People & Culture Assistant

People & Culture Assistant

No. of Vacancy: 1
Functional Area: People & Culture

Reports to: People & Culture Manager

Location: Kathmandu

Travel required: Travel required to Field Offices

Grade: B

Type: Open to all applicants, Fixed term employment until 2 years from the date of employment; based in Country Office – Kathmandu

ABOUT PLAN INTERNATIONAL

Plan International is a development and humanitarian organization that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters and partners in over 75 countries. Our programs are underpinned by a core of defined values, including transparency and accountability, team collaboration, inclusion and integration, as well as the overall ambition to empower girls and young women as legacy.

Plan International has been working in Nepal since 1978 and developed a strong reputation as a respected development and humanitarian actor helping marginalized children, their families and communities to access their rights to health, education, economic security and protection. Through the support of local partners, Plan International has worked in 42 districts in Nepal since 1978.

Plan International strives for a just world that advances children’s rights and equality for girls. Our ambition from now to 2027 is to see All Girls Standing Strong Creating Global Change.

Plan international Nepal seeks candidates who practice feminist leadership, promote diversity, actively seek innovative solutions for problems, courageously and respectfully share their opinions and ideas, break down barriers and engender cross-department collaboration, practice active listening, maintain confidentiality, build trust and are passionate about children’s rights and equality for girls.

ROLE PURPOSE

The People & Culture Assistant is responsible to support in the administrative function of the department along with recruitment processes.

Description
DIMENSIONS OF THE ROLE

Reports to: People & Culture Manager

Budget Accountability: N/A

Number of direct reports: N/A

Number of Indirect reports: N/A

External relationships and representation

ACCOUNTABILITIES

Support in Recruitment

• Support in the Recruitment process (end to end) where necessary.
• Work closely with relevant stakeholders in the recruitment process (changes in schedules, follow-ups, etc.).
• Ensure all recruitments are as per the policies and practices of Plan International Nepal.
• Advocacy and lobbying during the recruitment process with the hiring panel to ensure fair and just decision making.
• Maintain strong documentation and evidence of the process.
• Ensure promotion of diversity and inclusion in all recruitments.

Assist in Human Resource Administration

• Ensure all the information in HRIS are up-to-date and clean up the data as and when required, and keep the track of changes made in the excel sheet for future reference.
• Generate reports and information from HRIS as needed (staff information, leave, performance management, etc.).
• Ensure personal file management of all staff (physical and digitil). Ensure we receive complete documents from new joiner within 1st week of joining and follow-up if required and raise any concerns to the Manager if any.
• Ensure all required documents including letters are prepared for smooth HR operations (CIT,SSF/PF, Invitation letters, separation, etc.).
• Support in employment contract management for new staff, extension etc.
• Track probation period and ensure probation review is completed and necessary documents are prepared and provided to staff.
• Work closely with People & Culture Department in onboarding of new staff (logistical and orientation).

Assist in payroll, benefits and timesheet

• Ensure all the relevant document like signed tax declaration, insurance copies, marital details documents, CIT and SSF registered numbers and contract renewal updates to P&C Coordinator so as to initiate the payroll work.
• Occasionally help P&C Coordinator for timesheet reconciliation after receiving the RIGO reports.Provide support in administration of staff insurance including coordinating with insurance company,
• logistics and staff, keeping up-to-date information etc.

Administer staff care and wellbeing initiatives

• Support in conducting organisation wide activities/ events.
• Identify and recommend innovative ideas for staff care and wellbeing.
• Support in creating a culture in-line with Plan’s feminist leadership values framework and fostering a climate of openness.

Other tasks

• Support People & Culture team in coordination to carry out its operation smoothly.
• Coordinate and collaborate with staff to follow up on documents, surveys, etc.
• Assist the team in audit processes (statutory, Global, project or tax audits) as required.
• Liaise with Operations for logistics arrangement of P&C related events, workshop, training etc.
• Maintain proper documentation of all P&C related documents/communications in both hard and soft copies.
• Translate documents as necessary.
• Any other tasks as assigned by line manager in accordance to organizational mandate and priority.

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Education Qualification and Experience

• Bachelor’s Degree in Management/ Social Sciences with 1-2 years of relevant experience.
• Demonstrated professional experience in the field of Human Resources Management.
• Experience of online HR information system (HRIS)will be an added advantage.
• Proven experience in coordination, liaison and networking.
• INGO work experience preferred.

Knowledge

• Clear understanding of the development sector, its operating and regulatory environment in Nepal.
• Clear in-depth technical and practical knowledge and understanding of the relevant job domain.
• Knowledge & understanding of Plan’s values.
• Understanding of local labour law and laws related to employment.
• Strong knowledge of updated best practices and tools in human resources management.

Skills & Ability

• Strong communication and interpersonal skills.
• Ability to perform a variety of administrative tasks.
• Ability to maintain confidentiality and maintain good relationship among stakeholders.
• Communicating, one to one, in groups both in writing, verbally, presentations and reports, in English, Nepali.
• Ability to problem solve, handle setbacks, multi-task and working under pressure.
• Ability to use basic office electronic equipment & computer applications & database management.
• Proactive and self-motivator.

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people.

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.3
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• We empower our staff to give their best and develop their potential.
• We respect all people, appreciate differences and challenge equality in our programs and our workplace.
• We support children, girls and young people to increase their confidence and to change their own lives.

PHYSICAL ENVIRONMENT

This position is based in Country Office, Kathmandu for short term.

LEVEL OF CONTACT WITH CHILDREN

Low contact: Low interaction with children.

“Say Yes ! To Keeping Children and Young people safe and Protected”

Application Deadline: 11 December, 2024

Source: Kantipur Dainik, 28 November, 2024