WORK CONTEXT / BACKGROUND:
World Vision (WV) is a Christian relief and development organization working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. World Vision Vietnam (WVV) has been funded from 14 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 430 staff, of which 99% are Vietnamese nationals.
Currently, WVV is operating in 5 zones: North 1 (Hoa Binh and Dien Bien), North 2 (Yen Bai – Tuyen Quang), North 3 (Thanh Hoa, Hai Phong), Centre (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVV’s Area Program usually focuses within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s Development Program Approach (DPA) is that Area Program (AP) team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.
PURPOSE OF POSITION
• To support P&C Director in managing and improving Compensations and Benefit function to strengthen Organizational Effectiveness.
• To undertake all People and Culture (P&C) functions including Recruitment, Employment/ Employee Relations, Performance Management, Learning and Development, Staff Care and Employee Engagement and P&C Information Management for an assigned zone with minimum supervision and support from P&C Director.
ROLE DIMENSION/DESCRIPTION
Recruitment
• Facilitate the recruitment processes (including reviewing JDs/TOR; advertising vacancies on different channels including social media and professional networks; screening; shortlisting; interviewing using competency based behavioral and situational interviewing techniques, preparing written test and organizing fieldtrip with job shadowing assignments; checking references; proposing job offer and preparing employment contracts) in an effective, timely, fair and transparent manner to select qualified candidate for the job.
• Facilitate the multi-year and annual workforce planning in alignment with strategic directions and business plans, and implement the multi-year plans.
Employment and Employee Relations
• Coordinate onboarding/orientation process for new hires and ensure all the new hires have good understanding of and subscribe to WVV’s ethos, core values; understand WV’s approaches, policies, procedures, strategies and operations to perform their job.
• Handle staff grievances and disciplinary action processes in consultation with the P&C Director and line managers following Vietnam Labor Law, HR policy of WVV and WV principles on Employee Relations. This includes support in handling grievance and disciplinary action processes of other zones.
• Facilitate staffing changes (promotion, new appointment, relocation, additional responsibility, secondment, etc.) in consultation with relevant line manager and technical staff.
• Update all staff changes in the assigned zone/s to relevant partners including Social Insurance Department, Personal Health and Accident Insurance Provider and Labor Management Agency in an accurate and timely manner.
• Administer Personal Income Tax, insurance claims and other benefits (absences, health check-up, etc.) for staff in the assigned zone/s in compliance with relevant laws, regulations and HR policies
• Facilitate separation process in compliance with WV’s Policies, procedures and labor law.
• Regularly track the legal changes including Labor Law and related laws (Insurance, PIT etc.) to propose appropriate revision for the HR policy for National Staff/ Micro Finance Branches and expatriate staff.
Partnering for Performance (Performance Management)
• Equip line managers with relevant skills to inspire high performance, support career development and address poor performance in a timely and professional manner.
• Facilitate recognition of staff for their additional efforts/contribution and outstanding performance in a timely and appropriate manner.
• Provide ongoing support and coaching to line managers and individual staff in the implementation of the Partnering for Performance (WV’s performance management approach and process). This is to ensure that the staff’s performance and development goals are SMART, contributing to team objectives and WVV’s Strategic Implementation Plans.
Staff Care and Employee Engagement
• Coordinate spiritual nurture activities for Hanoi office as appropriate to the context of Vietnam.
• In collaboration with line managers, create and maintain a conducive working environment where staff enjoy wellbeing as well as are highly motivated to make valuable contribution to the organization.
• Support line managers in change communication, identification of Innovators and Early adaptors for change, and in motivating and implementing the change.
• Administer the staff engagement survey (Our Voice Survey) to get feedback from staff on the organizational and staff wellbeing.
• Support the P&C Director in developing WVV’s Our Voice follow up action plan in consultation with Senior Leadership Team and implement and/or coordinate follow-up actions to improve the results.
• Support in strengthening WV’s Christian identity and values and improving employee engagement.
P&C Information Management
• Generate queries, analyses and use data on Workday to inform P&C related recommendations/ decisions.
• Ensure all employee information and recruitment processes are recorded on Workday in a timely and accurate manner.
• Prepare P&C reports, payroll and other updates in a timely and accurate manner.
• Ensure all employee information properly in hard and soft copies, including personal documents, contracts and appendices, policies sign-off, performance and training records, etc are filed properly.
Learning & Development / Succession Planning
• Support the P&C Director in developing and delivering learning and development activities that help close employees competency and skill gaps as identified in IDP and talent profiles.
• Assess and identify competency gaps against competency framework for key roles.
• Provide coaching/ support and tools to line managers to conduct talent review, identify second liners for key roles, develop/ update their talent profiles, conduct career conversations and facilitate their career development
• Use all available resources (in house trainers, WVI regional office’s programs, WVI online learning, consultancy, etc.) using blended learning approach including Webinar, simulation, coaching, mentoring, etc. to support the development of leaders and potential successors.
• Track learning application and evaluate the effectiveness and impact of learning and development activities/ activities to justify the ROI.
