JOB DESCRIPTION
Manager – Human Resources and Administration, The UNION, New Delhi
1. POSITION VACANT: Manager – Human Resources and Administration, The UNION, New Delhi
2. ORGANIZATION BACKGROUND
Founded in 1920, the International Union Against Tuberculosis and Lung Disease (The Union), is a non-profit institute with five scientific departments and several offices worldwide, as well as a federation of close to 3,000 organisations and individuals, who are committed to the same goals. Its scientific departments focus on tuberculosis, HIV, lung health and non-communicable diseases, tobacco control and research; and each engages in research, provides technical assistance and offers training and other capacity-building activities, leading to health solutions for the poor.
Project Background:
iDEFEAT TB - Institutional Strengthening to Accelerate Actions for TB and Drug Resistant TB in India, is USAID’s flagship TB project in India. The overall goal of the project is to strengthen TB-related institutions focusing on programmatic and clinical management of patients with TB and DR-TB, thereby contributing to the achievement of India’s National Strategic Plan and targets set forth at the United Nations High-Level Meeting on TB. iDEFEAT TB is being implemented by a consortium of partners, led by The Union.
For more information about The Union’s work in South-East Asia, please visit:
https://theunion.org/our-work/south-east-asia.
3. JOB DESCRIPTION/ RESPONSIBILITIES:
Reporting to the Head of Human Resources and Administration (HHRA), of The Union’s South-East Asia (USEA) Office, the Manager- Human Resources and Administration (MHRA), shall be responsible for reviewing and implementing HR policies and procedures, as well as managing recruitment, performance reviews, on-boarding, employee relations, contracts, budgets, compensation and benefits and statutory compliances. S/he will ensure that the above responsibilities are aligned with Global Human Resources practices. The incumbent will also facilitate the administrative functioning of the office by supervising administration and managing procurement and vendors.
Overall Responsibilities:
(1) Provide support to the HHRA for the preparation of the annual plan and budgets for HR & Administration, for different line items such as office admin, travel, IT and procurement, in line with project and office budgets;
(2) Implement efficient, transparent, and customer-oriented processes at the USEA office in line with The Union’s global policies and statutory requirements;
(3) Guide project admin teams in maintaining information that may be required by external auditors. Review the work of HR & Admin teams, for all processes executed by the Central Ops team, ensuring the maintenance of audit relevant data, and acting as the focal point for project admin staff to resolve all queries and/or complaints;
(4) Provide support to the HHRA in Pandemic Preparedness coordination, working closely with the Global Pandemic/ Public Health Emergency Coordinator for the purpose.
Key Responsibilities:
Human Resources (70%)
(1) Review and implement HR policies and practices to ensure they comply with the legal and regulatory framework, and are in alignment with practices followed by progressive NGOs/ INGOs;
(2) Keep track of budget allocations, and contract duration of staff, ensuring that all relevant documents relating to staff are available and filed;
(3) Provide support to the HHRA, in managing staff issues including disciplinary matters/ grievances;
(4) Bridge management and employee relations by addressing demands, grievances or other issues;
(5) Keep Reporting Manager updated, ensuring adherence with the most recent statutory labour laws and regulations of India;
(6) Manage the performance cycle including setting objectives, organising orientation, reviews and final appraisal/ ratings;
(7) Nurture a positive working environment;
(8) Undertake employee engagement activities to keep the staff motivated and ensure that the work environment is friendly;
(9) Provide support to HHRA in the conduct of annual staff engagement surveys and in implementing plans to address issues identified through such surveys;
(10) Conduct training needs analysis; Identify and inform staff of opportunities for staff development;
(11) Work on HR services (recruitment, on-boarding, contracts, compensation, benefits, performance reviews, learning interventions and compliances);
(12) Collaborate with the Legal Consultant for the preparation of agreements/ contracts, ensuring that all agreements/ contracts are credible and compliant with statutory requirements;
(13) Further explore HR & Payroll software/ ERP system, in order to utilise its full capacity for the office;
(14) Liaise with Unit Heads and their first line reportees to prepare projections of Unit needs from an HR perspective;
(15) Identify critical capacity requirements of staff in the USEA office and take necessary steps to address the needs and strengthen the organisation;
(16) Prepare monthly/ quarterly reports, budgets and allocations in specified template(s) for management information and decision making;
(17) Maintain information/ database that may be required by the external auditors; Ensure the maintenance of audit relevant data/ documents within the team.
Administration (30%)
(1) Ensure updated policies and SOPs are in place and applied consistently to improve administrative policies and practices;
(2) Ensure Annual Procurement Plan is in place in coordination with all Unit Leads and regular review and update of the data/ information;
(3) Oversee and regularly review the implementation of The Union/ USEA policies for administration (procurement, travel and IT); Conduct regular internal checks with Project Admin staff to ensure adherence;
(4) Ensure implementation of relevant policies and processes with high customer focus (wherever executed by the Central Ops team);
(5) Ensure empanelment of vendors for various needs of the office. Seek regular feedback from units on the performance of such vendors and take corrective action where required;
(6) Liaise regularly with relevant staff in the Units/ Projects to prepare projections of their administration related needs;
(7) Identify critical capacity requirements of administrative staff in the USEA office (including admin support staff in projects) and take necessary steps to address needs and strengthen the organisation;
(8) Design relevant MIS formats for all Administration procurement, travel related functions and periodically review the same to generate insights for improvement in the effectiveness and efficiency of services;
(9) Ensure the timely release of RFPs for the procurement needs of the office;
(10) Oversee provision of administrative services to USEA staff including housekeeping, logistics support for office events, etc.;
(11) Oversee the maintenance of all fixed assets of the organisation, their effective codification, periodic updating of records, inventory management of material/ goods, timely preparation and submission of periodic inventory reports and the coordination of physical verification of assets/ inventory items;
(12) Oversee functions for the USEA office relating to the payment of utility bills, asset management, vehicle management, and reception management.
4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:
Qualification
Applicant must have a Master’s degree in Human Resources Management.
Experience
(1) 7-10 years of experience in human resource and admin;
(2) In-depth knowledge of labour laws and HR best practices, as well as knowledge of HR and Admin systems and databases.
Skills and Competencies
(1) Ability to prepare budgets, and oversee office functioning in coordination with the HHRA;
(2) Ability to build and effectively manage interpersonal relationships at all levels of the organisation;
(3) Excellent active listening, negotiation and presentation skills;
(4) “Make-it-happen “attitude;
(5) Flexible team-player with strong multitasking skills;
(6) Detail oriented;
(7) Excellent written and communication skills in English.
5. COMPENSATION OFFERED:
Gross compensation budgeted for the position is Rs.14 lacs per annum. Please note that the offer made to the selected candidate shall be commensurate with qualifications, experience, and salary history.
6. LOCATION: New Delhi
7. REFERENCE: MHRA-UNION
8. CONTACT INFORMATION:
Team SAMS
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 4081 9900; 4165 3612
9. APPLICATION PROCESS:
Eligible candidates interested in the position are requested to apply using the link https://recruitment.samshrm.com/Jobs/UNION by or before February 16, 2023.