Asia Office Manager & Human Resources Associate

 Position Title: Asia Office Manager & Human Resources Associate

Status:   Full-Time Employee 

Location: Hong Kong

Classification: Exempt 

Date: From June 1st 2010

Job Summary:  The Asia Office Manager & Human Resources (HR) Associate is responsible for, overseeing the management of some aspects of our regional offices as well as full responsibility for the Hong Kong office, overseeing HR administrative work for the Asia region, and supporting the CEO Asia region and other staff in the Hong Kong office.  This individual will be responsible for ensuring administrative and HR processes are developed to support Grameen Foundation’s (GFUSA) work in a manner that is consistent with GFUSA policies and procedures.

Reporting and relationships:  The Asia Office Manager & HR Associate reports to the CEO, Asia Region but has a dotted-line relationship to the Director of International Human Resources & Support.  They will be responsible for supporting support staff in the region.  

Availability:  The Office Manager/HR Associate will be expected to work a standard work week of 40 hours and may be required to work in the evenings and on weekends occasionally.  

Essential Job Functions

Asia Office Manager Responsibilities

• Asia Region

o Serve as primary point of contact for US-based technology, operations and marketing support;

o Coordinate and ensure completion of screening, due diligence and monitoring as well as CRM for all relationships in the Asia region;

o Take notes of advisory council and team meetings, relevant inhouse training and/or workshops and prepare meeting summaries for distribution;

o Organize and maintain up to date Asia marketing and development materials, including client stories;

o Support administrative staff across the region;

• Hong Kong Office

o Set up and maintain regional office procedures in accordance with GF policies and procedures; example Request for Proposals (RFP), check writing, filing, contracts;

o Create and maintain all accounting-related documents and records 

o Keep the office stocked with office supplies & ensure office equipment is serviced & maintained as needed;

o Provide administrative support to CEO Asia Region and other HK staff, including travel, coordinating special events such as office opening party and visitor travel;

o Conduct basic research as required, including on prospective donors, etc.

o Translate basic items from Mandarin and Cantonese into English and vice versa;

• Other office related duties as required.

HR Responsibilities

• Assist with on boarding of new hires across the region;

• Coordinate with other program support teams, such as legal and finance, to ensure the necessary documents for  new employees (e.g., work permits, tax IDs, bank accounts, etc.) are obtained and maintained and that HR policies are applied consistently across new hires; 

o In Hong Kong, handle work related to obtaining and maintaining proper legal status for employees, volunteers, consultants, and benefits for employees

• Keep staff updated with latest policies and act as focal point for any questions/concerns any staff may have with regards to HR matters;

• Create and maintain local Personnel Files and provide necessary documentation to US-Based HR Department for including in the “official” personnel file;  

• Responsible for ensuring arrangement are made with local health and life insurance companies across Asia for staff and acting as focal point with those vendors as well as keeping all records of correspondence and personnel records pertaining to those insurances; 

• Act as liaison for relocation of expat staff; working with HQ Human Resources Department on  all matters pertaining to those relocations, including travel, shipping of their personal possessions, assistance with housing, locating educational options, etc;  

• Act as liaison for annual performance evaluation program; assist staff with all matters pertaining to this evaluation.

       Required Knowledge, Skills, and Abilities

• Functional knowledge of basic Microsoft office programs, such as Word, Excel and Powerpoint

• Fluency in English, Mandarin and Cantonese

• Excellent organizational and prioritization skills

• Clear communication skills

• Professional interpersonal relationship skills

• Independent, self-starter

• Knowledge of local vendors and where to source products and services

Education and Experience

• Degree in business management or related field; Bachelor’s degree preferred.

• Five or more years of related experience 

Physical and Environmental Conditions: This position does not require unusual demands for physical effort.  This position may occasionally require physical effort to lift and transport boxes weighing no more than 50 pounds.

Work environment involves everyday risks or discomforts that require normal safety precautions typical of places such as offices, meeting or training rooms, residences, or commercial vehicles; e.g., use of safe work place practices with office equipment, and/or avoidance of trips and falls, and observance of fire regulations and traffic signals.

Additional Comment 

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made in appropriate circumstances to enable qualified individuals with disabilities to perform the essential functions of this job.

Interested candidates may apply by email to jobs@grameenfoundation.org. Please put “Office Manager-HR-HK” in the subject line.  No Calls Please.