Position Description

Role Purpose

Under the supervision of the Human Resource Coordinator, the HR Officer will provide operational support to the Human Resources Coordinator as required including implementation of policies & processes, administration, liaison with government & other partners. The role involves handling various functions including recruitment, employee relations, and administrative task. The role requires professionalism good organisational, planning skills and attention to detail with an ability to work confidentially and appropriately with others across a team and the overall organisation.

Key Areas of Accountability

Role requirements

General Human Resource- Support Human Resource Coordinator in various functions such as:

Recruitment:

• Support arrangement of job adverts with advert suppliers & media circulation, posting in Port Vila and the Field offices (in coordination with Field Office Managers or field Admin officers)
• Support with all recruitment stages for, new staff contracts, current Staff contract renewals,

Including volunteers and casual staffs.

• Coordination of interviews schedules including preparation of interview schedule including liaison with Field offices as required;
• Follow up with Hiring Managers new staff induction schedule with department heads and support as needed – with the new starter to ensure induction is completed
• Maintain the confidential employee/casual/consultant/volunteer files (soft/hard) of Save the Children in Vanuatu.
• Ensure compliance with organisational policies & labour law

HR Database monitoring:

• Assist HR Coordinator to record and maintain leave balances in accordance with Save the Children Vanuatu’s leave policies. Ensure leave accruals are updated at the end of every month and shared with Line Managers
• Monitoring daily staff whereabouts, staff leaves, ensure communicate to all staffs and update leave database daily.
• Effectively communicate and distribute HR related documents, notices and organisation’s announcements through meetings/emails including, reminders and ensure they are provided on time as requested.
• Collection and registration of applicant’s CV’s (Port Vila and Field Offices)
• Support HR Coordinator with providing MO with PSEAH & CSG tracker monthly including headcounts updates

Filing:

• Ensure HR Record Processing & Record Maintenance are always to update.
• Responsible ensuring HR Hard/Soft copies files corresponds.
• Ensure HR files are stored in safe and restricted space

International Travel, Visa and Accommodation:

• Coordinate international travels for all staff and visitors as requested, including flight and accommodation arrangements as per Save the Children Vanuatu policies and procedures including regular coordination with Air Vanuatu and other travel agents and hotels.
• Arrange transportation for airport pickups and drop offs or liaise with hotel for airport transfers if requested for international visitors
• Update the travel log sheet for international staffs including consultants and national staffs international travel movements
• Coordinate visas for international staff including consultants and for national staff travelling overseas and ensure visas are processed and received in a timely manner including renewal of visas for international staffs.
• Support HR payment errands as Police Clearance and Visa application payments and follow ups.
• Ensure visa information tracking sheet is updated periodically

Finance

• Assist with fortnightly payrolls
• In consultation with Finance team, respond to payroll queries from staff
• Responsible dissemination of payslips fortnightly
• Prepare or Assist Line Manager in organising casual/volunteers timesheets/timelogs as required for payroll

OTHER RESPONSIBILITIES:

• To proactively participate in the Performance reviews including end of probation, mid-year review and end-of-year review
• Engage in emergency preparedness, assist in any emergency response as required.

Health, Safety, Security and Risk Management

• Be a role model for safety and security, including complying with all safety instructions and training given at the workplace.
• Act in a safe manner at all times, including complying with all safety instructions and training given at the workplace
• Participate in, and contribute to, health and safety awareness and improvements
• Report all incidents, injuries and potential hazards in a timely manner
• Be aware of, and consider, the risks associated with your team’s everyday work and ensure appropriate mitigation measures are applied

Child protection and safeguarding requirements

• Maintain a child safe environment at the workplace and safeguard children’s rights, always acting in the best interests of children
• Comply with the Child Safeguarding Code of Conduct and child safeguarding and protection policies and standards (click here to view further details)
• Demonstrate the highest standards of behaviour towards children in both your private and professional life
• Never abuse the position of trust that comes with being a part of the Save the Children family
• Always maintain a safe and positive relationship when working with children and young people
• Respond to any concerns for the safety or wellbeing of a child in a program in accordance with internal reporting processes

• Minimum technical diploma or training in Business Administration or relevant work experience.
• Proven experience as a Human Resource Officer
• Knowledge of HR record processing & maintenance
• Familiar with HR procedures
• Knowledge of labour law and regulations
• Ability to maintain confidentiality and handling of sensitive information
• A working knowledge of MS Excel and maintaining Data base a must.
• Attention to detail.
• Excellent written and communication skills.
• Reliability and strong work ethic

• Supporting Recruitments.
• Assist Monitoring & Maintenance of HR database.
• Assist in the preparation of employment contracts, letters and other HR related documents
• Support HR with financial HR matters
• Ensure Processing & Maintenance of HR files
• Responsible for Visa, travel & accommodation of visiting staffs & new expat staffs
• Perform any other duties as requested by Human Resource.