HR and Administration Officer at CBM International

Job Overview and core purpose.

• The role provides assistance to the Country Team ensuring efficient office administration to enable and facilitate the work for all departments.
• This includes the coordination of procurement processes in line with CBM Global procurement principles and processes.
• The job holder manages day-to-day HR administration and generally acts as first line of support for managers and employees on HR topics.
• As Health, Safety and Wellbeing Focal Point the job holder fosters a safe and healthy working environment and takes occupational safety related prevention and accident management measures.

Responsibilities and Duties

Administration

• Ensure an efficient day-to-day administration of the office. Act as the point of contact for staff, answering queries related to administrative matters.
• Efficiently organize internal and external meetings, events, workshops, training sessions, etc.; take meeting minutes.
• Handle staff travel and visitor logistics including making travel bookings, supporting visa applications, arranging airport transfers and coordinating visitor schedules.
• Take responsibility for filing of physical documentation (not financial).
• Ensure office and property/facility management, including office cleaning services, organize and oversee maintenance and repair works on the premises and on (non-IT) specific assets.
• Organize security of the premises, manage the contract with the security company and oversee the security guards’ work.
• Ensure that CBM is complying with in-country regulatory requirements (except financial regulatory requirements).
• Put in place and maintain relevant insurance contracts.
• Maintain overview of consultancy and service contracts, and ensure their timely renewal.
• Handle incoming (physical) correspondence.
• Support the Country Director with the production of communication messages and materials (e.g., letters, presentations).
• Maintain the country pages on the CBM Global Intranet, regularly publish news items.
• Support the Country Director and CBM Global Senior Communications Officer with the development of country content for www.cbm-global.org.

Procurement

• Maintain an inventory of office supplies.
• Manage the procurement of office assets and supplies.
• Coordinate the timely procurement of goods and services based on departmental needs; collect quotations and prepare procurement recommendations.
• Act as a member of the procurement committee.
• Coordinate and document the preferred vendor selection process.

HR Administration

• Act as HR Focal Point for the Country Team, providing advice for managers and employees on HR topics;
• Maintain complete and accurate HR records; manage confidentiality of HR data access in line with CBM Global’s Data Protection Policy and guidelines.
• Support Global HR with recruitment processes, including supporting hiring managers with publishing vacancies locally, organizing interviews and collecting references.
• Prepare for signature and collect countersigned offer letters, employment contracts, contract extension letters, salary increase letters, etc.
• Monitor probation periods, contract duration and notice periods; report timely to the line manager for action and communication to the employee.
• Support the Finance Manager with HR budgeting and payroll administration.
• Support the Finance Manager by helping prepare documentation needed to manage the relationship with benefit providers such as Pension, Life Insurance, Medical Insurance etc.; manage employee registration with them.
• Organize the employee onboarding process, including setting up HR records, registering for statutory and voluntary benefits; ensuring availability of email, laptop and other ICS equipment at the start of employment.
• Coordinate the staff induction process; introduce the HR Manual, employment contract, CBM Global policies and HR system.
• Monitor various types of leave according to the entitlements reflected in the HR Manual and ensure relevant data is captured in the HR system.
• Coordinate the different tasks of the employment exit check list.
• Upon request, provide HR reports to the Country Director (e.g., leave balances) and/or Global HR (e.g., performance management completion rates).
• Orient the team on the annual performance management process, system and timelines; monitor performance management completion rates.
• Engage Global HR in all disciplinary or grievance cases.
• Provide refresher orientation sessions on the HR Manual and policies to the Country Team once a year.
• Support the Country Director in the creation of the Learning and Development plan for the country team; support Global HR to set up learning paths in the learning management system.
• Actively engage in HR Focal Point meetings for learning and sharing.
• Monitor legislative changes to employment regulations, ensure the HR Handbook is updated accordingly and brief the Country Team on the changes.

Health Safety and wellbeing (HSW)

• Act as the Health, Safety and Wellbeing Focal point for the Country Team.
• Closely monitor the health and safety regulations in the country, ensure compliance and recommend relevant action.
• Support the Country Director in establishing and tracking the office Health, Safety and Wellbeing Plan.
• Regularly conduct a Health and Safety Risk Assessment of the office premises and identify mitigation measures.
• Provide HSW inductions to new staff in liaison with the Security Focal point.
• Be the go-to person for reporting HSW related incidents and lead all actions required for their resolution (if so agreed with the Country Director)
• Take responsibility for the first aid kit and for compliance with fire evacuation and first aid requirements in the country;
• Regularly organize training sessions for the Team on: fire evacuation, first aid, desk ergonomics and wellbeing resources.
• With the Security Focal Point, make sure contingency plans (e.g., evacuation, medical emergencies) are accessible and in place.
• Liaise with the Security Focal Point to ensure visitors receive a safety briefing upon arrival in the office.
• Actively engage with fellow HSW Focal Points for sharing and learning.

Other

• Line manage the Administration Intern.
• Model and promote CBM Global’s values, culture and inclusive practices and promote disability and gender equality with colleagues.
• Take on other tasks that are aligned to the position, as may be assigned by the line manager.

Safeguarding responsibilities

Knowledge

• Understand the incident management framework and the first responder role in recording, responding and reporting incidents.
• Understand the survivor-centred approach and how to apply it when receiving a complaint or responding to an incident. Know local support services available in the community or region, and how to engage them.

Skills

• Able to listen and accurately document reported concerns and complaints.
• Able to respect the confidentiality of safeguarding allegations.
• Able to appropriately apply the survivor-centred approach.

Behaviours

• Treat the survivor and others involved in an incident with dignity and respect.
• Be assertive in implementing the initial incident response protocols by gaining the trust and cooperation of parties involved.

Key outcomes expected from this role.

• Office administration is run smoothly
• Procurement processes are conducted in a timely and transparent manner
• HR records are maintained
• Staff and line managers feel fully supported in all aspects of HR
• The office is a healthy and safe working environment

Person Specification

• All of the following requirements are essential, unless marked with a * when they are desirable, and will be assessed from a combination of information provided from the application form and interview process.
• CBM Global welcomes applicants from diverse backgrounds and people with lived experience of disability.
• Experience/knowledge
• Proven experience as HR officer and/or administrator
• Good understanding of the labour law and HR processes
• Solid knowledge of standard office procedures

Skills/competencies/personal qualities

• Proficient knowledge and experience working with Microsoft word, excel, power point and Microsoft Teams
• Ability to multitask
• Excellent organisational and time management skills
• Effective communication skills (written and verbal)
• Excellent interpersonal skills
• Aptitude for problem solving
• Strong ethics and reliability
• Attention to detail
• Able to maintain confidentiality

Qualifications

• Bachelor's degree in human resources, business administration or related field
• Proficiency in Microsoft Office applications
• Experience working with HR software is a plus