Director of HR and Administration

The Opportunity - Director of HR and Administration

The Director of HR and Administration shares in the overall responsibility for the direction and coordination of the Country Office. The Director in his/her capacity is responsible for human resource management, HR development, HRIS, compensation, adult safeguarding, staff well-being, and Country Office Administration. The Director ensures that SCI’s core values are upheld in staff’s daily work. S/he will also be responsible for ensuring that the SCI essential standards and quality framework are being met for HR. The Director ensures productive relationships with government agencies and is responsible to provide support to SCI staff and partners in implementing the Govt. laws.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Key Responsibilities

AS A MEMBER OF THE SENIOR MANAGEMENT TEAM, SHE/HE:

• Designs and implements a coherent organizational structure that is consistent with agency practices and appropriate to programme needs
• Helps establish, maintain, and improve active and regular working relationships with humanitarian and development donors, host government authorities, partner agencies, and other NGO actors
• Ensures the Vietnam Country Office complies with relevant Save the Children standards of Quality Framework and standard operating procedures
• Contributes to the implementation of transformation projects in Vietnam, including TE transformation, Source to Pay, PPM Prime, and others.
• Contributes to the design and implementation of the Vietnam Country Strategic Plan

STRATEGIC HUMAN RESOURCES PLANNING

• Responsible for conceptualization, design, and management of staffing strategies to ensure that the organisation acquires and retains a qualified workforce capable of meeting current organisational strategic goals in both development and emergency contexts
• Works closely with the programme departments to ensure that adequate HR inputs are provided and incorporated during the development and implementation of all projects/programmes.
• Ensures appropriate job descriptions for critical and senior positions are developed and reflect Save the Children’s dual mandate. Takes the lead on the job evaluation process to ensure JD fit well with SC’s grade structure
• Ensures hiring practices are fair, equitable and consistent and comply with local regulations, conduct ongoing analysis to determine organizational staffing profile
• Prepares/participates in long-range people forecasting & HR planning for the organization
• Prepares terms and conditions of employment and issues all employment and consultancy contracts for the Country Director’s approval in compliance with Vietnamese Labour Laws (when required) and any other relevant SCI, donor, and Member guidelines
• Ensures appropriate and adequate emergency HR procedures are detailed in the Country Office Emergency Preparedness Plan to enable rapid scale-up, and that all HR staff members understand and are able to perform their roles in an emergency.
• As an overall budget holder for HR and administration hold budget holders accountable to accurately and efficiently manage authorised budget

HUMAN RESOURCES MANAGEMENT

• Overall management and design of competitive and appropriate compensation and benefits policies for all employees, including short term and/or contract employees in emergencies
• Conducts compensation reviews, computes the Cost of Living Allowance, formulates and implements employee benefit schemes and insurance packages and reviews periodically to bring in best practices
• Ensures maintenance of updated information on staff salaries, allowances, ensuring compliance with current laws and regulations in close collaboration with other SMT members
• Ensures the required level of HR support to all field offices.
• Institutes and manages an appropriate Performance Management and Succession Planning system to ensure that the organization has a ready supply of staff with the requisite skills and competencies. 
• Ensures quality and accuracy in the use of Human Resource Information Systems (Oracle and Taleo) as well as submission of all related reports on time.
• Ensures all related KPIs and Management indicators are fully met within SCI Standards.
• Ensure the overall budget for HR and Administration is well managed and implemented according to plan with high-cost efficiency.

HUMAN RESOURCE POLICY

• Responsible for development, management, and effective communications of Save the Children’s human resources employee policies and procedures.
• Plans, develops, and implements personnel policies and procedures in accordance with the organisation’s goals and statutory requirements
• Ensures that HR policies reflect a workplace free of discrimination and incorporate gender and diversity values of Save the Children

HR DEVELOPMENT & EMPLOYEE RELATIONS

• Manages the overall Employee Relations for the organization
• Set the tone in terms of positive management culture and ethics and facilitate their institutionalisation at all levels, and ensure good teamwork within all field offices and the country office, as well as with other Member staff visiting or being deployed to the Country Office, including within emergency responses.
• Works closely with SMT and other management staff to manage and coordinate grievance management and disciplinary proceedings involving any staff member and recommend appropriate action to resolve disputes.
• Advises SMT and Country Director on appropriate actions for prevention and response to any legal issue arising out of Save the Children’s work or employment, and coordinate actions with legal counsel
• Provides guidance in formulating organization level talent development and wider staff development initiatives so that Save the Children Vietnam has staff with the necessary skills and competencies 
• Provides guidance to Programme functions in finalizing plans for capacity building of staff and formulating the annual training calendar
• Ensures induction for all new Save the Children staff in line with Save the Children’s best practices (Passport to Success, online inductions) and support line managers to carry out induction sessions
• Ensures outgoing staff go through a proper exit interview to gain feedback and insights on Save the Children’s program, organizational processes, and systems 
• Implements and follows up on employee engagement initiatives (including survey and local initiatives)

F.   SCI SAFEGUARDING FRAMEWORK

Adult Safeguarding Policies, Standards, Systems, Mechanisms, and Capacity building

• Ensuring that all of the Save the Children work in Vietnam is up to expected safeguarding standards. Closely follows up on legislation in Vietnam in relation to Protection from Sexual Exploitation & Abuse Policy (PSEA) and Anti-Harassment, Intimidation & Bullying Policy in order to ensure strong support to Save the Children and partners in implementing the laws.
• Ensures full awareness of requirements of PSEA and Anti-harassment policy and reporting mechanisms within the Save the Children team.
• Ensuring that PSEA and Anti-Harassment policies are embedded into HR recruitment processes as per standards.
• Supports the Supply Chain team to ensure that PSEA and Anti-Harassment are embedded into agreements with suppliers.
• Leads on investigations of alleged PSEA and Anti-Harassment and/or provide technical support as appropriate. Ensures strict confidentiality in all such dealings, and compile and share lessons learned.
• Leads on ensuring that all visitors to Save the Children’s programs receive mandatory up to date of PSEA and Anti-Harassment briefings.
• Coordinates with Child Safeguarding (CS) Manager to provide support to country Safeguarding focal persons and promotes values of efficiency, responsiveness and accountability; finalize and ensure familiarity and compliance with SCI Policies & Procedures.
• Delivers a suite of tailored mandatory core training workshops to enable country office staff to undertake their roles and mainstream safeguarding functions.

G LEGAL AND COMPLIANCE:

• Ensures all HR policies and procedures are in full compliance with local law and registered with relevant ministries as needed
• Coordinates with related local authorities, Supply Chain, and Admin Managers on legal compliance such apply employment workbook, work permit, registration employment contract for foreigner staff, staff movement declaration and assist staff for health check-up;
• Ensures there is appropriate vetting (including anti-terrorism) for consultants, employees, partners, and other related parties before engaging them in a legal contract
• Serves as the National Data Protection Focal Person ensuring that all staff understand and comply with their responsibilities under this Data Protection Policy (“Policy”) and the law, including the EU General Data Protection Regulation (“GDPR”) and any applicable local data protection legislation.
• Ensures principles set out in Data Protection Policies applies in the handling and safeguarding of Personal Data entrusted to SCI and sets out the obligations of Staff in relation to Personal Data SCI holds or Processes. 
• Provides input and support to ESMTs to identify, prevent and mitigate risks with particular attention to HR and safeguarding framework. Collaborates with SMTs in providing overall leadership, oversight, and monitoring to the implementation of the Vietnam country risk management plan.

H.   ADMINISTRATION

• Oversees Vietnam Admin Dept. and promotes values of efficiency, responsiveness, and accountability; ensures familiarity and compliance with Vietnam CO Policies & Procedures Manual as well as compliance with government laws and contractual obligations.
• Maintains productive relationship with VUFO and PACCOM and coordinates the Country Office’s efforts in renewals and/or obtaining necessary Framework MOUs and permits according to the government regulations
• Develops a manual on administration and systems and regularly updates according to changing organizational requirements and global policy. Ensures all staff is fully briefed in operating the administration and systems.
• Provide all necessary support services including Framework MOU and permits, transportation management, lease agreements, international and domestic travel, arrangement of training & workshop, social event management for the smooth operation of the office, and program delivery activities.
  

QUALIFICATIONS

Academic: Post-Graduate qualifications in Personnel Management or Business Administration (MBA) with specialisation in Human Resources.

EXPERIENCE AND SKILLS

ESSENTIAL

• A minimum of 10 years management experience at senior management level in a corporate or an NGO environment with a total of work experience of 10 years.
• Experience in the development of strategic and operational HR plans and their implementation in a professional work environment for a sustained period of time ie. at least three years.
• Ability to lead the administration of a large organization like SCI
• Ability to plan and organize a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts.
• Demonstrated credibility with colleagues and stakeholders at all levels of an organization.
• Excellent oral and written communication skills in English.
• Ability to express oneself succinctly, creatively, and independently.
• Strong interpersonal skills with the ability to demonstrate skills in leading a multi-disciplined team through a period of change. 
• Leadership skills, including the ability to supervise and motivate qualified professional staff with strong personal value systems.
• Analytical, decision making and strategic planning skills and the ability to handle multiple priorities
• Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff.
• Team building skills
• Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
• Competent level skills in core IT applications, particularly MS Office.
• High level of commitment to the principles of development and to the organizational values and programmatic goals of Save the Children

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education, and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. 

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5th birthday
• All children learn from quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive workplace where ambition, creativity, and integrity are highly valued.

Application Information

Please apply using a cover letter and up-to-date CV as a single document and use format. Please also include details of your current remuneration and salary expectations. A copy of the full role profile can be found at Job Description - Hanoi - Admin & Human Resources Director - National Only (2100094J) (taleo.net)

If you have any issues with applying via our system, please send an email explaining your troubles to [email protected]

Closing Date for Application: 29^th December 2021

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.