-related Effort Reporting processes and procedures, and provide support and training to staff for completing online timesheet properly and follow up 
  • Manage and audit staff data and records in line with local legislation and SCI procedures

 

Employee Relation:

  • Manage the overall Employee Relations for the organization, functioning as the point person to provide assistance and guidance to SMT and identify trends in employee relations issues and work with them to resolve the issues.
  • Work closely with SMT and other management staffs to manage and coordinate grievance management and disciplinary proceedings involving any staff member and recommend appropriate action to resolve disputes.
  • Advise SMT on appropriate actions for prevention and response to any legal issue arising out of Save the Children’s work or employment, coordinate actions with legal counsel
  • Display strong leadership and be confident in providing consultation related with HR Policies  and to support the implementation of organisational changes (eg during the restructuring process or staff terminiation)
  • Ensure staff insurances (GPA and Hospitality) are in place and provide support to staf as needed
  • Implement and follow up employee engagement initiatives (including survey and local initiatives)

 

External Liasion:

  • Work and coordinate with Ministry of Labour and Vocational Training on legal compliance such apply employment workbook, work permit, registration employment contract for foreigner staff, staff movement declaration and assist staff for health check up;
  • Build and maitain HR network with other agencies by regularly attending HR network meeting to learn and upgrade HR knowledge, compliance and best practice.
  • Establish relationship with key local authorities such as the Police, Hospital etc., to refer and follow up on external cases reported to Save the Children.
  • Represent CO at interagency safety and security networking and forums
  • Parcipate in partnership selection and assessment, and provide support for capacity building of partners including fraud and child safeguarding training. 

 

Manage and Lead Administrative Unit: Responsible for providing managerial oversight and guidance to the day to day Administrative activities and tasks, application/interpretation of SCI policies and procedures, and coaching/mentoring members of the team.  In addition, this role will be responsible for the following key areas of Administration:

 

  • Ensure the administrative policies, procedures and guidelines are maintained and updated as appropriate;
  • Liase with relevant Ministries and ensure all Country registration requirements (MoU), permits, licenses, etc are met and up to date.
  • Ensure there is appropriate documentation and record-keeping in country (letter of authority, constitutional documents, bilateral agreements, etc)
  • Coordinate and support the logistics arrangement for international staffs, visitors, TA and consultant (entry visa application process, accommodation, transport, shipping, re-location, etc;)
  • Provide exemplary customer service and support to workshops, meetings and visitors hosted by the Cambodia office
  • Ensures all SCI facilities are properly maintained, insured, secured and that SCI follows all health and safety regulations; oversees annual review and management of all property leases and provides regular support to all SCI area and sub offices
  • Ensure smooth and effective running, functioning and maintaining of the office building including workplace and meeting room arrangement, cleaning, tidy, maintenance, supply of utility and other services;
  • Ensure that events arrangement such as logistics support in hosting regional or local workshops/conferences will be delivered smoothly and effectively;
  • Liaison work with relevant government institutions on all related administration work and maintain good relationship with local authorities;

 

Staff Management and Development

  • Lead by example, be a role model, demonstrating exemplary approaches to performance management, team building, staff development, and staff empowerment within the HR/Admin team
  • Ensure that all team members understand and are able to perform their roles and especially during the development and emergency response
  • Ensures comprehensive and constructive performance reviews are completed on a timely basis and facilitates discussion of performance and development plan with staff

 

CO Focal Person

  • Play role as the Primary CO Child Safeguarding Focal Person (CO CSFP) and provide supports to all Field Office Child Safeguarding Focal Persons (FO CSFP)
  • Play role as the Secondary CO Safety and Security Focal Person(CO SSFP) and provide supports to all Field Office Safety and Security Focal Persons (FO SSFP)
  • Play role as the Anti-Harassment Focal Point and ensure harassment free within all field offices as well as continue to build awareness of policy with all staff.

 

 

Child Safeguarding responsibilities

Review, identify gaps and strengthen recruitment processes to ensure  rigorous compliance with the Child Safeguarding Policy; ensure HR staff are trained/skilled in recruiting personnel through a child safeguarding lens; and ensure child safeguarding is incorporated into the performance management system.

 

BEHAVIOURS (Values in Practice)

 

Accountability:

  • holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

  • sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
  • widely shares their personal vision for Save the Children, engages and motivates others
  • future orientated, thinks strategically and on a global scale.

Collaboration:

  • builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  • values diversity, sees it as a source of competitive strength
  • approachable, good listener, easy to talk to.

Creativity:

  • develops and encourages new and innovative solutions
  • willing to take disciplined risks.

Integrity:

  • honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS 

  • Master Degree in Human Resources Management or in Business/Public Administration or in other related field. Extensive and substantive relevant practical experience may be considered in lieu of a Degree.

 

EXPERIENCE AND SKILLS

 

Essential:

  • At least a minimum of 5 years management experience in a corporate or an NGO environment, of which three at a management level within the HR department, including experience in the development and implementation of HR strategic and operational plans.
  • Ability to plan and organize a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
  • Demonstrated credibility with colleagues and stakeholders at all levels of an organization
  • Demonstrated knowledge and understanding of Cambodia Labour Law and other relevant laws and regulations;
  • Strong collaborative interpersonal skills with the ability to lead through periods of change
  • Leadership skills, including the ability to supervise, delegate, coach and mentor both individuals and teams
  • Strong English-language communication skills, both interpersonal and written
  • A commitment to the mission, vision and values of Save the Children
  • Analytical, with demonstrated ability to make difficult decisions

 

Desirable:

  • Ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
  • Experiennce in working with the Ministry of Labour and Vocational Training; Ministry of Foreign Affairs and Coorporation
  • Practical experience of building, leading and developing a high performing team
  • Competent level skills in core IT application, particularly MS Office (Microsoft Words, Excel, PowerPoint and Access)
  • Knowledge of database application

 

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

 

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

 

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

 

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

 

JD written by: Taing Sotheara

 

Date: 14 December 2018

JD agreed by: Rosalind Hawlader

 

Date: 14 December 2018

JD approved by: Elizabeth Pearce

 

Date: 14 December 2018

Location: Cambodia

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Closing date: Wednesday 20 February 2019

All jobs close at midnight UK time on the date specified

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