Manager, Human Resources and Administration

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network, with 191 member National Red Cross and Red Crescent Societies. IFRC uses the Triple R – response, resilience and respect – to deliver on Strategy 2030. IFRC responds to disasters and crises, ensuring timely, coordinated and locally led humanitarian action. IFRC supports its members in building community resilience in the areas of climate and environment, health and wellbeing, and migration and displacement. IFRC promotes respect for our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality, including in our work on values, power and inclusion. The IFRC focuses throughout on our core mandate – our raison d’être – of strategic and operational coordination, humanitarian diplomacy, National Society development, and accountability.

IFRC is led by its Secretary General and has its Headquarters in Geneva and five regional offices in Africa (Nairobi); the Americas (Panama); Asia Pacific (Kuala Lumpur); Europe (Budapest); and MENA (Beirut) as well as representation offices, service centres and delegations across the globe.

The IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

The five countries supported by the IFRC Country Cluster Delegation in Beijing – China, Japan, Mongolia, Republic of Korea and DPRK cover 28 per cent of the Asian continent and comprising 1.6 billion people.

The IFRC Beijing office supports Red Cross Societies in East Asia in becoming stronger at home and abroad, in both disaster response operations and sustainable development initiatives. We act as a resource centre and conduit for exploration and adaptation of global initiatives to meet the sub-region’s needs and capacities.

The purpose of this position is to lead a team which ensures efficient and the smooth operation of the HR and administrative services in a coordinated manner. The HR and Admin Manager is responsible for overseeing the planning, management and monitoring of the following functions: Human Resources (HR), Administration, Logistics & Procurement, Information Technology (IT) & Digital Transformation, Legal, Business Continuity and Security.

Reporting to the Head of East Asia Delegation, this position is responsible for overseeing and supporting teams working within each of the areas below:

As required, the Head of East Asia Delegation will directly engage on certain files such as HR and legal as necessary.

The position holder will be responsible for:

• Supervising the implementation of internal control deficiencies or performance improvement observations resulting from external and internal audit reports and provide timely updates.
• Provision of strategic coordination and act as a trusted advisor to the HOD in matters pertaining to the areas of responsibilities.
• Advising Senior Management on corporate issues to ensure overall coherence and coordination and proper risk management, compliance and oversight.

Human Resources

• Oversee the establishment of a cohesive approach to all aspects of human resources management - including talent acquisition and management, staff development, HR analytics and reporting, performance, learning and development, compensation and benefits and compliance.
• Liaise with the Regional HR unit for all CCD issues which includes, but is not limited to, planning, training, recruitment, selection, extension, administration and HR systems.
• Oversee international staff mobilization, arrival and departures.
• Lead the recruitment of contracted staff, consultants and interns including drawing up contracts and developing remuneration packages in consultation with the HoD and in accordance with the grade and salary structure.
• Manage the briefing and orientation system for new arrivals in the East Asia Delegation.
• Manage the Staff Regulations, ensuring that they are in line with the applicable labour laws
• Maintain personnel records for all staff.
• Liaise closely with the line managers to ensure that position descriptions/ terms of reference exist and are up to date.
• Ensure that regular performance appraisals are conducted.
• Ensure all local staff contracts renew timely every year.
• Coordinate with DSB to ensure HR activities comply with Laws, Rules and Regulations

Administration

• Lead the development of meaningful administration and welcome systems, as well as effective delivery of corporate services and the efficient provisions of administrative support in East Asia.
• Ensure the effective and efficient provision of administrative services and a clear understanding by the team of their support services functions to the IFRC Delegation, PNS teams and other relevant personnel (e.g., meetings and conferences, translation and interpreting, archiving, insurance, travel, welcome and onboarding of expatriate personnel, security briefings and welcome packs, building and office) in East Asia.
• Ensure effective management, maintenance and compliance of a documented system of administrative policies and procedures for the IFRC in the region.
• Manage cost effective general services that enhance productivity including transportation, accommodation, translation & interpretation, archiving, health and safety, security, welcome service, travel, conferencing and other ancillary services. This includes the provision of outsourced functions when relevant (cleaning, printing and security)
• Supervise the daily management of IFRC office, maintenance, local procurement of office equipment, furniture and consumable supplies
• Ensure the effective selection and management of agreements (office equipment, leases, rental agreements) and ensure their upload in the e-contract system.
• Ensure effective record keeping of all administrative and assets’ inventory.

Information Technology & Digital Transformation

• Ensure efficient deliverables of the IT outsource service provider
• Ensure the effective functioning of IT Systems and make the appropriate recommendations to improve it with efficient and cost-effective changes.

Legal

• Oversee the provision of independent high-quality legal advisory services to the Delegation and fit for purpose contracting processes and tools. Work in close collaboration with relevant teams in the Regional Office in Kuala Lumpur and HQ in Geneva.
• Act as a focal point in dealing with the legal advisors (local lawyers and IFRC legal department)
• Ensure service contracts, lease agreements, and all contracts are in accordance with IFRC standards and with local laws.
• When relevant support integration agreements and other services to PNS.

Security

• Ensure that all security management procedures and policies in place are adequately developed and financed.
• Act as a security focal point for China: gather and review security information, attend security meetings, share information, provide security briefings and advice. Guide the work of the Security Focal Point in Mongolia.
• Review China security regulations on a regular basis and update them if required, ensure compliance with minimum security standards, and ensure compliance to global security procedures

Team management

• Ensure a well-managed team while promoting a culture of performance and continuous learning.
• Contribute to the effective coordination within and between the IFRC offices, teams and departments.
• Manage, supervise and provide training to all staff in the HR and Admin team.
• Revise and update job descriptions as appropriate.
• Conduct annual performance evaluations of subordinates.

Duties applicable to all staff:

• Actively work towards the achievement of the Secretariat’s goals.
• Abide by and work in accordance with the Red Cross/Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

• Advanced university degree (master’s or equivalent) in Management, Human Resources, Business Administration, or any other relevant area

• At least 10 years’ relevant experience in an international organization, NGO, or other relevant international and cross-cultural environment
• At least 5 years of experience in HR management, including recruitment and selection
• At least 5 years of experience in managing and supervising teams, including performance management, coaching and staff development
• Solid experience in office administration and general services management (e.g., vendor, lease and contract management, procurement, facilities and asset management)
• Demonstrated professional experience in an organization within the Red Cross and Red Crescent Movement is preferred
• Working knowledge of or exposure to IT service management, legal contracting or security management in an international setting is preferred

• Demonstrated ability to coordinate and communicate well.
• Knowledge of methodologies, systems, techniques in HR
• Results oriented and demand driven individual, entrepreneurial, ability to lead in unprecedented and/or ambiguous situations.
• Demonstrated leadership and management skills, including the ability to lead within a matrix management structure
• Professional credibility, able to work effectively at all levels across the organisation
• Proven good judgment and ability to work with complete integrity and confidentiality
• High degree of discretion, tact and sensitivity in dealing with internal and external clients and stakeholders at all levels.
• Ability to work within a multi-cultural, multilingual, multidisciplinary environment.)
• Fluent in spoken and written English