About Role

The HR & Office Manager is responsible for planning, implementing, and managing all human resource and administrative functions at Sumat Associates.

This role ensures smooth office operations, effective people management, compliance with HR policies and statutory requirements (SSF, labor law), and alignment of HR practices with company goals.

The position serves as a strategic bridge between management and employees, fostering professional discipline, engagement, and efficiency throughout the organization.

KEY RESPONSIBILITIES

1. HR Policy, Planning & Compliance

• Implement and update the HR & Office Policy Manual.
• Ensure compliance with Nepal Labor Act, SSF, tax, and minimum wage regulations.
• Maintain accurate employee records and confidential HR files.
• Conduct annual HR audit, including policy awareness, staff surveys, and compliance checks.
• Prepare HR policies, memos, and circulars for management approval.

2. Recruitment, Onboarding & Exit Management

• Plan and manage end-to-end recruitment and selection processes.
• Prepare and issue offer letters, appointment letters, and maintain staff documentation.
• Conduct orientation and induction for all new employees.
• Manage probation review, confirmation letters, and exit interviews.
• Maintain a staff turnover/retention tracker and analyze exit data to improve retention.

3. Payroll, Attendance & SSF Administration

• Oversee the attendance, leave, and overtime system (biometric or manual).
• Prepare monthly payroll in coordination with accounts and ensure timely salary disbursement.
• Manage Social Security Fund (SSF) registration, deductions, and contributions for all staff.
• Verify all payroll-related deductions (TDS, insurance, bonuses).
• Maintain employee benefit records and ensure statutory compliance.

4. Performance Management & Appraisal

• Implement and coordinate the annual performance appraisal process.
• Train team leaders on evaluation methods and documentation.
• Review appraisal results and identify skill gaps for training.
• Maintain and update the Skill Mapping Matrix and link it with training plans.
• Prepare performance summaries for management decisions (increments, promotions).

5. Training, Development & Employee Welfare

• Develop and maintain an annual training calendar based on appraisal findings.
• Coordinate internal and external trainings, workshops, or mentorship sessions.
• Track training attendance, cost, and effectiveness.
• Plan welfare and engagement activities (events, health, communication meetings).
• Lead employee satisfaction and feedback surveys and ensure follow-up actions. 

6. Office Administration & Operations

• Oversee daily office operations, facilities, logistics, and maintenance.
• Supervise procurement of office supplies, vendor management, and contracts.
• Ensure a clean, safe, and professional office environment.
• Manage administrative budgets, petty cash, and cost optimization.
• Support IT coordination, utilities, and service contracts as needed.

7. Leadership & Coordination

• Provide guidance and support to the Office Manager and team leaders.
• Foster positive communication and teamwork across departments.
• Represent HR in management meetings and prepare monthly HR updates.
• Handle staff grievances confidentially and resolve issues professionally.
• Build trust and ensure consistency in policy application.

8. HR Reporting & Data Management

• Prepare monthly and quarterly HR reports:

o   Staff count and turnover trends

o   Retention ratio and new hire statistics

o   Attendance summaries

o   Training investment ratio

o   HR cost-to-payroll analysis

• Submit periodic management dashboards on HR metrics and staff satisfaction trends.

9. Strategic Responsibilities

• Contribute to organizational planning and staffing forecasts.
• Recommend process improvements and automation opportunities.
• Align HR systems with the company’s operational and compliance needs.
• Support the Managing Director in leadership initiatives, culture-building, and HR audits.

What We Expect From You

Education:

• Bachelor’s degree in Human Resource Management, Business Administration, or equivalent (Master’s preferred).

Experience:

•  Minimum 3 years of progressive experience in HR and administration.
•  Proven record in HR compliance, payroll, SSF, and performance management.

Core Skills:

•  Strong knowledge of Nepal Labor Law, SSF, and statutory requirements
•  Excellent communication, interpersonal, and documentation skills
•  Proficient in MS Office (Word, Excel, PowerPoint)
•  Organized, disciplined, and detail-oriented
•  Ability to manage confidential information discreetly

Behavioral Competencies:

•  Leadership and accountability
•  Problem-solving and decision-making ability
•  Team collaboration and empathy
•  Professional integrity and reliability
•  Continuous improvement mindset

What We Offer

We strive to create a workplace where people thrive professionally and personally:

• Fixed Work Hours: 7:00 AM – 3:00 PM, Sunday to Friday – enjoy true work-life balance
• Career Growth: Clear pathway to a managerial role based on performance
• Free Meals: Daily complimentary breakfast and lunch at the office
• Loyalty Incentives: Long-term service bonuses and recognition
• Learning & Development: Gain international exposure through hands-on experience supporting four top-tier Australian colleges
• Global Collaboration: Opportunities for international travel and remote coordination with Australia-based teams

Team Culture: 

• Regular team bonding events and celebrations
• Collaborative and growth-driven work environment
• Transparent leadership and a culture of respect and empowerment

About Sumat

SUMAT Associates, founded in 2020, is focused to increasing the global presence of Australian educational institutions in Southeast Asia. The agency specializes in developing strategic relationships, managing student recruitment, and implementing focused digital marketing strategies for the education industry. With a strong network that includes over four Australian schools, SUMAT has successfully enrolled thousands of students from South East Asia. The firm blends integrity, innovation, and expertise to provide its partners with long-term growth and increased reach. SUMAT Associates is the go-to expert for educational establishments who want to understand the complexity of international student recruiting.