Country Human Resource Manager

The South East Asia Program includes operations in Cambodia, Laos, Vietnam, Philippines, Myanmar and Thailand. The Regional Program Office is based in Vientiane but regional team members are based in different countries of the region. The first Regional Operational Strategy will be conceived in 2024-2025 for the next 5 years (2025-2030).

Federation Handicap International (HI), under the operation name Humanity & Inclusion (HI), began working in Vietnam in early 1989, and has been operating mostly in the fields of health and prevention (mother and child health and road safety), rehabilitation (rehabilitation care for people with spinal cord injury and brain lesions), education (access to inclusive education for children with disabilities) and livelihoods (access to decent work for people with disabilities). Currently, there are 04 projects being implemented in the Hanoi capital, Central and central-southern provinces. Our main donor is USAID and EU.

OBJECTIVES OF THE POST

Country Human Resource (HR) Manager is reporting to the Regional Human Resource Manager (RHRM) and functional reporting to Vietnam Country Manager as site manager. The position based in Hanoi, Vietnam with required field missions with possible to travel to all other to HI’s operational provinces and other countries.

As Human Resource Manager Role, the Country HR Manager is responsible to ensure the roll out of the HR action plans defined by the Regional Operational Strategy in his/her country level. In the country in which s/he works, s/he ensures that the human resources management is consistent with HI’s policies and frameworks and with local regulations. S/he advises managers in his/her geographical area on all the HR processes they roll out and is responsible for maintaining the social environment in Vietnam.  

Country HR Manager is in charge of the overall management of HI Human Resources department (national and international staff) as well as the supervision of the HR matters. Under the guidance of RHRM, the Human Resources Manager provides solutions to a wide spectrum of complex HR issues in a collaborative, client-oriented manner.

In addition to the responsibilities of the HR Manager role, this position will also include serving as an Executive Assistant to the Country Manager for Vietnam, accounting for 30% of the Level of Effort (LoE). This role will involve: Supporting coordination, reporting, compliance monitoring, and ensuring documentation (such as MoUs, monthly, quarterly, and annual reports) is submitted on time to local and national authorities; Acting as the focal point for securing all necessary approvals from authorities related to humanitarian operations, including operational licenses, permissions to operate in new provinces, project approvals, and more.

This job description is a part of function description of HR Affiliated Country HR Manager-Area HR Manager. HR Manager and Executive Assistant is expected to perform following responsibilities:

Mission 1: Management

• Manager as a role model: embody HI’s values on a daily basis, and be a role model.
• Manager as a coach for meaning: understand the strategy, make it explicit, translate it into operational objectives for his or her team, lead the necessary changes. Give meaning to each management action. Encourage inter and intra departmental exchanges of practice. Encourage innovation and risk-taking.
• Operational manager: organise the operational management of his or her team, structure the work around identified processes, steer performance and facilitate the resolution of problems.
• First HR & Coach: contribute to the development of his or her staff, creating the conditions for their commitment, professionalism and attachment to HI. Ensure compliance with the code of conduct and institutional policies, the mind-set and expected individual and collective behaviour.

Mission 2: Strategy and Supervision: develops the Programme’s HR strategy in Viet Nam

• Helps to write the HR part of the regional STRATOP.  
• Defines and implements the HR action plan for Viet Nam.  
• Contributes to major Programme HR reorganisations: team dimensioning: social plans or plans for strong growth  
• Compiles standard HR indicators for his/her geographical area and helps to map and mitigate HR risks and deal with incidents.  
• Participates in representing HI’s HR at external bodies in Viet Nam

Mission 3: Rolls out Standards, contributes to HI’s Expertise and Accountability in his/her scope of responsibility: 

• Is responsible for implementing HI’s HR policies and frameworks in Viet Nam.  
• Ensures compliance with HI’s legal obligations and monitors the renewal of the legal documents ensuring the legal exercising of HI’s activities in the country. 
• Coordinate with local authorities (PACCOM, Provincial People Committees, etc), project operation team and partners to prepare, sign MOUs, and to submit project documents for approval.
• Prepare and submit periodic reports, including but not limited to annual implementation report, workplan for the upcoming year, recruitment and employment for national staff during the year and plan for the new year, etc… to PACCOM, DISPERCO, local authorities as required. 
• Is in charge of audit and archiving procedures.  
• Helps to ensure compliance with the rules applicable to donors in his/her scope of responsibility.  

Mission 4: Operational implementation of HR 

4.1: Contributes to the dimensioning and quality of Programme resources:  

• Contributes to the Programme’s budgetary processes. Ensures the balance of the wage bill for Viet Nam program.  
• Provide HR cost to project and finance team for preparing annual budget as required
• Contributes and prepares the HR part of the PQRs to project reviews of HR aspects  
• Monitors the HR aspects of local partnerships in Viet Nam.  
• Implements the sourcing process in his/her geographical area, and ensures compliance with and the quality of the recruitment process  
• Participates in the Programme’s HR reporting schedule and helps to meet HI’s global HR deadlines.  

4.2: Career Management and Skills Development  

• Organises and monitors the implementation of the Programme’s HR cycle including the career-management policy.  
• Helps to develop the skills of managers in his/her geographical area (Manager 2.0).  

4.3: Ensures the quality of the Programme’s administrative management for HI staff present in his/her country.  

• Organise staff briefings on administrative matters and employment conditions  
• Is responsible for the implementation of the payroll process and its compliance with HI’s frameworks and policies and the national legal framework  
• Represents HI with local public administrative bodies (employment inspectorate, tax, social security etc.)  
• Implements the contractual system for the country’s national staff and ensures that contracts are monitored  
• Implements and monitors the local physical and mental health policy in line with HI standards.  
• Ensures the compliance of the archiving of personnel files for the country’s staff.  
• Ensures the obtaining and renewal of work permits, Temporary Residence card, visas for international staff, their families and visitors that can be carried out locally  

4.4: Assists managers on his/her Programme with the implementation of HI’s HR policies  

4.5: Legal and social aspects : ensures the maintenance of the social environment and compliance with the HR legal framework  

• Is responsible for the legal compliance and implementation of staff representation in Viet Nam.

4.6: Assists the Country Manager with the deployment of the HR part of the Code of Conduct and the PSEA.

Mission 5 : Support CM on coordination, reporting, compliance monitoring and documentation (inlcuding MoUs, monthly, quarterly and annual reports) are submitted on time to local and national authorities

• By delegation of and in close coordination with the Country Manager, represent HI to the local, national, traditional, political, and diplomatic authorities and bodies; and international organizations and humanitarian mechanisms and coordination bodies.
• In relationship with relevant regional services, ensure deployment and compliance with HI global frameworks, institutional policies and standards. These include: Security, Code of Conduct and Safeguarding, Anti-fraud, bribery and corruption, PME and Project Quality Framework, Age-Gender-Disability, BeHInclusive, MPM & REACT.
• Alert the CM or other relevant services in case of problems and contribute to problem identification and recommend actions to be taken 
• Formalize the monitoring by feeding relevant dashboards
• Ensure that content is disseminated to all target audiences (internal or external) using the most appropriate communication techniques (media relations, event organisation, digital, social media, print, etc.), independently or in coordination with experts (internal or external).
• Supervise, in collaboration with Country Manager, Operation teams and support service team, the reporting process from the information to relevant staff to the submission to concerned Authorities, and communicate to Country Manager, Operation teams and support service team any issue that could occur during the reporting process.
• Continuously monitors and communicate to Country Manager in the local, national and regional humanitarian context and the actors involved, identifies obstacles to access and opportunities for improvement,
• Supports the Country Manager with the development of the programme’s access strategy, and helps implement it, which includes: making contact and holding humanitarian negotiations with authorities and key actors

Mission 6: Emergency Preparedness and Response

• Lead the emergency preparedness actions in his/her department and, in the event of an emergency, reorganize the priorities of his/her team according to the humanitarian priority, in order to ensure a quick and efficient response by HI.

Specific mission to Regional HR: 

• Support RHRM to monitor HR report and HR budget monitoring.
• Support RHRM to develop the local partnerships required for the development.

It is expected that the position holder will perform any other duties as required by the Line Manager that are commensurate with the position. 

Academic Qualification

• Education requirement: Bachelor’s degree or above in Human Resources Management, Business Administration, or equivalent preferred,
• Language requirement: Native Vietnamese and proficient English,
• Computer skill: Proficient in Microsoft Office package is mandatory

Experiences:

• Minimum 5 years of Management experience,
• Minimum 2 years or equivalent to Human Resource Management experience,
• Good Communicator,
• Able to manage teams including on remote,
• Able to handle work under stress,
• Used to work on a global organization

Behavioral Skills:

• Leading self and others
• Prioritization ability,
• Ability to work within a multi-cultural team,
• Diplomacy,
• Agility,
• Solution-focus,
• Practical and problem-solver,
• Ability to work well under pressure.

Skills:

Management skills:

• Being capable of helping team members to progress: developing his/her staff‘s ability to work autonomously.
• Knowing how to position oneself so things can move forward.
• Knowing how to simplify and prioritize.

Professional skills :   

Proficient in:

• Organisation design;
• Sourcing and Recruitment;
• Management of training and skills development actions;
• Personnel administration;
• Payroll;
• Remuneration and management of the wage bill

Practices (know-how):

• Mobility;
• Training facilitation and/or design etc;
• Employment law;
• HR IT tools;

Emergency Preparedness and Response skills :

• Proficient in:

• Emergency response;
• Emergency watch and preparedness;

Cross-sector skills :

• Proficient in:

• Languages,
• Office automation and collaborative tools
• Stress management

• Practices (know-how):

• Frameworks and references;
• Working in a global organisation