Department:         People, Organisational Development and Administration (PODA)
Reports to:           PODA Manager
Duration:              Fixed term from May/June 2016 till March 2017; probation period of three months; possibility of extension
Location/Travel:    Kathmandu; may be required to visit on official work anywhere within Nepal

Purpose of Job:

To support WaterAid Nepal (WAN) PODA in day-to-day Human Resource operations that includes maintaining up-to-date HR database and records (in spreadsheets or HR Information System), coordinating recruitment and selection process, coordinating new staff inductions/orientation sessions, preparing reports and memorandum, and other general HR related administrative tasks.

Duties and Responsibilities:

Planning

• Support PODA Manager to prepare/revise quarterly and monthly people and OD plans/activities, and help keep track of progress against plans
• Maintain organisational calendar and make changes as advised by PODA Manager

Database Management/Record Keeping

• Maintain an up-to-date people (staff, consultant, interns and volunteers) records, including a confidential filing system for all people processes starting from recruitment through to exit
• Ensure effective correspondence and filing of same and documenting staff changes (i.e. increments, disciplinary actions etc.)
• Maintain electronic database of-
• People’s individual information 
• Leave approvals and balance
• Training and development activities etc.
• Track and timely notify PODA Manager well before completion of probation period dates and contract expiry dates

Recruitment and Selection

• Support in drafting job descriptions and Terms of Reference (ToR) in standard formats
• Coordinating and liaising with the recruitment and selection committee, recruitment agency and job applicants and candidates to ensure smooth process flow
• Maintain recruitment and selection process file up-to-date including assessment documents, memorandum, and written communications

Induction/Orientation

• Ensure all required documents of new joiners are received, verified and well-documented. Relevant copies should be shared with Finance.
• Support PODA Manager to induct new joiners about people and OD policies and processes
• Coordinate and facilitate new joiners’ inductions with other teams in a standard induction format, and ensure all induction sessions are completed as planned

Correspondence and Communication

• Support in drafting professional correspondence such as contracts, agreements, letters, memorandum and others as advised by PODA Manager
• Conduct written and verbal communications with concerned parties in a professional manner

Staff Training, Development and Engagement

• Keep track of staff personal development plans (PDP), and support in implementation of the plans by exploring and sourcing training providers and facilitating the training approval process. Keep up-to-date PDP records. 
• Play an active role in coordinating, facilitating and contributing in staff engagement activities such as internal events, celebrations, annual retreat, team building, sporting events and so forth.

Others

• Work with the best interest of WaterAid and its beneficiaries in mind
• Promote importance of value for money as a part of organisational culture
• Represent WAN at meetings/forums/workshops when necessary and as advised by the line manager

Person Specification

• At least a Bachelor’s Degree in Management or Business Studies/Administration, with specialisation in Human Resource Management (HRM). A Master’s Degree in HRM would be highly desirable
• At least three years of full-time work experience in HR operations, preferably with an INGO. Good knowledge of HR life cycle and general processes within the cycle
• Excellent skills in organising, planning and prioritising to be able to deliver outputs in a fast-paced work environment
• Ability to demonstrate exceptional behavioural qualities such as critical thinking, problem solving, active listening, proactive, and service orientation
• High level proficiency in professional writing and communication in English. A professional certificate to demonstrate this skill will be highly advantageous; Fluency in spoken and written Nepali language.
• Advanced user-level skills to operate IT tools such as word processing, spreadsheets, PowerPoint, HR information system etc.
• Strong interpersonal skills with an ability to work in a multi-cultural setting
• Experience in report writing, survey and research activities
• Self-motivation, creativity and an ability to perform without close supervision