WWF-Greater-Mekong-Laos-Country-Programme-Human-Resources-Manager

TERMS OF REFERENCE

Position title: Human Resources Manager, WWF Laos

Directly reports to: Country Director, WWF Laos

Technically reports to: Human Resources Director, WWF GMPO

Supervises: Human Resources Officer, and Consultants when required

Validity: 2011-2015

Location: Vientiane Capital, Lao PDR

Background

WWF has a long established presence in the Mekong region, starting in Vietnam in 1990. Since then, WWF operations have grown to four Country offices based in Cambodia (Phnom Penh), Laos (Vientiane), Thailand (Bangkok) & Vietnam (Hanoi), including a Regional team in the Hanoi, Vientiane and Bangkok offices. The ‘Greater Mekong Programme Office’(GMPO) was officially formed in November 2005 merging WWF Indochina (Cambodia, Laos, Vietnam) and WWF Thailand. In order to be relevant with partners at provincial levels and deliver conservation results in landscapes, GMPO has also developed 20 field offices across the 4 countries and 6 landscapes.

Following a strong track record of conservation delivery over the last 20 years, WWF has established both the credibility and presence to deliver conservation impact at all levels from provincial, to national to regional.

WWF Greater Mekong Programme Office has embarked on new strategic plan FY11-FY15. The new strategic plan outlines changes in the way WWF GMPO operates, both in conservation and operation aspects.

I. Major Function

The Human Resources Manager ensures the implementation of human resources policies, procedures and systems for the WWF Laos which are aligned to the WWF GMPO Strategic Plans FY11-15; and ensures adherence to HR good practices of GMPO and WWF Network Standards, and compliance with all local labour laws and other statutory requirements in Lao PDR.

II. Major Responsibilities

A. Management Team
· Is a member of Country Management Team (CMT)
· Maintain an awareness of matters relevant to the RMT and ensures that reports and information of interest are brought to the attention of CMT members
· Maintain an effective working relationship with all other CMT members to ensure that there is effective coordination of all activities in support of organisation objectives
· Provide effective participation in CMT meeting
B. Action Plan Development and Implementation
· Participate in the working group to contribute to the development of the strategy in HR for GMP
· Develop, implement, review and update the action plan in HR for country program to ensure the attainment and delivery of plans and objectives and ensure the alignment with the overall HR strategy of GMPO
· Communicate the HR action plan to all staff and ensures that these are effectively implemented
· Assist the Country Director with structuring the organization to facilitate delivery of the organization’s strategy
C. Budgeting
· Develop, monitor, and update the annual budget for human resources to ensure the sound management of the organisation’s HR and that the Function has all the resources required to meet its objectives within agreed financial parameters
D. Proposal Development
· Provide inputs to the development of proposals to ensure exact information of HR is reflected where necessary
E. Work plan Development and Implementation
· Develop, monitor, review and update the HR activity work plan to ensure that the organisation attains its objectives as cost-effectively and efficiently as possible
F. System, Policies and Procedures Management
· Provide inputs to the development, review and update of all necessary GMP HR systems, policies and procedures to ensure all changes in the country and in local labour laws and regulations are reflected
· Plan and organise the effective communications of all personnel policies to employees
· Work as a custodian of HR systems, policies and procedures at country level to ensure the compliance with WWF GMPO standards and local relevant laws and regulations, and reflect the needs and objectives of the organisation and staff
· Monitor the implementation of the HR systems, policies and procedures to ensure that they are followed by managers and staff
G. People Management and Organisation Development
· Develop and maintain personnel planning to ensure the organisation has staff of the right calibre to enable it to meets its overall objectives
· Review staffing requirements with Country Directors and HR Director, WWF GMPO to maintain HR functions at country programmes
· Responsible for succession management planning for key functional staff at country programme
· Involve in the recruitment and selection of all staff at country programmes to ensure the compliance of recruitment and selection policies and procedures
· Oversee the provision of logistic support in the recruitment and selection of regional staff conducted in Laos
· Provide orientation and reorientation to all staff to help them understand the HR systems, policies and procedures of the organisation
· Responsible as direct line manager of HR Officers by reviewing individual work plan, managing performance, providing induction, training, coaching, mentoring and advice to ensure that they are appropriately motivated and trained and that they understand and carry out their responsibilities to the required standards
· Monitor and provide support to managers and staff in performance appraisal to make sure the completeness of performance appraisal as scheduled, and provide comments to managers and staff on performance appraisal results if needed
· Work with Managers to identify training needs and development opportunities for all staff of country programmes and develops annual training plan
· Oversee the coordination and logistic arrangement for all training programmes, and training evaluation and feedback analysis to ensure all staff are trained and developed to the standards required
· Provide training to all staff on HR when required
· Update Project Managers on performance of Project Support Officers under technical supervision (if applicable)
· Encourage and maintain sound employee relations by undertaking all necessary consultation and negotiation with staff on personnel issues to ensure that harmonious relationships and effective communications are maintained between management and staff
· Conduct exit interviews with leaving staff to get comments, feedbacks, and suggestions to facilitate the improvement of the organisation
· Recommend to the Country Director any changes that might be required to develop or improve the organisation
· Maintain an awareness of staff comments and any complaints to identify any areas that may need development of improvement
H. Issue Resolutions, Crisis/Risk Management
· Provide comprehensive advisory and technical guidance to Country Director, managers and staff on all aspects of human resources to ensure that the organisation follows policies, procedures, legal requirements, and makes best use of its staff
· Advise the Country Director on all statutory and constitutional requirements to ensure the organisation operates in a proper and effective manner
· Maintain an awareness of any possible crisis or risk to the organisation and develop plans that will provide for such contingencies
· Investigate and report on accidents and related incidents, recommending any changes that may be necessary, to ensure that the organisation complies with health and safety regulations
I. Monitoring and Evaluation, Reporting
· Provide support to the monitoring and evaluation of human resources
· Make reports in HR to the regional and Governments when required
· Oversee HR data and statistics and provide regular reports and analysis to the Country Director to facilitate continuous improvement
J. Other Technical Specifics
· Review and monitor the payroll calculation and payment to ensure accurate and timely payment of salaries and benefits
· Support managers at disciplinary or grievance hearings, or in the event of collective disputes
· Participate in salary and benefit surveys, and analyse data, to ensure that the organisation has accurate and up to date information relating to external pay relativities
· Ensure hosting agreements or appropriate documentation between hosting and recipient office for staff secondments, exchange programmes within WWF or external partner organisations, to and from GMPO
· Negotiate contracts with external consultants, suppliers and other organisations to provide services in support of organisation activities where these cannot be met from in-house resources
· Monitor the organisation’s operations, processes, and procedures to ensure that they comply with health and safety regulations
· Oversee the maintenance and update of all HR related databases, i.e. personnel, training suppliers, HR service providers, jobs and vacancies within the organisations, reference library of employment law information, etc. and filing system to serve all HRM purposes
· Cooperate with HR audit from WWF International and WWF GMPO, conduct internal audits to evaluate HR administration of the project offices, and present audit findings to the CMT to identify areas requiring attention and ensure audit recommendations are implemented
· Maintain an awareness of developments and up-to-date knowledge of the human resources management and employment legislation to ensure that the organisation complies with its statutory obligations and continues to take advantage of best practices
K. Networking
· Actively participate in Asia Pacific and GMPO HR meeting
· Promote the organisation’s image in the community by attendance at meetings and fora in human resources management
· Establish and maintain effective formal and informal links with suppliers, service providers, agencies to ensure that the organisation is providing the appropriate range and quality of services
· Maintain good working relationships with insurers and other relevant authorities to ensure that the organisation’s interests are safeguarded and a safe and healthy working environment is maintained

This TOR covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs.

III. Working Relationships

1. Internal

· WWF GMPO: Interacts on a regular basis with Country Management Team, HR Function at Regional level. Engages with and support WWF Laos staff

· WWF Network: Closely interacts with GMP HR network members

2. External

· Liaises with HR professionals in the country/region, HR service providers and government bodies. Engages with other organisations on HR systems and practices for learning and sharing

IV. Requirements

1. Education and Qualification

· Bachelor’s degree in Human Resources Management, Organisation Development or in relevant fields

2. Knowledge

· Basic knowledge of environmental and conservation issues in Laos

· Thorough understanding of laws and regulations on labor, health and safety in Laos

· Knowledge of HRM practices in Laos

3. Experience

· 7 years practical experience in human resources management, 3 years of which should be in Laos

· Experience in implementing and monitoring the compliance of HR system, policies and procedures, preferably the context of an international organisation

· Experience in developing HR systems, policies and procedures is an advantage

· Experience of working in multi-cultural environment

4. General Skill

· Leadership and management

· Strategic thinking

· Analysis and report writing

· Presentation, communications, and negotiation

· Networking, influencing and interpersonal

· Planning, organisation, time management, and coordination

· Fluency in written and spoken English and native language

· Proficiency in MS Office

5. Technical Skill

· People management

· Coaching, mentoring and capacity building/development

· Crisis management

· Organisational awareness and service orientation

· Proficiency in HRIS

6. Ability

· Working under pressure and towards tight deadline

· Promoting team synergy in a multi-cultural work environment

7. Personality

· Impartial

· Sensible

· Tactful