Vacancy Announcement| Mercy Corps Announces vacancy for HR Assistant

HR Assistant

Hiring organization: Mercy Corps
Employment Type: Full-time
Salary Grade: S3
Job Location: Kathmandu (3 months only), Nepal
Valid through: April 10, 2022

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future. Mercy Corps has been operating in Nepal since 2005, implementing programs in food security, agriculture, market development, financial services, girl’s education, climate change adaptation and disaster risk reduction. We take a systems-based approach in our programming, with the aim of improving the lives and potential of vulnerable individuals and communities across Nepal.

Program / Department Summary

The Human Resources Department is responsible for all Human Resources functions, including recruitment and selection, onboarding, compensation and benefits administration, facilitation of performance evaluation and management, training and development, development and update of staff policies & procedures, operational safety and health and staff welfare activities, and close-out and outplacement procedures. The overriding objective for all Mercy Corps operations activities are the prompt and effective provision of on-time solutions Mercy Corps’ beneficiary populations in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.

General Position Summary

The Human Resources (HR) Assistant will work under the supervision of the HR Manager to ensure smooth functioning of Human Resource Department and fulfillment of all day to day HR functions in Mercy Corps Nepal. They are responsible in ensuring the achievement of MC-HR objectives with the facilitation of recruitment, selection, onboarding, remuneration and staff development issues in the Human Resource Department.

They must ensure that the system of human resources (global rules and procedures) is well established and well adhered to by all team members in Nepal. They will manage the overall operation of the HR in Kathmandu office and provide the necessary support to all field offices working closely with the representatives in the field.

As gender equality and social inclusion (GESI) and good governance are crucial cross-cutting components of MC programs, the HR Assistant is required to own these components and ensure GESI sensitivity and integration and good governance practices in his/her area of work.

Essential Job Responsibilities

HIRING AND ONBOARDING

• Be responsible for implementing a transparent and balanced recruitment process including establishing the interview committee, setting up interviews, reference checks, preparing offer letters and ensuring the proper paperwork and procedures are in place and maintain Job/ Personnel files as per defined protocols
• Be responsible for the smooth and sound onboarding of all new team members in Mercy Corps Nepal
• Ensure that new employees / guests receive a welcome pack and other essential Mercy Corps information briefs. Ensure that the welcome packs are kept up to date.
• Provide HR induction to all new joiners as per the Orientation checklist
• Facilitates all paperwork of new hires including opening new, employee files and required documents and facilitating the PAF for their inclusion to payroll; responsible for all other documentation outlined in the Employee File Checklist (OIB)

OFFBOARDING

• Be responsible for the smooth off boarding of all the separating staffs, ensure all the paper works are timely completed with compliance to MC policies and procedures.
• Facilitate HR outplacement support to the separating staff as per the requirement

PERFORMANCE MANAGEMENT

• Be responsible for maintaining the Annual Performance evaluation tracker for all staff and sending APE reminders to staff as per their APE end date
• Be responsible for maintaining a probation assessment tracker and sending reminders to the staff as per the probationary end date
• Support the Supervisors and staff in completing the probation assessment and Annual Performance evaluation forms
• Ensure that all the changes related to APE’s are updated in the HR database, HCM and Salary schedule

COMPENSATION AND BENEFITS

• Be responsible for timely collection and review of monthly timesheets
• Be responsible for timely disbursement of monthly payroll and Salary schedule
• Ensure Salaries and benefits adhere to Mercy Corps salary scales and standing protocols
• Ensure smooth and timely administration compensation and benefits for MC Nepal staff
• Be responsible for tracking and updating leave balances and circulating the leave balance with team members
• Administer Medical and Accidental Insurance benefits
• Administer all health insurance issues including employee inquiries and communication with the insurance provider

CONTRACT MANAGEMENT AND HR ADMINISTRATION

• Timely prepare and provide letters (contract agreement, contract amendment, experience etc.) to staff as per the requirement
• Ensure all new joiners are registered in the SSF
• Support staff in filling CIT cards and process for registration
• Update the record in the HR database and HCM that includes contract expiry dates, annual performance evaluation and personal information and all documents related to HR as per defined protocols on monthly basis.
• Update the Organogram on monthly basis to reflect changes in the staffing structure
• Make logistics arrangement for farewell to the staff as an when required
• Administer monthly communication Allowance to all MC staff and be responsible for any changes related to communications policy.
• Make Payment request for HR related expenses

DOCUMENTATION

• Ensure that all HR related paperwork, personnel files and other documents are complete, maintained and updated.
• Maintain appropriate records and ensure confidentiality regarding personnel activities and personnel data including employment documentation, evaluations, exit interviews and other relevant information.
• Maintain and report employee statistical data, as requested.
• Perform other duties as assigned by the supervisor.
• Mercy Corps as a humanitarian agency is expected to response as and when crisis and humanitarian situation engulfs. As an MC employee, all staff are expected to be part of humanitarian and emergency response in addition to their regular roles and responsibilities in such situations.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

COMPLIANCE

• Maintain confidentiality of all national staff personnel issues including disciplinary procedures and contracts/ pay rates
• Ensure proper integration of GESI aspects into department/ program planning and implementation
• Ensure all HR activities adhere to Mercy Corps’ Gender Policy, Do No Harm principles, and beneficiary accountability standards
• Ensure compliance with donor and Mercy Corps regulations related to emergency programming.

SECURITY

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

ACCOUNTABILITY TO BENEFICIARIES

• Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

Supervisory Responsibility

Reports Directly To: HR Manager

Works Directly With: Operations team, Finance team, Program team, and all HR related internal and external stakeholders.

Knowledge and Experience

• Completion of Bachelor’s degree in business administration with majors in HR from a recognized university.
• Minimum of 1 year, experience in Human Resources, Administration or Management is required.
• Prior knowledge of Labor law 2075 and HR functions is required
• Knowledge of current trends and practices in HR is required
• Experience in analysis of HR data, on- the – ground HR thinking and decision making.
• Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Ability to work comfortably with an ethnically diverse staff.
• Demonstrated ability to work independently and cooperatively with team member is required.
• Ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Fluency in both written and spoken English is required, preferably local languages.
• Familiarity with MS Office suite.

Success Factors

A successful Human Resources Assistant should have good knowledge of generally accepted practices and procedures pertaining to human resource management. They should have the ability to interact effectively with international and national team and be willing to travel regularly to MC Nepal field offices and project sites.

They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. They will be able to work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites.

The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding the prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.