The Admin/HR officer will report to: Humanitarian Program Unit Manager
Assignment Duration: 12 months with possible extension
Closing date for applications: 29th August 2016, 5:00 PM
Number of position require: 1 position
Job purpose: The Admin/HR Officer will be responsible for the quality implementation of Admin/HR activities of Plan in Kachin Humanitarian Program Unit based in Myitkyina. The position holder is responsible for the quality implementation and ensures Admin and HR function effective and efficient and required to assist/support all related projects to all admin and HR function.
Dimensions of Role:
Handling queries wide-ranging internal and external, including detailed information.
Supervise day-to-day admin/HR process and consult with HPUM for problem solving and decision making. .
Manages own time to achieve departmental objectives.
Maintain and manage the development of department's services, procedures and systems.
Analyze variety of information sources to inform individual and group decisions.
Solving problems of a varied nature and resolving day-to-day problems without upward referral.
Impact of this role is significant within the department and may have wider, organizational impact.
Communicates widely within the department, with some Plan contacts and/or wider external contacts. Contribute to and influence operational planning.
Influence managers, staff and volunteers in Plan and develop effective networks with external bodies
Typical Responsibilities - Key End Results of Position: What” is done and “why”, but not “how”; include indicators for success
Ensure necessary administrative support is provided to ensure the smooth running of the office and any action needed is taken in timely manner.
Assist and support to ensure local authorities, line departments have built good relationship and collaborate very well.
Implement office policies and procedures that ensure cost effective use of space and facilities
Support Finance Manager (s) and Logistics Staff in ensuring availability of supplies and equipment necessary for smooth office operations
Ensure programme and operation support teams are working well together.
In collaboration with HR Manager, ensure implementation of health and safety standards within the office
Ensure the smooth coordination and relationship with township level government offices
Ensure all assessets are registered properly and in lines to the Plan International standards policy and guidelines
Ensure dispatch system is well organized and implement
Human Resources Activities:
Take part in the recruitment process of the program staff with the HPUM: support in Vacancy Announcements, arrangement for interviews/tests and evaluation of the competence of the candidate;
Liaison with Country office to ensure new staff recruitment, contract issuance, amendment and extension for national staff;
Provide support in induction for new staff, specifically for HR and Admin related tasks
Ensure up to date HR policies, procedures, forms etc. are available for access by all staff;
Provide guidance to staff on interpretation and application of Plan’s national staff policy guidelines and Code of Conduct;
Maintain annual leave spreadsheets (1) for planning of leave; (2) for recording leave balances of individual staff;
Prepare staff attendance register and ensure all Plan staff are completing on a timely basis;
Maintan and update the personal file for all staff (CV, ID Card, Job description, all other relevant documents such as warning letter, reccomandation, resignation letter, etc);
Ensure the weekly/montly meeting staff is organized and all staffs are informed it. He/she will in charge to prepare the minutes of the staff meetings;
Maintain confidentiality in all HR matters;
Ensure adherence to Plan International's national staff policy guidelines;
Comply with Plan International's Code of Conduct at all times.
Representation, Networking and Communication:
Ensure appropriate representation of Plan International in Township level local authorities, UN, INGOs, local NGOs and communities, etc.
Support PM (s) for ongoing coordination with relevant stakeholders locally and provide necessary information to support external representation of the programme at Township level.
Provide regular programme updates and early alerts to the HPUM for timely decisions
Qualifications, Skills & Experience:
Citizen of Myanmar
Any graduate (B.A, B.Sc.)
Minimum Four years of demonstrated professional experience in administration and human resource management, preferably with an INGO
Has experience working in an emergency situation
Willing to be assigned in Kachin for full time
Able to speak English both oral and written
Able to speak Kachin language both oral and written
Able to work as a part of a team
Ability to manage multiple priorities in a very busy situation
How to apply: Interested candidates who meet the above requirements are required to submit a cover letter, a comprehensive CV and details of at least 2 referees via E-mail to:
Reference & background checks will be performed for successful candidates including clearances on child related offences in conformity with Plan International's Child Protection Policy.
Only shortlisted candidates will be contacted. Plan is an equal opportunity employer.