COMPASS PROGRAM BANGLADESH
VACANCY ANNOUNCEMENT

'Human Resources and Administration Manager'

A. BACKGROUND:

USAID Bangladesh and United States Forest Service International Program (USFS/IP) recently entered into an inter-agency partnership, with funding from USAID Bangladesh, in which USFS/IP will implement the 'Community Partnerships to Strengthen Sustainable Development' (Compass) program. Compass will address natural resource management challenges in Bangladesh through establishing a youth conservation corps, strengthening community capacity and promoting public participation, providing direct technical support to Bangladesh Forest Department, and strengthening the capacity of academic and research institutions in natural resource management and resilience. USAID intends to fund Compass for five years, subject to the availability of funding. The Compass Program is seeking a qualified and experienced professional to be the full-time 'Human Resources and Administration Manager' based in Dhaka, Bangladesh. The Human Resources and Administration Manager (HRAM) will be a core member of the Compass program in Bangladesh and will provide expert leadership and guidance to all human resources management and administrative activities related to the program.

The US Forest Service mission is to sustain the health, diversity, and productivity of the nation's forests and grasslands to meet the needs of present and future generations. Through the combination of direct land management, working collaboratively with states, tribes, and private landowners, and providing technical capacity building and education efforts the Agency is involved in the management of 80% of the forested land in the United States.

As a division of the Office of the Chief of U.S. Forest Service, the U.S. Forest Service Office of International Programs (USFS/IP) works in over 90 countries, to promote sustainable forest management and biodiversity conservation internationally. By linking the skills of the field-based staff of the U.S. Forest Service with partners overseas, the agency can address the world’s most critical forestry issues and concerns. USFS/IP collaborates with local and international non-governmental organizations, universities, and host country governments. We also collaborate with other U.S. government agencies, including the U.S. Agency for International Development and the U.S. Department of State. Internationally, programs focus on building institutional relationships between our agency and our in-country partners, enabling continuous collaboration over the long-term.

In collaboration with USAID Bangladesh, USFS/IP has been working in Bangladesh since 2009 and has developed longstanding partnerships in Bangladesh by providing need-based capacity building technical assistance in support of national-level capacity for forest management and monitoring. The Compass program will build on this work and expand to new thematic areas and geographic regions.

B. GENERAL INFORMATION ABOUT THE POSITION

Position Description

The Human Resources and Administration Manager will lead the development of a compliant human resource policy ensuring strict adherence to the relevant USG regulations and appropriate Bangladeshi laws and regulations, and effectively implement the approved policies in all aspects of human resources and personnel management across the office. The HRAM is responsible for leading the establishment of a standard office administrative system and manage all aspects of its implementation ensuring smooth coordination of day-to-day administrative activities. The HRAM is responsible for closely coordinating with the USFS/IP Compass team members to provide necessary guidelines in human resources and administrative management, necessary trainings, and supervision for all other team members as appropriate.

The ‘Human Resource and Administrative Manager’ will support the program with duties and responsibilities including, but not be limited to, the following:

Administration

• Support in the preparation, update and implementation of the organizational policies and procedures compliant to USAID and USFS standards;
• Maintain close coordination with designated legal representative and ensure that the organization meets all legislative requirements in all aspects of HR and administrative operations. Ensure all HR, administration and operational policies and procedures are compliant with relevant Bangladeshi regulations;
• Compile agenda and minutes of staff meetings;
• Develop a documentation system for tracking all administrative related activities and maintain all files and documents relating to administrative operations;
• Develop and implement a standard system for maintaining all administrative and operational records including office documents tracking, filing, storage and operational record keeping. Lead the preparation of administrative and programmatic documents including the MoU, agreements, scope of works, sub-awards, small grant documents as per policy;
• Ensure all administrative tasks are completed in accordance with guidance from standard project/program management mechanism and act as primary Point of Contact (POC) for all administration related tasks;
• Develop the inventory management process of office resources and maintain a dynamic mechanism to keep track of operational resources;
• Conduct regular vetting of suppliers and beneficiaries as per Compass policies and regulations;
• Carry out any other administrative responsibilities as assigned by the office.

Human Resources Management

• Coordinate and support the preparation, update and implementation of the organizational staff policies and procedures and ensure staff compliance with all organizational policies and procedures, including the collection and compilation of timesheets, leave and compensatory balances;
• Develop a documentation system for tracking HR related activities and maintain all files and documents relating to HR including, but not limited to, the personnel files, staff contracts, personal profiles, and performance related records;
• Support the Program leadership in organizing regular staff appraisals, retreats, trainings, and meetings. Develop the staff performance management process, organize the staff evaluation and feedback sessions and ensure the staff performance checkpoints are met as per policy;
• Support staff orientation and conduct staff development as well as other administrative duties to ensure an optimal work performance;
• Develop and keep track of staff training and capacity development calendar. Work closely with the team members to identify individual and team training needs, develop personnel training plans, organize appropriate training sessions and generate reports. Compile staff training schedules and reports;
• Lead the development of HR, administration and relevant operational policies and procedures, and ensure appropriate execution in all aspects of day-to-day management. Set up internal controls and maintain strict adherence to compliances with appropriate checks and balances to meet recognized standards;
• Maintain close coordination with designated legal representative and ensure that the organization meets all legislative requirements in all aspects of HR and administrative operations. Ensure all HR, administration and operational policies and procedures are compliant with relevant Bangladeshi regulations;
• Work closely with Compass team members to coordinate and lead the overall recruitment planning and processing including issuing advertisements, identifying candidates, and interviewing for open positions both in the office and in the field;
• Facilitate HR orientation to communicate and maintain proper awareness of USFS values, workplace policies, procedures, and any other HR specific topics;
• Provide all HR related support for USFS/IP staff, consultants, and USG detailers during their assignments with the Compass program;
• Manage employee grievances and properly processes them as per policy and conduct on-site/pre-departure exit interviews for all exiting staff;
• Organize the office meetings and related congregations including the monthly meetings, staff meetings and other external meetings; 
• Coordinate with other team members for providing expert guidance related to administrative process and supervise the support admin and operations program staff as necessary;
• Carry out any other human resources management related responsibilities as assigned by the office.  

C. QUALIFICATIONS REQUIRED FOR THIS POSITION

To be considered for the position, a candidate must meet the minimum qualifications listed below:

Education: A Bachelor’s degree, or equivalent, with higher degree desired, in Human Resources Management, Business Administration, Operational Management or related discipline.

Experience: At least 7 years of work experience in relevant positions, at least 3-5 years in a supervisory or managerial role. Prior experience of working with USAID or USG programs/projects is highly preferred. Demonstrated experience in providing expert leadership and guidance across all aspects of human resources and administrative management, compliance and legal issues in the programs/projects of non-government or donor agencies are required.

Skills/Competencies:

• A comprehensive understanding of standard process and provisions relating to the human resources management and diligent administrative operational mechanisms of non-government sector as well as USAID-funded programs;
• Strong knowledge of appropriate compliance and due diligence regulations of local Bangladeshi laws and USAID\USG programs;
• Demonstrated understanding of compliant human resources and administration of USAID-funded programs;
• Demonstrated experience working with designated legal representatives and legal advisors for setting up and facilitating organizational policies and establishing internal controls and strategies relating to human resource and administrative operations;
• Direct experience implementing operational mechanisms relating to personnel management, performance management operations, organizational operational systems, and organizational capacity development;
• Demonstrated track-record and comprehensive understanding of implementing standard administrative and operational system across multi-cultural team and providing leadership with professional judgment in cross-cultural and multi-level organizational context;
• Proven skills and ability to manage the human resources and administration portfolio of a complex multi-layer development program/project while remaining USG and GoB compliant;
• Strong leadership skills and be able to work independently with minimum supervision or guidance;
• Excellent technical and quantitative skills for tracking and analyzing the staff and organizational performance of the program/project using appropriate tools are required;
• Must have excellent inter-personal skills, proven teamwork capacity with demonstrated track-record of working with diverse team and habit of practicing result-oriented approach in solving critical and sensitive human resources and administrative issues with diplomatic and delicate manner;
• Interest in learning new tools, ability to make evidence-based operational decisions;
• Proven ability to provide on-job capacity building trainings to other team members;
• High proficiency in relevant computer applications e.g. MS-Word, MS-Excel, MS- PowerPoint, and basic internet skills are required.

Language Ability

The incumbent must be proficient in spoken and written English at Level IV (fluent) and must likewise be fully fluent in spoken and written Bangla. English language skill will be tested.

D. BENEFITS AND ALLOWANCES:

The benefits and allowances for this position would be in line with Compass provisions and guidelines, commensurate with the experience, qualification and previous track-record of the successful applicant. 

E. INSTRUCTION FOR APPLICATION SUBMISSION:

Interested applicants are requested to properly fill in the application form available at this link: https://forms.gle/Xd7PYP8uWMyRwAuj6. Applicant must have an active Gmail account to complete the application. In the application form, the interested applicants must provide accurate information to all required fields and attach the following documents listed below:

• A Cover Letter illustrating applicant's qualifications to meet the requirements for this position. Please use the following naming convention for your file: FirstName_LastName_CoverLetter. The cover letter must be attached either in MS word or in PDF file format.

• A Curriculum Vitae (CV) with full contact details, specific description of educational background, career experiences, and achievements. Please use the following naming convention for your file: FirstName_LastName_CV. The CV must be attached either in MS word or in PDF file format.

Please note that the interested applicants must submit the applications on or before 11.59 PM 20 October, 2019.

The successful applicant will be hired through a local hiring mechanism or through an international contracting mechanism to be employed on the Compass program, as per organizational policy. Applicant will not be hired by, nor an employee of, the US Forest Service.  Only shortlisted candidates will be called for further assessment. The applicants who are not shortlisted will not be notified. All qualified candidates will be considered regardless of age, race, color, sex, creed, national origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization, or other non-merit factor.