Human Resource and Administration Manager

Job Description

Vacancy

01

Job Context

Community Partners International (CPI) is a U.S. based nonprofit organization that is working with a local partner organization: Green Hill (GH), to expand access to quality health services and generate the resources, local capacity and coordination necessary for partners and the people to meet their own health and community needs.

Job Responsibilities

• Primary Responsibilities:
• Under the guidance of CD, The Human Resource & Admin Manager will be responsible to provide overall leadership and management in the HR & Admin Department including fleet management.
• Responsible for developing HR & Admin frameworks for timely, effective, accurate and efficient running of the department.
• Ensure compliance of national and international labor laws/ standards, policies, and practices
• Oversee HR & Administrative activities through direct supervision and guidance to the HR & Admin team. Take the lead role in building a strong team and processes.
• Team management: Coaching/ identifying skills and opportunities for development. Provide leadership, supervision, and oversight of the HR & Admin department and ensure the most efficient use of resources and funds.
• Establish, evaluate, and continuously advise on strengthening policies and procedures, strategies, and structures to support the work of GH-CPI.
• Develop standard/ efficient procedures and sound policies that realistically support the organization & roll out dissemination training/ workshops within staff/ teams/ partners.
• Develop strategic action plans for HR & Admin in alignment with approved budgets and plans.
• Lead and coordinate policy review process with SMT.
• Generate reports as needed for SMT (monthly, quarterly, annually)
• HR Responsibilities:
• Oversee all staff engagement for the GH-CPI office; Ensure/lead/coordinate/ and manage new hire orientation and exit processes.
• Finalize job advertisements according to hiring needs, screen CVs, conduct telephone screenings, coordinate interview panels, participate in interviewing candidates, and ensure that proper documentation is recorded.
• Work strategically and collaboratively with all teams (operations & programs) to develop full-cycle recruitment plans, and ensure oversight and capacity building in all functional HR areas including recruitment, contracting, onboarding, compensation, benefits, performance management, development and succession planning, separations, etc.
• Ensure the staff hiring and separation/exit process is conducted transparently, timely, and efficiently in compliance with GH/CPI policies and National Labor Law.
• Ensure/ maintain and regularly update staff HR Directory/ organogram/ phone trees etc.
• Provides support related to developing and updating job descriptions in consultation with respective managers and department heads.
• Provides support to identify competency gaps/needs and develop staff skills and capabilities.
• Monitor employee performance and coordinate with relevant staff to ensure employee performance evaluations are carried out on time and communicated to the respective staff.
• Ensure proper tracking of leave
• Review compensation and benefits packages at regular intervals
• Support with salary scale assessments on an annual basis to ensure GH/CPI salary package is fair, consistent, and competitive.
• Ensure timely processing of new contracts and contract extension for staff and consultants as well as staff transfer, promotions, and other status changes.
• Manage processes related to disciplinary actions, staff separation, and termination
• Prompt response and support to all HR queries/feedback and requests from the employees under the guidance of CD/SMT.
• Ensure that employee files are auditable in real-time as per organizational and relevant donors’ requirements.
• Assist in team-building practices and activities to promote teamwork and cultural organizational behavior to create a good working environment
• Develop training and development plan in coordination with respective managers and SMT
• Facilitate the process of development, regular review, contextualization, and roll-out of HR and employment policies and procedures as well as an annual review of the employee handbook according to local labor laws.
• Develop draft policies and SOPs for HR/ Logistics/ Administration for CD finalization and approval
• In consultation with the Program Leads, assist in the development of the Human Resource Plan, including staff recruitment plan in an efficient and timely manner
• Facilitate job analysis and annual objective setting for the staff closely working with the department heads. Review employee final payments for accuracy and compliance with GH/ CPI policies and labor laws.
• Assist Country Director on appropriate staffing levels and HR budget preparation.
• Work with senior management to resolve employee relations issues
• Manage MIS and analytics regarding payroll and employee benefits with standardization of reports for better decision-making of SMT
• Coordinate with the Finance Department in the preparation of monthly Payroll and coordinate necessary approvals from all parties prior to disbursement.
• Manage timesheets for office, ensuring processes, timely submission, approval, accuracy, and filing.
• Administration, Fleet, IT, and Safety Management:
• Admin & fleet budget management and financial forecasting
• Maintain all Fleet movement, manage the preparation of daily movement plan and verify all documents of fleets.
• Ensure safety and security measures under fleet management.
• Check all movement reports and guide Drivers to standardize the fleet management processes.
• Establish administrative procedures and guidelines for the organization and guide the development, preparation, and implement safety and security policies and procedures to establish a safe and efficient working environment.
• Coordinate IT support as needed for all GH-CPI employees utilizing electronic equipment.
• Managing, planning, strengthening, and tracking all leases & contracts.
• Ensure proper documentation including but not limited to vendor contracts, lease agreements, travel forms etc.
• Ensure smooth running of all administrative functions for the CXB office in compliance with policies and procedures.
• Oversee and supervise the management of support staff such as office assistants, housekeepers, security guards etc.
• Manage hotel reservations for all authorized travels, venue reservations for training/meetings/wellbeing sessions/ picnic, external communication with stakeholders, and visas and work permits as applicable.

Employment Status

Full-time

Workplace

• Work at office

Educational Requirements

• Minimum Post Graduation/ MBA in HRM or any other relevant field

Experience Requirements

• At least 7 year(s)

Additional Requirements

• Age at least 35 years
• Accountability:
• Holds self accountable for making decisions, managing resources efficiently, achieving and role modeling 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.
• Ambition:
• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages others to do the same.
• Motivates and engages with all teams
• Goal and vision orientated, thinks strategically.
• Collaboration:
• Builds and maintains effective relationships, with their team, colleagues, other 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
• ESSENTIAL SKILLS:
• Minimum 7 years of HR & Admin experience
• Minimum 2 years of fleet management experience
• Minimum 2 years experience working with the Senior Management team
• Humanitarian context experience
• Strong organizational skills, able to multitask
• Proven staff management and team-building skills
• Self-motivated with a positive and professional approach to management
• Fluent in English and Bangla
• Excellent software skills for MS Word, Excel, and PowerPoint
• Ability to work independently in a rapidly changing professional environment

Job Location

Cox’s Bazar (Cox’s Bazar Sadar)

Salary

Tk. 120000 – 135000 (Monthly)

Compensation & Other Benefits

• Mobile bill, Weekly 2 holidays
• 13th month bonus

Job Qualification

• Minimum Post Graduation/ MBA in HRM or any other relevant field