Jobs @ ICIMOD Last Date 24th December 2012
Terms of Reference
Title: Human Resources Assistant
Division: Administration and Finance
Unit: Human Resources/Organizational Development (HR/OD)
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Background
The International Centre for Integrated Mountain Development (ICIMOD) is a regional intergovernmental learning and knowledge sharing centre serving the eight regional member countries of the Hindu Kush Himalayan (HKH) Region ? Afghanistan, Bangladesh, Bhutan, China, India, Myanmar, Nepal, and Pakistan.
The role of the Human Resources/Organizational Development (HR/OD) Unit is to ensure a system of efficient, effective, and transparent HR policies, procedures, and practices, including HR administration, contracting, recruitment, performance appraisal, and staff capacity development as well as to advise and assist all programmes and divisions of ICIMOD in HR issues that may come up. The HR/OD Unit is part of the larger Administration and Finance Department.
Responsibilities and tasks
Reporting to the Head of the HR/OD Unit, the HR Assistant will support and assist the HR Unit in all HR-related tasks and activities, including the following:
Recruitment:
- Manage the online application system, including incoming CVs, the online CV database, and relevant upgrades to the online system
- Assist in formulating ToRs and translating TORs into vacancy texts
- Coordinate with relevant vacancy channels (websites, newspapers, professional journals) for the placement of vacancy advertisements
- Communicate with interview panel members and applicants to schedule interviews
- Coordinate logistic arrangements, including travel and accommodation for interview candidates from outside of Nepal
- Maintain proper documentation of all recruitment procedures
Medical insurance administration:
- Administer ICIMOD's local medical and GPA insurance schemes in line with current policies and agreed benefit provisions for staff
- Ensure that staff and their dependants are covered under the medical policy, and update changes and additions to the staff member's dependency status
- Advise and assist staff in completing medical claims; process claims for reimbursements; maintain close liaison with insurance companies; follow-up to ensure prompt settlement of claims
Management of staff leave records through the enterprise resource planning (ERP) system:
- Credit monthly leave entitlements to all staff
- Make corrections, process cancellations, and provide leave status reports as and when necessary
- Credit annual leave extensions at the start of each year
General HR administration and logistics:
- Arrange identification cards for all staff, including consultants, contractual staff, and others employed by ICIMOD
- Organize induction programmes for new staff members
- Manage logistics for training programmes, workshops, and other events organized by the HR/OD unit
- Maintain performance appraisal records
- Perform other tasks as assigned by the head of the HR/OD Unit
Minimum Qualifications
- Master's of business administration with a specialization and demonstrated ability in human resources management
- At least 2 years of work experience in HR for a non-profit organization.
Competencies
- Management and coordination: Ability to plan and organize events and meetings, providing efficient administrative, logistic, and coordination support; good time management and prioritization skills
- Networking and communication: Excellent written and oral English communication skills; the ability to effectively communicate with colleagues and external parties through telephone, email, and face-to-face on operational issues and queries; ability to listen to others and present and discuss ideas effectively within the team
- Result orientation: Proactive approach for the smooth organization of internal processes; ability to work independently with a strong sense of initiative, discipline, and self-motivation
- Social/team competency: Ability to work smoothly and effectively with others in and outside the team to establish constructive ideas or solutions that meet organizational objectives
- Flexibility/innovation: Ability to easily adapt to changing contexts, technologies, and approaches when necessary; and desire to make improvements in own work area
- Computer skills: Proficient in basic computer skills including the use of the Microsoft Office Suite (Word, Excel and Outlook), email, and internet
Duration
3 years, of which the first three months are probation, with a possibility of extension subject to ICIMOD's future funding levels
Starting Date
Preferably from 1 January 2013
Remuneration
Salaries and benefits of ICIMOD are competitive compared to other regional organizations; remuneration is commensurate with experience and qualifications.
Gender and Equity Policy
Qualified and eligible women candidates and those from disadvantaged backgrounds are highly encouraged to apply. ICIMOD implements a gender fair policy and is supportive of working women. It operates a Day-Care Centre at the campus and is committed to gender mainstreaming at the organisational and programmatic levels.
Method of application
Applicants are requested to apply online before 24 Dec 2012 through ICIMOD's online application system.
Only shortlisted candidates will be notified.
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