Associate, People operations

JOB DESCRIPTION

ASSOCIATE, PEOPLE OPERATIONS

KATHMANDU – 1 POSITION

A. ORGANIZATION PROFILE: PADHNAKO LAGI KOTHA (PLK):

Padhnako Lagi Kotha (PLK), the sole official Implementing Partner of Room to Read (RtR),  was established in 2002 with a mission to provide better educational opportunities in Government funded community schools of Nepal. PLK started its operation by donating children’s books to Government funded community schools. As PLK started working in more and more villages to uplift the education of children, many villages started to approach PLK for assistance in improving their educational facilities and infrastructure. PLK decides which program to focus on with the community and works with villages that are found to be proactive with sustained interest. Since starting of PLK operations, hundreds of villages have received donated materials, labor and funds to help their schools and PLK has been facilitating this process for nearly a decade now. PLK has developed a holistic, multi-pronged approach to help children in Nepal gain the lifelong gift of education. 

To date, we have partnered with government schools to establish over 4742 school libraries to encourage a reading habit in primary school children, published 388 children books for quality materials to read, constructed over 1249 schools and renovated 46 schools and supporting to create an enabling learning environment through comprehensive Reading & Writing Instruction program in 1338 primary classrooms. Through our Girls Education Program, we have supported over 10571 girls from underprivileged families to complete secondary education and beyond by providing material, academic and life skills education support. We’ve partnered with a local NGO to implement and monitor our programs in our working districts. We have around 122 staff working in Padhnako Lagi Kotha. We are at a growing stage and working to expand our coverage more in the future.

B. Position Overview

Associate, People Operations is required to assist in efficient management of the People Operations department by providing high quality administrative and logistical support ensuring internal and external service users are provided with key information on People Operations processes and procedures, assisting in talent management, responding to routine queries on recruitment procedures, personnel records and file management, timely and effective record keeping of all People Operations activities and documentation. This position will report to the Officer, People Operations.

C. Primary duties and responsibilities

The position will require performing the below given job responsibilities not limited to:

Annual Planning and Budgeting:

• Updates approved Organization Chart for the current year.
• Supports Sr. Manager, People Operations in preparing the budget for next year and provides necessary support in re-budgeting, if required.

Talent Management:

• Prepares recruitment plan for any given position in consultation with Hiring Manager, recruitment panel and People Operations team.
• Participates in the recruitment process providing necessary support in preparing selection reports for the assigned positions under the guidance of Officer and/or Sr. Manager, People Operations.
• Concludes reference and background check of new recruits.
• Prepares bios of new hires and sends it to Country Office (CO) Nepal and Global Office (GO).
• Prepares and finalizes orientation schedule after circulating it with other departments.
• Supports Officer, People Operations in reviewing and segregating capacity building requests and implementing PLK/RtR Learning and Development philosophy upon Sr. Manager, People Operations endorsement.
• Coordinates and supports the Administration team in finalizing/ selecting vendors for capacity building initiatives.
• Tracks staff development budget.
• Coordinates with the Hiring Manager and other departments lead to assign “buddy” for the new recruits.

Payroll:

• Provides required payroll data to Payroll Outsource Service (POS) after consultation within the team.
• Reviews payroll received from POS, provides comment(s) under the guidance of Officer, People Operations and sends the payroll to Sr. Manager, People Operations for review.
• Under the guidance of Officer, People Operations, creates Social Security Fund (SSF) and CIT vouchers and sends it to Finance department for retirement fund deposition.
• Prepares fund forecast for the succeeding month.
• Prepares 13th month bonus accrual and sends it to Sr. Manager, People Operations for final endorsement.
• Reviews salary and benefit reconciliation sheet received from POS.
• Provides salary certification letters to colleagues on request.
• Processes for salary advance request received from colleagues.

Personnel File Management:

• Collects necessary personal file documents (both soft and hard copies) from the new recruit/s and supports the new recruit/s in filling out all the necessary forms.
• Update and organize personnel files.

Workday:

• Updates Workday which includes:
  • Enrolling colleagues in Workday and coordinating with IT to generate official email ID of the new hire/s.
  • Promotions and relocations.
  • Supervisory organization and compensation changes.
• Provides on-site and off-site support to all colleagues regarding new initiatives and on request.
• Generates Workday reports to assist in ensuring completion of Workday initiatives and provide necessary data as needed.

Insurance:

• Supports Sr. Manager, People Operations along with the Administration department in negotiating and finalizing insurance vendor.
• Provides orientation to colleagues on Insurance Policy.
• Enrolls new hires for insurance (GPA, GME and Term life).
• Process for insurance premium refund of separated colleagues.
• Processes colleagues’ insurance claims and updates about their claim settlements.

Interpersonal Relations:

• Handle People Operations related general queries and escalates critical issues to Officer and Sr. Manger, People Operations.
• Stay in constant touch with all the colleagues across the organization to maintain good relationship.
• Avail all People Ops. templates/forms and orient on it to all colleagues about its use under the guidance from Officer/ Senior Manager, People Operations.

Meetings/Networking:

• Participates in monthly department calls.
• Participates in AIN meeting and develops relationship with other likeminded organization.

Others:

• Verifies timesheet received from district offices with Workday leave reports on monthly basis and follows up for any discrepancies.
• Process for colleague’s ID Cards.
• Circulates colleagues’ birthday and service anniversary information. 
• Assists in organizing social events and annual retreats in coordination with People Operations team. 
• Assists Officer, People Operations in organizing reward and recognition events.
• Updating contact list and avail soft copy in SharePoint.
• Any other tasks as dedicated and instructed by Sr. Manager, People Operations.

D. Person Specifications

Required:

• One - Two years of related experience in Human Resources, preferably in the development sector.
• Bachelor’s degree in management or related field.
• Should have good knowledge of Human Resources administration, recruiting and training and development.
• Excellent communication skills in English and Nepali, oral and written and capability to relate and interact with multicultural teams.
• Good understanding of Labor Act and Social Security Act. 
• Proficient in using Office package, e-mail, and internet.
• Strong planning and administrative skills.
• PLK has zero tolerance when it comes to child abuse and exploitation and believes that all children have equal protection rights. The colleague will be expected to adhere to the child protection policy, code of conduct and standards.

Preferred:

• Master’s degree in human resource management or related field.
• Strong non-profit background either professionally or via personal non-profit volunteering efforts.

Critical Attributes

• High energy level, comfortable performing multifaceted projects in conjunction with day-to-day activities.
• Superior interpersonal abilities. Ability to get along with diverse personalities, tactful, mature, flexible.
• Good reasoning abilities, Sound judgment.
• Good communication skills.
• Resourceful and well organized.
• Ability to establish credibility and be decisive – but be able to recognize and support the organization's preference and priorities.
• Results and people oriented but have sound judgment ability to balance other business considerations. Service oriented but assertive/persuasive.

Compensation:

Padhnako Lagi Kotha offers a competitive salary with excellent benefits; benefits including 13th month bonus, provident fund, medical insurance for employees and their dependents, accidental insurance for employees; leaves and employee professional development. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, fun, and rapidly growing organization that is changing, transforming the lives of millions of children in developing countries by focusing on literacy and gender equality in education.

PLK has zero tolerance when it comes to child abuse and exploitation and believes that all children have equal protection rights. The newly hired colleagues will be expected to adhere to the child protection policy, code of conduct and standards and will undergo rigorous reference and background checks. The background check will include the verification of employment history and criminal check. Selected candidates may be required to provide additional information to conduct a background check.

To be successful as a member of the PLK team, you will also: 

• Have passion for our mission and a strong desire to impact a dynamic nonprofit organization.
• Be an innovative and creative thinker that tries new things and inspires others to do so.
• Have a very high level of personal and professional integrity and trustworthiness.
• Have a strong work ethic and require minimal direction.
• Work well independently as well as part of a team.
• Thrive in a fast-paced and fun environment.

Application Procedure:

Interested applicants can visit the below link for a detailed job description and to apply for this position:

https://osv-rtr.wd5.myworkdayjobs.com/en-US/RoomToRead/job/Associate--People-Operations_R-02395

E-mail or drop-in applications will not be entertained for this position.

In case you are not able to access our website, please send us an e-mail request to nepal.hiring@roomtoread.org.

Last date for application: April 18, 2023.

www.roomtotead.org