Job Title : Senior Human Resources and Administration Officer
Location : Maesot
Background/IRC Summary: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is at work in over 40 countries and 26 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces
Job Overview/Summary: The Senior Human Resource and Administration Officer, based in Mae Sot, Tak province, provides day-to-day for all administration and Human Resource systems and services at the Mae Sot field site. The position supervises the Operations Officer.
Major Responsibilities:
Visas & Work Permits
- Prepare timely Letters of Application for staff visa and work permit requests to Ministry of Interior (MOI) for non-Thailand passport holders and their eligible dependents
- Prepare work permit documents for new applications and annual renewals
- Prepare and manage government-required 90-day notice and Re-Entry Applications for eligible passport holders
- Plan and conduct education sessions for visa & work permit for staff in field offices
- Effectively liaise and coordinate with BKK HR Officer to ensure all paperwork is timely, complete, and accurate
- Track and manage all visa and work permit information and expiry dates
- Plan well in advance with staff members concerned, required Immigration and Ministry of Labour visits
- Update any changes regarding visa and work permit applications processes
Facilitate Camp Passes for Staff and Visitors
- Coordinate with HR BKK to complete government-required camp pass applications for IRC staff, visitors, donors and other individuals who plan to visit Tak refugee camps
- Coordinate with IRC field offices to obtain Local Camp Pass Applications for IRC Tak staff
- Prepare permanent camp pass applications for Tak staff and submit to HR BKK
- Distribute permanent camp pass to staff and retrieve from staff at end of each year
- Distribute and account for radio camp passes to IRC staff, visitors, donors and relative staff
Timesheet
- Collect completed monthly timesheets and leave requests for review and submit to BKK HR department by 10th of each month
Workday System
- Maintain and ensure staff personnel data in workday system is correct and updated in timely manner.
- Update leave of absence in workday system
- Update visa and work permit record
Staff Benefits
- Coordinate with HR BKK to submit health insurance reimbursing cost to AIA and serve as the focal point with AIA and staff inquiries
- Coordinate with HR BKK on Provident Fund processes and serve as focal point with Provident Fund and staff inquires
Administration
- Proactively monitor and assess administration achievements quarterly, ensuring tracking systems and reports are in place to support administrative and management processes
- Ensure a smooth and adequate process when welcoming visitors, vendors and colleagues
- Review and update as needed Staff List/Organization Chart/Calling Trees and send to BKK Admin
- Manage office rent, staff housing and maintain and update lease agreements, deposits, payments, and other documentation
- Ensure all policy updates/changes are posted on the office board.
- Prepare HR and Admin cash projection and spending plan.
- Ensure all administrative payments (office rent, security guard, daily worker and housing) are made in accordance with IRC policies
- Manage all office rentals and lease agreements and negotiate agreements with landlords to secure the best possible costs
- Weekly monitor cleaners and guards to assure good housekeeping and office security for all offices
- Perform other administrative duties as assigned by Supervisor
Staff management
- Prepare work plan and issues of Admin team to develop working performance
- Supervise Operations Officer and oversee Admin team. Also establish working performance objectives, capacity building and monitoring
- Supervise Operations Officer work to ensure effective administrative support and cover work during staff absences
Other responsibilities
- Build good relationships with staff, Royal Thai Government (RTG) and other agencies on work related to visas, work permits, camp passes and routine HR-related matters
- Conduct orientation for new staff on staff benefits, timesheet, camp passes, visa, and work permit processes
- Maintain all HR files, folders and related documents in proper condition
- Prepare payment request for all work related HR working process
- Keep HR information private and confidential at all times
- Perform other HR duties as assigned by Supervisor and Operations Manager
Key Working Relationships:
Position Reports to: Human Resources & Administration Manager
Position directly supervises: Operations Officer
Indirect Reporting: Deputy Field Coordinator
Other Internal and/or external contacts:
Internal: All IRC Staff (Operations Team and Programs)
External: Government officials, Agency, Vendor, Landlord and etc.
Job Requirements:
Education: Bachelor or Diploma in Management or related field
Work Experience: Minimum 3 years experience in HR or Admin and demonstrated experience coordinate government agencies and Experience in a non-profit organization and international environment is preferable.
Demonstrated Skills and Competencies:
- Strong organizational skills, good at multi-tasking, flexible.
- Ability to communicate clearly both verbally and in writing.
- Able to work under pressure with minimum supervision. Good task prioritization skill and Good time and people management skill
- Basic computer proficiency of Microsoft Excel, Word, and PowerPoint
- Good knowledge in Thai labor law and legal concern
- Positive attitude, Excellent and team-oriented person
- Ability to work to regular deadlines and adapt to changing situations
- Excellent time management skills
Languages and Computer skills:
- Good command of written and spoken Thai and English
- Computer proficient and demonstrate skills in database management and record keeping
- Proficient in Microsoft Office and Excel
Certificates or Licenses: N/A
Working Environment: The position will be based in Mae Sot District, Tak Province, with some time travel to Mae La, Umpiem and Nupo Temporary Shelter in Tak
All applications will be treated confidentially and not returned. The IRC considers all applicants on the basis of merit without regard to race, national origin, religious beliefs, sexual orientation, age, marital status or physical or mental disability. The IRC is an equal opportunity employer.
HOW TO APPLY:
The position has been posted on the IRC website and can be found here. Please apply via link below
https://rescue.csod.com/ats/careersite/JobDetails.aspx?site=1&id=4132
All applications will be treated confidentially and not returned. The IRC considers all applicants on the basis of merit without regard to race, national origin, religious beliefs, sexual orientation, age, marital status or physical or mental disability. The IRC is an equal opportunity employer.
APPLICATION DEADLINE : 20 March 2019
