HR & Logistics Officer

Responsibilities are:

Human Resoucres (HR):

• Ensure compliance to HD HR policies, procedures (SOP- standards operating procedures) as well as HR-related internal controls as per HD Internal Control System, (ICS);
• Manage Human Resources, logistics, and general administration including  local induction for new staff;
• Administrative support in the timely implementation of hiring procedures and policies, including profile checking in Exiger;
• Maintain annual leave balances, pension and international health affiliation;
• Follow up to ensure timely and accurate completion and submission of staff monthly time-sheets;
• Co-ordinate staff arrival and departure process;
• Maintain relevant staff and consultant information in Hubdrive (HR System);
• Act as a focal point for coordination with Geneva and Singapore offices and other departments for HR issues;

Office Administration:

• Prepare consultancy agreements, ensure that proper documentation is provided by consultants;
• Assist in the preparation of expense claims, leave forms and timesheets for the Regional Director;
• Check consultants’ invoices, timesheets and activity reports;
• Assist consultants with contractual matters, HD policies, logistical, financial issues and other questions;
• Update the consultancy list on a monthly basis;
• Ensure that the documents of consultants are well archived in the shared folder;
• Prepare and file purchase orders for any office fixed assets, liaise with Geneva IT team for any IT equipment and other office inventory for NEA team members, new staff/consultants;
• Manage office purchases and rent payments;
• Manage staff well-being, be in charge of HD wellbeing budget for NEA team members;
• Any other administrative tasks as requested by Regional Director (RD).

Logistics:

• Support the NEA team in organizing meetings, conference, and other kinds of activities.
• Liaise with participants and invitees based on instructions of Project Manager (PM), e.g. preparing invitation letters, serving as a focal point for  participants enquiries;
• Handle all travel arrangements (including flights, visas, accommodation and insurance) for HD staff, consultants and visitors in accordance with HD policies; assist with the preparation of Travel Authorisations, if required;
• Compile financial information related to all travel expenses; control and validate the expense claims and supporting documents; and if applicable, assist HD team members in filling them out;
• Negotiate rates, define contracts, and agreements with external providers (such as hotels and conference facilities), and provide assistance on booking queries;
• Handle logistics payments via HD credit card (s) as per HD procedures (approvals and documentation);
• Provide logistics cost estimates for budgetary purposes on projects.
• Work with the Accounting Manager in Singapore to settle the payments, and any associated refunds. May need to travel to provide support to project meetings for NEA team.

Requirements are:

The ideal candidate should have at least a bachelor’s degree in one of this relevant fields Accounting, Human Resource or Business administration. The candidate should have at least 5 years of work experience in office management and human resource administration. The candidate must have a strong command of written and spoken English and Chinese. Proficient in Microsoft office application, specifically in excel skills are required.

The position will report to the Deputy Regional Director and being based in Beijing, China.

If you are interested in this position and meet the criteria defined above, please send your CV and a motivation letter to HRSingapore@hdcentre.org by 21 April 2024.  Please include “CN HR & Logistics Officer” in the subject line of your email.

HD promotes equal opportunities in employment and all are encouraged to apply. For more information, please visit: www.hdcentre.org.