Human Resource and Administrative Officer

Human Resource and Administrative Officer

Duty station: Bangkok

Supervisor Human Resource Manager

About ECPAT International

ECPAT International is a global network of civil society organisations dedicated to ending the sexual exploitation of children (SEC) in all its manifestations. This includes the exploitation of children in prostitution, in the context of digital environments, in the context of trafficking of children for sexual purposes, the sexual exploitation of children in travel and tourism and some forms of child, early and forced marriage. The ECPAT Network currently consists of 125 members working as independent organisations or coalitions in 104 countries.

The ECPAT International Secretariat coordinates the global work of the organisation and is based in Bangkok, Thailand. The Secretariat designs and implements global and regional level programmes and undertakes programming, campaigning, advocacy and research to facilitate a range of network initiatives. About half of the ECPAT team is home based globally, with the other half based in the Bangkok office.

The operations team in Bangkok is currently five persons and supports the Bangkok and the global team.

Objectives of the position

To deliver an operational, generalist and confidential HR and Admin service to ECPAT’s global workforce, thereby ensuring a positive work environment is achieved and maintained.

Main responsibilities

Human Resources

Recruitment

• In close collaboration with hiring managers, support them in job description formation, assist in writing advertisements, identify appropriate job boards, and plan out the activities associated in gaining a successful hire.
• Advise on appropriate selection criteria and arrange all work-based tests and interview schedules.

Induction/ Probation

• Identify with Line Manager what necessary information should be offered to the new joiner to allow them to have a smooth and positive experience into ECPAT.
• Create appropriate Induction schedules, confirming the attendance of all induction managers through calendar invites, and provide the new joiner the schedule in advance of their start date.

Payroll and Company benefit processing

• Prepare the monthly payroll and gain HR Manager approval before release to the Finance Team.
• Ensure all payroll paperwork connected to our Employer of Record is actioned.

Employee Relations

• Contribute to establishing organizational policies and procedures and support the HR Manager in communicating them out to employees.
• Advise Managers and Employees on any dispute issues that arise, while maintaining compliance with local labour laws and internal procedures; raising any serious issues to the HR Manager for resolution.
• Manage the legal, visa and work permit processes with respect to expatriate staff and the organisation’s registration in Thailand, acts as liaison officer and develop good relations with relevant Thai authorities.

Performance Management and Training & Development

• Send out and collects appraisal documentation; answering any questions related to process.
• Organise training and development activities.

HR Administration

• Ensure that all background checks are satisfactorily completed and keep the HR Manager informed of their progress.
• Generate employee offer letters and contracts and/or ensure the appropriate onboarding process on Remote’s platform is completed.
• Prepare consultancy contracts, oversee filing and completeness of documentation, and follow up on payment requests.
• Ensure all IT related matters to their joining is completed in good time.
• Send calendar reminders to Line Managers to carry out the probation meeting, collect forms, and write the appropriate letter informing staff on the outcome.
• Administer employee benefits, such as medical insurance.
• Send out leaver’s letters, carry out exit interviews, and ensure leaver’s have a positive experience when being off-boarded.

General Administration

• Supervision of office management (premises, supplies, inventory)
• Oversee travel arrangements and travel filing system for staff, board members and other ECPAT representatives (flights, accommodations, visa)
• Supports staff in organizing events (e.g., staff retreat, parties)
• Coordination of the ICT office arrangements, assess needs and constraints, and liaise with external IT service provider to provide needs as required.

Profile

Qualifications & Experience

• A university degree in human resource, administration, or other business-related area would be preferred but not essential.
• Minimum of 3 years relevant professional experience working in the fields of human resources and administration.
• Must have worked in an international context, preferably in the non-profit sector.
• Experience of working in a confidential environment
• Experience of using and managing a variety of HR systems and applications
• Has experience in external HR networking.
• Strong multitasking and organizational skills
• Think creatively, innovate and set priorities, and evaluate progress on key milestones.
• Proactive, self-motivated and can work independently.
• Clear aptitude for numerical analysis and data insight.
• Able to build strong internal relationships and effectively communicate with all staff that come from differing backgrounds and cultures.
• Good IT skills with experience in Microsoft Office packages, particularly Excel.
• Strong knowledge of Thai labour law

This is a national position only for candidates with the right for employment and residence in Thailand

Commitment to Safeguarding

ECPAT is committed to ensuring children and adults engaged with our organizations are safeguarded from any form of sexual abuse and sexual exploitation. The candidate is required to act at all times according to ECPAT’s values and principles and in compliance with our policies and procedures, including Child Safeguarding and our Code of Conduct. Submission of a criminal record is required.