People And Culture Manager

Job Summary
The position of P&C Manager, supported by the Country Director (CD) will lead and facilitate the development of a highly effective, strategic HR function that ensures the organization has the HR structure, culture and people strategy that is aligned and needed to deliver on program goals and effectively serve its clients. It is both a strategic and operational role, responsible for providing guidance to the Senior Management Team (SMT) and other CO staff including field offices, along with the successful delivery on key HR matters, including but not limited to: staff recruitment and onboarding; policy development and interpretation; salary and compensation review; performance management; succession planning; employee wellbeing and counseling; and talent development - all the while ensuring the practical implementation of human resources policies, procedures and systems, in accordance with global best practices and compliance with all local labor laws and other statutory requirements in Vietnam.
The post is expected to lead by example in demonstrated commitment to CARE's core values and will support colleagues to understand and live these values. The role requires a strong balance of strategic thinking, inclusive leadership, and hands-on implementation to ensure the P&C function remains agile, compliant, and future-ready.
She/he is a member of the Senior Management Team (SMT) and the Emergency Response Core Team (ERT). The position has direct reporting line to the Country Director. Dotted line functional reporting is to the Asia Regional HR Business Partner.
This position will be based in Hanoi - Country Office Vietnam, with travel required to other project areas, as required.
Responsibilities and Tasks
Describe the major responsibilities, principal tasks, and end results the position is responsible for. Please include rationale as to why it is done and the impact it has on the team or organization. List the responsibilities in the order of importance and state the estimated percentage of time the employee should spend on each responsibility during a typical year.
JOB RESPONSIBILITY 1
HR STRATEGY AND FRAMEWORK 25 %
• Supported by CD, work closely with the SMT in planning and implementation of the People and Culture strategy and transformation plan in line with the CO strategy, ensuring compliance with local laws and thinking regarding HR frameworks (incl. processes, policies, and guidelines);
• Collaborate with relevant departments and units, to ensure overall inclusive participation of staff at the different levels in People and Culture planning and strategy; lead staff to contribute to and take ownership of strategy;
• Support management in translating operational needs and challenges into CO HR strategy and priorities;
• Under the guidance of the Country Director and Regional HR (as needed) ensure that CARE Vietnam's HR policies, procedures and practices are in compliance with local labour law, are regularly updated, and support the Mission's strategic goals;
• Support change management and organizational transitions with empathy and technical expertise.
• Understand the broader and CO HR strategy and oversee its implementation into specific programs, plans and projects, act as an implementing partner and change agent;
• In close coordination with the management of the CO set-up, adjust and update all aspects of the HR to bring efficiency;
• Contribute to workforce planning exercises across the organization, and maintain workforce diversity.
• Oversee data-driven HR decision-making through regular dashboards, compliance reviews, and internal audits.
JOB RESPONSIBILITY 2
HR OPERATIONS 25 %
Overall responsibility for the achievement of HR objectives within timelines and within budget, ensuring inclusiveness and collaboration. Supervise end-to-end HR service delivery including recruitment, onboarding, performance management, contracts, payroll coordination, and benefits administration.
Recruitment, Selection and Onboarding:
• Develop and maintain a solid knowledge of diverse recruitment channels as well as an overview of the availability of local talents, to ensure relevant and diverse workforce is in place to support CARE's mission;
• Represent CARE in relevant HR forums and with partners/donors on people-related matters as needed.
• Participate in interviews and discussion of employment conditions with candidates.
• Responsible to carry out process (final offer (incl. salary), drafting of individual employment contract, etc..) needed to onboard employees;
• Ensure the integration (on boarding) for all new staff and improve the on boarding process if necessary;
• Support Line Managers in formulating position responsibilities and incumbent requirements.
Performance management:
• Ensure the consistent use of the CUSA performance management framework.
• Advise and coach line managers on how to manage performance (including the identification and follow up of high and low performers, including regular check-ins);
Talent Development and Succession Planning:
• In collaboration with the Line and CO management, guide the employees for career prospects;
• Update staff development plan with clear timelines and responsibilities.
• Assess common learning requirements of the staff and deliver capacity building sessions on management and leadership as appropriate and organize external training opportunities as required.
• Exchange and share regularly with the Regional HR Business Partner and other counterparts in the region on TDYs and staffing needs in the region.
JOB RESPONSIBILITY 3
COMPENSATION, BENEFITS AND ADMINISTRATION 15 %
• Responsible for adequate use of function description and salary grades within the country office;
• Responsible for the review and approval of the monthly payroll for the national staff.
• Define and propose benefits package in accordance to CARE minimum standards, local labor law and labor market comparators;
• Oversee, assess and implement the local medical insurance scheme established for the staff and their dependents;
• Define special employment conditions (financial and others) during operational emergencies in consultation with the SMT;
• Ensure that individual personnel files comply with standard structuring and that they are regularly updated.
• Ensure the archiving of HR documents/payroll information in accordance with local legal obligations and organizational guidelines.
JOB RESPONSIBILITY 4
STAFF WELLBEING, SAFETY AND EMPLOYEE RELATIONS 20 %
• Champion staff wellness and wellbeing strategies, embedding them into core HR practices.
• Design and implement employee engagement strategies to maintain high staff motivation;
• Develop and implement strategies to strengthen organizational culture and working environment; collaborate to ensure relevant team building activities are in place and consistently practiced;
• In cooperation with the CD and SMT, promote organizational cohesion through coordination and information sharing with and between all key staff;
• Work closely with Safety and Security Manager and SMT to ensure that the welfare and both physical and mental health needs of staff are met;
• Promote and ensure equity of treatment of CARE staff (ethnic/religious diversity, etc);
• Advise, coach, and support the managers in conflict management and prevention and participates as a mediator, as needed.
• Ensure that disciplinary actions are taken in compliance with local legal frameworks and institutional policies (e.g. Code of Conduct).
• In collaboration with the Regional HR Business Partner, advise, coach and support the CO on disciplinary measures.
JOB RESPONSIBILITY 5
SAFEGUARDING 10 %
• Uphold CARE's Safeguarding Policy and Safeguarding Code of Conduct;
• Must read the Safeguarding Policy and either sign the Safeguarding Code of Conduct or sign a Code of Conduct that is consistent with or references this policy and Safeguarding Code of Conduct.
• Ensure safeguarding systems are strong, survivor-centered, and responsive, in coordination with the Safeguarding & L&D Manager.
• Ensure that all CARE Employees and Related Personnel understand and comply with CARE's Safeguarding Policy and either sign the Safeguarding Code of Conduct or sign a Code of Conduct that is consistent with or references this policy and Safeguarding Code of Conduct;
• Ensure safe recruitment and induction practices are in place;
• Provide MDS reference check to other peer agencies in communication with CARE USA Safeguarding Team.
• Collaborate with regional safeguarding and CARE safeguarding focal points in planning and implementation of safeguarding plan;
• Ensure that safeguarding commitments are being implemented, coordinated, and monitored;
• Promote, create and maintain a safe organizational culture, including championing the CI Safeguarding Policy and preventing misconduct;
• Ensure that all direct team members are aware of their responsibilities with the CI Safeguarding Policy commitments, including signing of the Safeguarding Policy and Code of Conduct, and completing induction and refresher trainings.
• Engage in cases of Show Cause, Suspension, Dismissal and Termination with appropriate HR documentation.
• Counsel Program and Support Managers when dealing with disciplinary or grievance problems in order to provide them with the emotional guidance and support they require.
OTHER RESPONSIBILITIES AS ASSIGNED : 5 % of time
EMERGENCY RESPONSE:
• In cooperation with the CD and SMT, coordinate and supervise the Administrative, HR and IT units to promptly response to the emergency needs and ensure minimum requirements of safety security, logistic, procurement, admin, HR and IT are in place.
As part of this role, the job holder will be expected to always adhere to and support CARE Vietnam's Safety and Security policy and systems as part of their day to day duties, and comply, at all times, to safety & security protocols and directives, including reporting. Staff must maintain situational and self - awareness and be aware of the safety - security related consequences of their actions upon themselves, their team and the organization as a whole.