Human Resources Manager (Internal and External)

Human Resources Manager

Location: Kathmandu

Reports to: Head of Systems and Operations 

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992, and currently active in 22 countries globally. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role in designing, facilitating and advocating for systemic solutions that address the needs of vulnerable populations, including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. Currently, PIN Nepal is implementing programmes under three strategic pillars 1) Emergency response and recovery, 2) Climate resilience, and 3) Civil society and inclusive governance (CSIG) across several provinces of Nepal. To achieve these, PIN Nepal team works in and promotes strong partnerships with civil society, Government of Nepal, networks, academia, private sector, media and other key stakeholders in Nepal. Together with them, PIN Nepal has been one of the pioneer organizations advancing programmes such as multi-hazard disaster preparedness and anticipatory action, durable local solutions, inclusive education and GBV prevention, community climate resilience modelling for more inclusive and efficient local decision-making, urban resilience or waste management and circular economy approaches. PIN is strongly committed for safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

Scope of Work

The main task of the Human Resources and Operation Manager (HRM) is to lead on all aspects of Human Resources agenda of PIN Nepal, support respective departments at PIN Nepal Country Programme (CP) in HR management and planning, and oversee successful management and administration of all the components of the employee life cycle.

The HRM main tasks include HR management, which consists of planning, recruitment, talent acquisition, hiring, induction procedures, HR administration, evaluation, capacity development, retention/internal mobility, retirement and contract termination procedures. HRM´s main responsibility is also to ensure the HR standards and procedures are always followed at the best possible level. In cooperation with the CP management, HR co-design and actively participates in development of HR policies and procedures. HR Manager also leads on activities associated with planning, organizing and controlling the activities of the HR unit, and has overall responsibility in sufficient capacities and the division of responsibilities within the HR team. The HRM is one of the members of the Senior Management Team (SMT) and actively contributes to strategic decision-making in key issues related to PIN Nepal management including HR and other Operation agenda.

Key Job Responsibilities

Reporting Relations & Interdependencies with Other Functions

The HRM reports to Head of Systems and Operations (HOSO) who is her/his Line Manager.

HRM cooperates closely with all other HR department members, including HR Officer(s). HRM also collaborates with the PIN Nepal SMT – Country Director (CD), Head of Programmes (HOP), HOSO, heads of other support departments (Logistics, Finance), and Programme Managers. Furthermore, the HRM is coordinates with the colleagues responsible for Payroll, IT, legal services, partnerships, procurements etc. HRM closely coordinates with Safeguarding and Accountability Lead to ensure Safe recruitment and other HR agendas.

HR Standards & Procedures

The HRM acts as resource person and guarantees the compliance with organisational HR systems.

• The HRM is fully familiar with current PIN global HR related policies, procedures and standards, and ensures the compliance with these documents is fully applied; provides necessary information and advises to staff her/his respective regions and departments about their application to practice;
• HRM keeps the National Staff Policy updated and ensure that all staff are informed about its content. HRM Revises it regularly and keeps it compliant with PIN and Labour Law;
• HRM maintains HR Manual and other HR policies on the national level updated and in compliance with PIN global policies;
• HRM in collaboration with Partnership and Governance Liaison Advisor ensures that the PIN Nepal is following Government of Nepal, labour law and compliance with employment relevant institutions;
• if relevant, HRM proposes changes in HR systems based on discussion within SMT and based on the feedback from Staff Committee; actively seeks best practice examples from internal and external networks;
• as SMT Member, collaborates with CP management to enforce transparency of remuneration, benefits (Salary Scale, per diems etc);
• acts as focal person for PIN NepalCP, together with CP management;
• HRM sets the HR standards and procedures and supports their implementation;
• manages the process of hiring and induction of CP;
• is responsible for use and implementation of HR Information System (HRIS) and conducts regular trainings for the new staff;
• collaborates and actively support Safeguarding and Accountability Lead in HR topics related to Safeguarding, GEDSI and Protection compliance and mainstreaming relevant components within HR system, policies, guidelines and practice;
• Closely cooperates with other SMT members and CP management and if necessary steps in interpersonal disputes that require HR guidance or interventions;
• Ensures registration of all national staff on Social Security Fund (SSF) and coordinates with SSF officials as PIN representative whenever there is any issue or need.

HR Planning

In cooperation with PIN Nepal CP management, the HRM plans HR needs of the team/departments, looking into relevant sources of staff, both internal and external.

• HRM actively participates in management and other regular meetings, where HR is discussed;
• updates and maintains the information about availability of former or current staff, including the interns; shares information about candidates from pool available for the open positions.

Recruitment

Coordinates all phases of recruitment process and ensures the quality standard of all the procedures, providing relevant guidance to other team members.

• HRM is responsible that the recruitment in Nepal follows HR guidelines, Internal Recruitment Policy, Safe recruitment policy and PIN RDD Competency Model;
• following on HR planning, HRM coordinates the preparation of Terms of Reference (ToR) and key competencies for newly open positions, ensures the advertisement is published in all relevant media, uses the PIN recruitment software to manage the application;
• together with hiring managers coordinates the individual rounds of interviews, sets the most adequate method or techniques of testing required competencies/qualifications for the position (technical test, practical tasks, video questionnaires etc.); coordinates the evaluation of each round;
• ensures that the background check (Watchdog) is done and that the formal references are collected and checked both internally and externally before hiring of the new colleague.
• provides candidate with all contract and conditions related information, clarifies the candidate´s expectations and requirements; guarantees the information is clarified before offer is made;
• participates in recruitment and promotion events;
• ensure maintaining and archiving relevant documentation of recruitment procedure;
• Takes Admin role in HRIS for onboarding new staff and coordinate with PIN global HRIS team to ensure the smooth functioning of the systém;
• acts as focal point for the e-learning platform, informs new staff about the compulsory e-learnings. Ensures the completion of induction training and e-learning system within probation period. Reports the fulfilment of both the Induction and compulsory e-learnings to the Line Managers;
• keeps track of the dates of the end of Probation period and ensures that the Line Managers conducts Probation Period Evaluation with new staff;

Induction, Probation Period

The HRM supervises the induction procedures, coordinates with other support departments, supports adaptation phase.

• HRM provides new staff with guidance through all steps of the induction procedures using relevant check-lists and following updated PIN procedures, summarises this in written form for new staff;
• coordinates this procedure with other relevant departments and members of management (HoSo, Country Director, CP HR and other support departments on CP level);
• ensures the completion of induction training and e-learning system within probation period;
• when the contract termination is indicated, launches and coordinates with relevant management and support department members the procedures according to PIN HR procedure;

 Employment Termination

• when the contract termination is indicated, launches and coordinates with relevant management and support department members the procedures according to PIN HR procedure;
• HRM is responsible for timely coordination of contract terminations (including the premature ones) in compliance with the Labour Law;
• Coordinates the final Debriefing meeting (Exit Interview), collects the debriefing forms and archives them in ELO Personal folders. Regularly updates the CP management about the received feedback from the leaving staff.

HR Administration

The HRM guarantees that necessary data and documents are collected and adequately stored in existing PIN systems.

• The HRM ensures that HR folders of all National staff are established in ELO, and contain the necessary documents and personal data required by HR procedures manual;
• ensures that the staff data are entered in to HRIS and are kept updated;
• prepares the contracts and their amendments in compliance with Labour Law and existing PIN procedures for approval and archiving, such as volunteer/internship contract, employment contract and Mandate contract; 
• prepare and maintain POA as per PIN internal guidelines;
• submits the input for changes in National employment contracts to the Head of System and Operations;
• is responsible for discretion of sensitive and confidential information, Proof of Life, disciplinary reports) and follows the Personal Data Protection Code;
• submits the input for changes in National employment contracts to the Head of system and Operations;
• checks the employment database from the position of Watchdog for the CP and attaches the report with his/ her contract. Inform Country Director/ HOSO in case of any substantial issue shown immediately;
• HRIS- Act as Admin and focal point for HRIS, coordinates with national staff and HRIS HQ staff on regular basis to ensure smooth functioning of system.
• Evaluation & Capacity Development
• The HRM ensures that the Performance evaluation procedures are properly applied in a timely manner twice per year;
• based on outcomes from the Performance evaluation procedure, coordinates mapping of the capacity development needs and co-leads with SMT members on monthly/regular discussions on Capacity development plans;
• -    provides information about available capacity development tools to both employees and their line managers, and links them to the external providers of services such as coaching, mentoring etc.;
• -    through her/his professional networks helps to seek for other external experts who can enrich the portfolio of capacity development services, shares information about the new tools of capacity development.
• Employee Care

The HRM is ready to assist and provide support to PIN Nepal staff, makes sure that staff are properly taken care of. This task is also the responsibility of CP Senior Management Team.

• HRM functions as the focal point for all staff in terms of complaints and other issues, and sends timely reports to the Head of Systems and Operations and Country Director and other management members about such issues, to launch the appropriate procedure;
• informs staff and management about system of psychological support for staff;
• when necessary, provides consultancy to staff on Nepal CP (PIN guidelines, legal, financial and another consultancy).
• is responsible for annual medical and accidental insurance of all national staff and mandate staff, ensures yearly renewal and refund on regular basis.

HR Team Management

• HRM supervises the HR team, carries out regular formal meetings with the team and gauges their performance and outputs;.
• trains and supervises any newly hired HR staff in carrying out all human resources and administrative duties;
• travels to the field offices to carry out HR administrative assessments when required.

Other

• HRM networks with other HR departments within Alliance 2015 and other INGO forums, participates in AIN meetings;
• participates in HR related conferences and other learning occasions, shares the outcomes within the HR department;
• acts as Liaison person in front of the Ministry of Labour and other country authorities in regards to personnel issues;
• Is responsible for obtaining and renewing visas and work permits for international staff in a timely manner.
• Carry out the duties in accordance with the PIN Code of Conduct and Key policies   
• Participate in training and awareness raising (Code of Conduct and Key Policies, Safeguarding, Whistleblowing)  
• Create and maintain a fulfilling and protective environment.
• Ensure that her/his team members attend training and awareness sessions and carry out the duties in accordance with PIN Code of Conduct and Key policies 

And fulfils any other tasks as required.

Required Competencies, Skills and Experiences

Critical competencies

Our HR Manager should have a strong knowledge and understanding of bureaucracy structure and political situation in Nepal; and possess a comprehensive set of competencies enabling the successful candidate to immediately contribute to the HR agenda, primarily – proven management skills, strategic thinking, integrity, results-orientation, team-work, strong networking skills and good interpersonal skills, well-developed communication skills, sound judgement, analytical skills, flexibility, proactive approach & engagement, innovation, gender & cultural sensitive, ability to work under pressure, and embraces both change, and complexity.

Minimal requirements

• Strong analytical and representation skills;
• Educated to Bachelor degree level or above preferably in a related field (HR, communications, management, political science, humanitarian/development work);
• A minimum of 5-years relevant experience in INGO sector;
• A minimum of 3-years’ experience in Human Resource department as HR manager;
• Strong understanding of humanitarian/development standards and principles; excellent orientation in UN cluster system and in the existing international legal and conceptual frameworks;
• Excellent communication and influencing skills using evidence-based methods;
• Solid knowledge of accountability processes;
• Proven strong interpersonal, negotiation, promotion and diplomacy skills;
• Fluent in both English and Nepali.

Behaviour competencies

• Results orientation;
• Strategic thinking;
• Initiating action and change;
• Ability and willingness to learn;
• Team-work, interpersonal skills;
• Communicating with impact and respect;
• Analytical skills, sound judgement;
• Flexible, proactive approach;
• Gender and cultural sensitivity;
• Handling sensitive data.

EMPLOYMENT CONDITIONS AND BENEFITS

• Salaries are according to People in Need Salary Scale. Candidates will be informed about the salaries in the beginning of the recruitment process
• Health insurance for both in-patient and out-patient care with maximum benefit limit of NPR 500,000.00 per year per person (Including dependents)
• Accident insurance for all injuries during work time NPR 3,000,000 per year (For Staff only)
• Compensation leave for working overtime when requested by the Line Manager
• Maternity, Paternity and mourning leave as per the labour law
• Communication or internet allowance on monthly basis (Reimbursable)
• Capacity Building program, both internal and external trainings - Induction training, internal online opportunities, such as access to e-learning platform and live webinars
• International environments with opportunities to learn from other country programs and HQ office in Prague
• Per diem for working outside of the duty town depending on the location. Full reimbursement of accommodation and transportation during business trips (as per the organization’s policy)
• Friendly and fair environment in small collective structure where everyone knows each other
• Work hours are from 9:00 am - 5:00 pm, Monday to Friday with 30 mins break for lunch

How to Apply

Submit an updated CV and Motivation letter before the deadline of November 21, 2024. Please note, that applications will be reviewed on a rolling basis, and should a suitable candidate be found before the official closing date, the advertisement might be withdrawn before the deadline thus early submissions are strongly encouraged. No phone calls will be entertained. PIN promotes equal opportunities. Women from Dalit, minority (ethnic, sexual, and gender), Janajati communities, persons with disabilities, and candidates from local provinces are strongly encouraged to apply! People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct, and is committed to promoting the welfare of children and adults with whom People in Need is involved. People in Need expects all staff to perform job duties and responsibilities following the People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

Note- If you need reasonable accommodation (especially for people with disability) to proceed with our recruitment process, please mention so in the cover letter.