HR and Admin Officer

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

The IFRC has five regional offices: Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat. The Asia Pacific Regional Office (APRO) leads IFRC support to National Societies of 38 countries through eight country delegations[1] and five country cluster delegations[2] spread across East Asia, South Asia, Southeast Asia and the Pacific geographical areas.

Job Purpose

HR & Admin officer is line managed by Senior Management Services Manager. Admin tasks for this position will be mostly welcoming tasks such as organizing international and domestics flight tickets as well as hotel bookings, the stock inventory of stationary, sundry and cleaning supplies, and supervising archive room access. This position will be responsible for National staffs’ Human Resources management tasks such as recruitment and selection (including HR planning), compensation (payroll) / benefit (leave, medical claims and insurance) and performance management of the national staff who are employed under IFRC Myanmar Delegation.

[1] Afghanistan, Bangladesh, Democratic People’s Republic of Korea (DPRK), Myanmar, Nepal, Pakistan, Papua New Guinea and Philippines

[2] Bangkok, Beijing, Jakarta, New Delhi and Suva Job Duties and Responsibilities

Administrations

• Welcome and reception the incoming international and local visitors.
• Organize Hotel bookings and flights for all field visit of visitors and staffs (Delegates as well as National staff) in coordination with MRCS respective programme personnel.
• Ensuring all the logistics arrangement for all staffs’ International travels such as air ticket and accommodation ready before travel in coordination with Admin Officer.
• Ensure to coordinate with suppliers and admin officer for all incoming invoices related to domestics and international air ticket and domestics hotel booking.
• Ensure to arrange the delegates unaccompanied baggage delivery for inward and outward journey for the mission.
• Ensuring the procurement for office stationery are well organized and aligned with IFRC Procurement standards.
• Assisting to Admin Team and programme team linking with the translation services provider in written and verbal if be needed.
• Responsible to manage archive room access and ensuring IFRC standard filing system is followed.
• Assisting to follow up request for quotations and to ensure to get the price proposals from suppliers are provided in time.

Human Resources

• Ensure to manage the IFRC HR system (digital HR management system).
• Recruitment of national staff and consultant for Delegation including drawing up contracts and developing remuneration packages in consultation with the recruiting manager and in accordance with the grade and salary structure.
• In collection with supervisors and other delegation staff, ensure that a proper briefing and orientation system prior for new arrivals is set up.
• Well understanding of the Staff Regulations for Delegation contracted staff, ensuring that they are in line with the applicable labour laws.
• Review and revise effective personnel record keeping for all delegation staff in IFRC HR system.
• Liaise with contracting managers on: planning, recruitment, selection, paper work, evaluations, performance management.
• Arrange welfare, personal health, insurance, income tax, leave, payroll for national staffs.
• Develop a database of all potential candidates for employment and consultancies.
• Advise and assist line managers for employing staff for the short, medium and long term.

Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work related duties and responsibilities that may be assigned by the line manager

Education

• University degree, or equivalent qualifying experience, in relevant area is required.
• Relevant professional qualifications is preferred.

Experience

• At least 3 years of Human Resources Management relevant personnel management is required.
• Experience in working with locally employed staff issues is required.
• Experience in working with HR database/ online system is preferred.
• Experience of working for the Red Cross/Red Crescent is preferred.

Knowledge & Skills

• Effective negotiation skills is required.
• Good analytical skills and solution-oriented is required.
• Good mentoring and capacity development skills is required.
• Ability to work well in a multicultural team is required.
• Excellent stress management skills is required.
• Demonstrated accountability is required..

Language

• Fluently spoken and written English and Myanmar is required.

Competencies and values

• Core competencies: Communications, Collaboration & Teamwork, Judgement & Decision, National Society & Customer Relations, Creativity & Innovation, Building Trust.
• Functional competencies: Strategic Orientation, Building Alliances, Leadership, Empowering Others.
• Values: Respect for Diversity, Integrity, Professionalism, Accountability