ThaiNGO

 Position in the Organization

Reports to (Hierarchical):

Human Resources Coordinator

Reports to (Functional):

Human Resources Coordinator

Job Family:

HR & FIN

Supervises (Function):

Cleaners

 Main Purpose

Under the supervision of the HR coordinator, implement general administrative procedures to ensure documentary traceability and compliance with local labour and financial regulations.

 Accountabilities

• Following the HR Co’s instructions, supervise that the internal regulations are followed in the mission to ensure compliance with tax and labour regulations.
• Execute recruitment activities ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.
• Inform all the new staff on Staff Regulations, HR policies and regulations and/or living conditions in order to facilitate staff integration and their security.
• Execute, under the HR Coordinator supervision, employee contract related activities (file opening and formal documentation archiving, personal data updating, amendments, termination dates supervision, etc.) in order to ensure legal compliance.
• Present and explain contract terms and the content of Internal regulation (rights and obligations) to newly recruited personnel in order to ensure legal compliance and local integration.
• Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on time payroll payment.
• Supervise the payroll process, checking the list of employees and amounts payable (variable pay, taxes, social securities contributions, etc.) in order to ensure accuracy and on time payroll payment.
• Follow-up cost of living on a regular basis.
• Register applicants to training activities and help the HR Coordinator to evaluate the results in order to improve return on training expenditures.
• Support the HR Coordinator & PAM to draw up annual holiday planning in order to schedule staff shifts and cover operational needs.
• Supervise project budget execution in order to detect deviations and recommend corrections.
• Organizes travel and files of all Staff arriving/departing the Mission, including International Staff documentation (visas, DWBT card, Mission Orders, etc.), booking and purchasing plane tickets, keeping / renewing passports and organizing briefings / induction.
• Ensure that all staff have valid work, stay, travel permits.
• Ensures staff travelling through the capital is picked up, has appropriate papers and a place to stay. 

 DWBT  Section/Context Specific Accountabilities

• Manage, in collaboration with HRCO & PAM, the arrival and departure of national and international staff in the country: visas, air tickets and all necessary formalities.
• Coordinate with projects on staff travel (national and international) and related administrative formalities (passports, visas, per diems).
• Maintain contact with external partners to keep abreast of policies and procedures concerning travel, entry formalities, visas and work permits (immigration, airlines, etc.).
• Handle all administrative tasks related to staff transiting through the capital (including trans-ports, briefings, financial matters and accommodation).
•  Ensure that Thailand movement management tools and contact lists are kept up to date and circulated regularly.
• Take charge of preparing per diems, telecommunication means, and accommodation/room allocation; ensure that guest houses are properly maintained (furniture, cleaning).
• Able to cover/support the Finance task while the Finance in charge will be out.

Requirements

Education

Desirable a degree in Human Resources Management or Administration-related studies.

Experience

Professional experience in human resources and administration would be an asset.

Languages                        

Essential mission working language (English)

Knowledge

Essential computer literacy (word, excel, internet, Outlook, SharePoint)

Competencies

• Results
• Teamwork
• Flexibility
• Commitment
• Stress Management