Administration and HR Supervisor

Notice of Recruitment – Lao National Staff

The Norwegian People’s Aid (NPA) is a Norwegian humanitarian organization supporting capacity building and development in many countries and has been engaged in the UXO clearance in Laos since 1997. The strategic goal for the programme is to reduce the humanitarian and socio-economic threat posed by unexploded ordnance (UXO). NPA Lao PDR is regulated by the National Regulatory Authority (NRA) for the UXO Sector. The programme currently has more than 800 staff and receives funding from the United States Department of State (USDoS) and the Norwegian Ministry of Foreign Affairs (NMFA).

The NPA Lao PDR programme is now seeking a qualified, enthusiastic, experienced and well-motivated person for the following position:

1. Administration and Human Resources (ADM/HR) Supervisor 01 Position (Based in Vientiane Capital)

General responsibilities  

The ADM/HR Supervisor will be based in the NPA Lao PDR Vientiane Country Programme Office (CPO) and under guidance of the ADM/HR Manager, oversee the implementation of HR and Administrative roles and duties support to the the CPO and the operations according to NPA Global HR Policy and Country Programme Office Administration Guidelines.

The ADM/HR Supervisor will coordinate closely with the Field Supervisor, the Senior ADM/HR and Officers for HR and administrative matters to support Vientiane CPO and the South. This includes oversight of the entire ADM/HR team in Vientiane CPO, especially to ensure that all the HR tasks are conducted to support Field ADM/HR within the set or given time frame and the Supervisor will participate in all major meetings and represent the Admin/HR Department.

 Specific Tasks:

• Ensure that the implementation of Cadena HR Management is conducted accordingly to the NPA Global HR policy and compliant with the advices from HO.
• Be responsible for Biometric system (finger print- punch in/out) and ensure that the system is working and maintained for proceeding staff time attendance properly and configuring with Cadena payroll system.
• Review and ensure all adequate supporting documentation are timely submitted by the Field ADM/HR team to the Vientiane Country Office for payroll preparation.
• Review and ensure that all field staff leave is taken following accurate entitlement and category and is properly and systematically recorded.
• Provide advice on behalf of the ADM/HR Department and ensure oversight of all Human Resource Management and administrative matters.
• Provide direction, make decisions and provide timely solutions for any challenging cases on NPA Global HR policy, rules and regulations that that ADM/HR team members may encounter.
• Responsible for the planning and conducting of any staff recruitment that needs to be carried out in both Vientiane and the South according to NPA Laos procedure and guidelines.
• Generate an HR Capacity Developing Plan for Vientiane CPO staff and ensure that it is regularly maintained and updated.
• Supervise the Vientiane ADM/HR staff as well as review their work schedule prior to obtaining a final approval by the ADM/HR Manager.
• Ensure that all new staff receive and sign employment contracts timely before the commencement of their respective date of deployment, and that all NPA key policies have been introduced and acknowledged by the employee.
• Ensure that an exit procedure is established for any staff when leaving NPA.
• Ensure that the service agreement for vegetation cutters and other casual labour servicers are prepared and signed in time to provide full support to operational needs.
• Ensure that legal required insurances are provided to all new staff as well as for the casual labour servicers and that the insurance cover is continually kept updated in line with the prescribed agreement or contract periods and dates.
• Maintain personnel information records and the HRM system conforming to the NPA Global HR standard which is key information for NPA HO required reporting inputs, such as monthly programme progress reports and Performance Monitoring (KPIs) reports as well as donor reports.
• Ensure all administrative tasks such as flight booking, accommodation and meetings are well arranged and timely in support of keeping operations running smoothly.
• Ensure that all property and other lease agreements for Vientiane CPO and the South acquire proper supporting documentation in compliance with NPA regulations.
• Perform other tasks and duties that may be assigned or delegated by the ADM/HR Manager.

Required Qualifications:

•  2-3 years’ experience in working on payroll and severance pay system as well as being knowledgeable person on tax regulations and labour law in Lao PDR.
• Experience in working on Human Resource Management such as recruitment, capacity mapping and development plan.
• Relevant university degree and/or equivalent experience in mid-level managerial positions of 3 years.
• Written and verbal proficiency in English.
• Good working experience with computer, proficient with MS Windows and Office applications.

 Desirable:

•  Experience in working on Cadena HR management system and other similar software programme.
• Experience in working on Biometric system (finger print- punch in/out)/Time Attendance
• Experience in supervising team members
• Experience in the relevant field with non-profit organizations in a development or humanitarian context.
• Knowledgeable on staff beneficiary and social security.
• Familiar with using HR Management software systems.
• Driving licence (class AB is a minimum required).

 Personal Competencies:

•  Highly motivated, creative, and proactive.
• Systematic, structured and analytical.
• Excellent communication and interpersonal skills.
• Ability to take initiative and work independently.
• Dedicated and committed to high quality standards.
• Willingness to travel frequently to provinces and districts.
• Ability to establish effective working relationships at all levels internally and externally.
• Ability to meet deadlines.
• Cross-cultural communication skills.
• Ability and readiness to work under pressure and dealing with difficult and complex conditions and with limited supervision.