The Human Resource Assistant position is expected to comply with the Delegation of Authority (DoA), current at any particular time, and the sub-delegations issued thereof. Such compliance must be exercised with due diligence and regard for the letter, spirit, and purpose of the DoA.
Under the overall supervision and guidance of Head of Human Resources, Asia and Oceania, the HR Assistant will manage integrated HR processes and ensure effective and efficient conduct of resourcing activities within the assigned country(ies). The HR Assistant is expected to provide high-quality customer service at all times, safeguard all HR business transactions involving internal (i.e., hiring managers, unit managers and country representatives) and external (i.e. candidates, service providers) stakeholders and ensure actions are attended to in a timely manner. The HR Assistant will also be expected to produce complete and accurate documentation of all resourcing transactions, ensure completeness, compliance, integrity and transparency at all times. Overall, the HR Assistant will provide support and facilitate HR transactions in Thailand in line with the standard service levels of IUCN Asia. The HR Assistant may be requested to provide HR support services to other countries, based on regional needs. Specific Duties: HR Administration and customer services:
Interpret and apply HR policies, conditions of employment and local labour law, respond to employee’s general queries related to policies and guidelines.
Undertake appropriate research on labour laws and policy changes for the country(ies) assigned and provide pertinent revisions to the line manager.
Ensure that all staff personnel files have hard and electronic copies (the latter being essential), and ensure all are accurate and complete, updated, well maintained, and stored securely in accordance with an established standard practice.
Ensure the accuracy and timeliness of data maintained in HRMS.
Update records, generate HR information and other data, and prepare relevant presentations, as may be required for HR reporting.
Ensure timely and accurate management of audit-passable records and files.
Contribute to structured salary surveys by providing salary information, social costs and details of other benefits and entitlements in accordance with the contract of employment and conditions of service.
Talent Acquisition and Talent Management:
Provides support in building the image of IUCN as an employer of choice in the region (i.e., engage in employer branding) and develop links with educational institutions, training authorities, networks and other related entities for sourcing high-quality human capital and proactively develop and identify alternative ways of attracting high-quality human resources in the country(ies) assigned.
Provide end-to-end process delivery of recruitment and selection of new staff and other personnel such as interns, volunteers, resource persons and consultants, employee lateral transfer, promotion of existing staff and contract reviews and extensions.
Ensure that recruitment processes emanate from the budget process and that any position being recruited has been approved and included in the Staff Cost Budget (SCB) and Headcount Sheets (HCS).
Review Terms of Reference (ToR) for new and existing positions and draft job descriptions and vacancies in line with position classification standards and practices.
Facilitate complete recruitment cycles in other countries, as may be assigned, while ensuring compliance with established rules, guidelines, and best practices.
Develop job adverts that are consistent with the established IUCN standards and ensure that jobs are posted on effective advertising platforms apart from HRMS to deliver high-quality sourcing of candidates.
Maximise the use of IUCN systems regarding talent acquisition such as asynchronous video interview and testing platforms as may be available.
Ensure IUCN’s Talent Acquisition policy is observed, and line managers are trained and guided on the process, procedures, and timelines.
Supports the HR Business Partner in contract negotiation process with newly identified staff and personnel and provides data to ensure the compensation in line with equitable levels of pay established at IUCN; facilitate reference/background checks and pre-employment clearances.
Facilitate the onboarding and induction of new staff and administration of appropriate benefits, ensuring seamless coordination with relevant stakeholders.
Prepare the welcome and induction package for new staff and ensure the content is relevant and accurate.
Contract Management and Payroll:
Monitor dates relating to Probationary Periods, Performance Reviews, Headcount budget timelines and End of Contract; communicating to the appropriate persons as needed and dates in line with contract terms and notice periods are observed.
Ensure that staff have contracts before they start working and that all related paperwork is complete.
Prepare payroll in a timely and efficient manner, collate all information relating to the monthly payroll for staff e.g. contract, amendment of the contract, salary changes etc., ensuring that the correct staff details are complete and reflected in HRMS, and all staff on the payroll have valid contracts;
Administer staff benefits and entitlements such as insurance, pension or provident fund, social security, housing allowance, leave and absences, home leave and education allowance, as appropriate.
Generate daily rates from HRMS as and when required, issue HR documents such as a certificate of employment as requested by staff.
Support exit processes when a staff leaves, ensure staff and line manager is guided in the completion of all required documents including conducting Exit interviews. Confirm clearance is processed and final payment have been arranged with the Finance team and that the personnel file is announced in HRMS for the termination of access.
Assistant to the HR Regional Office:
Managing all travel authorizations, claims, DSA management and administrating travel plans.
Calendaring and scheduling appointments for HR meetings, interviews and minutes taking.
Assisting in reporting, presentation materials, data analysis and reporting when necessary.
Corresponds with other functional departments administrative staff to ensure smooth execution of HR actions.
Please Note: The above TOR contains the main responsibilities and duties of this position. However, in an ever-evolving organisation such as IUCN staff members are expected to show flexibility in their approach to work and be willing to undertake other tasks that are reasonably allocated to them but which are not part of their regular TOR. Where any task becomes a regular part of staff member’s responsibilities, the TOR should be changed in consultation between the manager, the staff member and the HR Unit. Any one of the three may initiate the consultation.
University Degree in Human Resources, Business Administration, Public Administration, or a related field. An Advanced University Degree or professional certification/qualification in Human Resources a distinct advantage.
At least 2 years of relevant experience in in recruitment, payroll, and benefits administration, preferably from an international or multination organization. Relevant experience from an international organization or the development sector an asset.
Familiarity with international HR best practices, principles and standards and understanding of labour laws including for Thailand, employment regulations and ability to interpret rules and policies.
Excellent command of the English language (verbal/written)
Proficient in using office applications and web-based management tools and systems.
Experience in handling a cross-cultural, cross-boundary workforce in a multi-cultural and multidisciplinary setting.
Ability to work under pressure and deal tactfully with sensitive issues.