Job vacancy Senior Executive and Hr Assistance

We are now looking for qualified candidate to fulfill the position below:

Grade: L6-G6

Job Type: Permanent - Full time

Reporting Manager: Country Director-Primary, Head of HR & Admin-Secondary

Department: Executive Office

Office : Cambodia

Job brief:

Overview

IJM is seeking a qualified, creative, and committed professional to fulfill the role of Executive Assistant and Human Resources who is responsible for supporting all aspects of Country Director’s work, including providing day-to-day clerical and administrative support by handling information requests and performing clerical functions on visitor, meeting, and event management; while performing administrative and coordinative support for all aspects of HR including hiring, performance management, training and development, and employee separation. This role will also build bridges with the employees to ensure adequate staff care. It also consists of maintaining the FO contracts and agreements, policies and procedures, insurance, expat visas, and work permits and planning and coordinating the FO events and retreats.

Supervisory Responsibility:

This position reports to the Country Director as primary, and the Head of HR & Admin as secondary.

Authority:

This role does not possess the requisite authority for approvals. However, it can provide recommendations on various topics to the Country Directors and Head of HR & Admin applicable.

Other Duties:

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities for the position. Duties, responsibilities and activities may change at any time with or without notice. All positions are required to perform any additional tasks assigned by the supervisor.

Duties

• Key Result Areas
• The success of this role is measured by key result areas, which are listed below:
• Provide high-quality administrative coordination support to the Country Director resulting in effective use of his/her time;
• Regularly assist in handling the country director’s office correspondence by attending various meetings, drafting reports, and managing email and calendars, which results in tracking the progress of the country director’s team;
• Assist in identifying, screening, shortlisting, coordinating interviews, conducting reference checks, and drafting recommendation memos resulting in timely closure of open positions and quality hires;
• Plan, identify, organize, or coordinate the quality training and development of employees;
• Plan, organize, and implement the FO staff care program and ensure it functions smoothly and effectively;
• Manage recurring transactional HR tasks resulting in good audit reports and employee support;
• Assist the department head in implementing spiritual formation, pastoral care, and employee capacity development.
• Roles and Responsibilities:
• Clerical and Administration (Executive Assistance)
• Maintain country director’s calendar schedule by planning and scheduling meetings, conferences, teleconferences, and travel arrangements;
• Monitor and manage the country director’s inbox and respond to emails on his/her behalf;
• Serve as the liaison and primary point of contact for the Country Director as required;
• Track tasks and deadlines on key projects and follow up with collaborators as necessary;
• Conserve the Country Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications; and other secretarial and clerical work with speed and accuracy;
• Conduct research and hand-provide briefs to the Country Director for speaking engagements, presentations, and correspondence to the office staff.
• Clerical and Administration (HR)
• Ensure the job descriptions are posted externally on websites, Chab Dai newsletter, ICF Info Flow, Facebook, Churches, etc.;
• Coordinate recruitment screening and selection process, reference checks, and onboarding processes;
• Assist in obtaining other paperwork for employees such as confirmation, employment verification, letter of recommendation, and experience letter.
• Maintain insurance coverage (staff, staff families & vehicles) and serve as the POC for medical insurance reimbursements and claims;
• Serve as the administrative POC for interns' and fellows’ arrival and departure;
• Support the performance management system with clear documentation;
• Provide translation for work-related documents from English to Khmer and vice versa;
• Documentation, Reporting & Data Management:
• Participate in meetings and record detailed minutes and action items;
• Assist the Country Director in writing, editing, and submitting correspondence, draft agendas, external and internal reports, and meeting notes;
• Assist in drafting memos, power points, and policies;
• Compile and prepare reports and documents pertaining to personnel activities, including recruitment and selection, training and development, performance evaluations of employees, close-out evaluations of interns/fellows, and personnel leaves of absence;
• Administer and document all IJM Cambodia’s contracts and agreements professionally;
• Assist the department head in managing documents filing, storage, and security (employees’ ISOPREP, emergency contacts, etc.) and liaise with and provide reports to Cambodian Government Ministries as needed.
• Events and Logistics:
• Plan and carry out logistics for internal and external events such as retreats, trainings, donor or other guest visits, etc.;
• Serve as a POC for all constituent trips and collaborate with respective departments to host these visits to Field Office;
• Serve as a POC for pop-in visits through HQ and work with relevant departments to host the visitors; including airfare, airport pick-up, and hotel arrangement
• General tasks:
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
• Maintain confidentiality of privileged and sensitive information.
• Maintain documentation of all the financial reports, including credit card and expenses;
• Process monthly travel and expense reports.
• Monitor FO recruiting inbox, respond, and shortlist and update applicants regularly; provide smooth coordination throughout the FO hiring process;

Requirements

• Education & Experience:
• University’s degree in equivalent skill and experience and human resources management
• At least 3 years experience providing administrative support and HR
• Experience capacity in planning, managing, and coordinating a large number of projects, events, and tasks simultaneously;
• Fluent in verbal, listening, and written English and Khmer;
• Computer proficiency in Microsoft Office.
• Any other form of human resources certification is an added advantage;
• Technical Competencies:
• Good business writing skills;
• Excellent planning and implementing skills;
• Time management;
• Excellent analytical, critical thinking, and problem-solving skills;
• Meticulous in handling assignments and attention to details is a must;
• Agility to adapt to changing circumstances.
• Non-Technical Competencies:
• Collaboration;
• Interpersonal communication.
• Innovative and Entrepreneurial orientation.