Administration and Human Resource Manager

Terms of Reference for

Administration and Human Resource Manager

Search for Common Ground (SFCG) is an international non-governmental, not for profit, conflict transformation organization. Its mission is to transform how individuals, organizations, and governments deal with conflicts – away from adversarial approaches and toward cooperative solutions. Founded in 1982, SFCG has headquarters in Washington DC in the United States and in Brussels in Belgium. SFCG has been working in Nepal since 2006 to support its conflict transformation and peacebuilding processes. 

Summary of Position

The Administration and Human Resource (HR) Manager will lead the Admin and HR department and carry out all the strategic and functional responsibilities for the administration, operations and human resources, as well as security and IT. S/he is responsible to ensure organizational effectiveness by providing leadership for the organization's administration and human resource functions. S/he will serve as a member of the Leadership and Management Team (LMT).

S/he will work under the direct supervision of the Country Director and in close coordination with the Grants and Finance Manager. S/he will directly supervise the IT Consultant and Associate Administration Coordinator. The position will be based in Kathmandu and might include some travel to the field.

Major duties and responsibilities

Administration and Operations Support

• Identify gaps in admin and operational policies, develop and revise the organization's administration and operations policy on an annual basis, as per LMT decisions; 
• Strengthen administrative systems - identify gaps, weaknesses and issues  and recommend and implement solutions; 
• Provide oversight and supervision to admin, operations and IT staff to ensure  smooth functioning of office administration, including office running and maintenance; 
• Oversee the logistics management and travel support to the program staff and other staff members;
• Manage the allocation of office space and oversee facilities management;
• Manage the procurement process, and ensure necessary documentation of procurement processes for goods and services;
• Oversee distribution of resources and maintenance of inventory;
• Create, manage and monitor workflow and  systems for administrative  compliance;  
• Ensure  auditability in terms of administrative compliance with regards to the organization and its projects; 
• Oversee organizational benefits and insurance policies;
• Manage international visitors, ensure their logistics and brief them on security protocols;
• Serve as the security focal point - create, communicate and monitor organizational security policy;
• Maintain a safe and secure work environment, ensure safety and security of staff and the central office in Kathmandu and field offices;
• Oversee and ensure smooth running of IT systems and infrastructures, which support the connectivity needs of the organization;
• Put in place systems for data protection;

Human Resource

• Identify gaps in HR policies, develop and revise the organization's Human Resource Policy on an annual basis, in consultation with the LMT; 
• Identify ways to attract and maintain talent within SFCG;
• Manage recruitment processes – develop and manage best practice interviewing and recruitment processes;
• Develop and manage  new staff orientation and onboarding, and ongoing staff capacity development;
• Maintain HR files for compliance, confidentiality and auditability, manage scheduling of contract renewals, extensions and terminations; 
• Prepare job description and terms of reference in coordination with the respective line managers;
• Manage all consultant contracts and service contracts;
• Manage employee relations and performance evaluation process of staff;
• Manage staff departure, and exit interviews;
• Hold the office culture to ensure common ground management approach;
• Serve as employee satisfaction and grievance focal point - manage staff growth, grievances, internal conflicts, or complaints, identify potential conflicts, mediate or recommend ways to resolve in a timely manner.

Others

• Serve as a Secretary of the LMT – collect and communicate agenda, take and maintain LMT minutes and records, follow up on action points, and ensure that LMT decisions are communicated on a timely basis;
• Support in partners' assessment and capacity building in admin and HR functions; 
• Maintain external relationship with related government authority;
• Coordinate with SWC for General Agreement, Project Agreement and Project Evaluation;
• Support in proposal and donor report processes by ensuring administrative requirements and compliance; and
• Any other function required to undertake broadly in line with above functions.

Qualifications

• Master's degree in Human Resource Management, Administration, Organizational Development and Management, or other relevant discipline;
• At least 5 years of professional experience in human resource management, administration and operations in similar environments;  
• Excellent communication skills and decision-making capabilities based on analytical skills and critical though processes;
• Excellent people manager, open to direction and collaborative work style and commitment to get the job done;
• A demonstrated commitment to high professional ethical standards and a diverse workplace; and
• Ability to prioritize, plan and organize workflow to tight timeframes, handle multiple tasks, and be flexible with changing priorities.

Application process: 

This vacancy is open for Nepali citizen only. Please send your Curriculum Vitae and cover letter through our Application System (click to visit) by 31 December 2014. The cover letter must address how your experience and qualifications fits the requirements; state your expected salary and available start date. Please mention the position you are applying for in the subject line. Only shortlisted candidates will be contacted.