Deputy Admin Coordinator For Human Resources

The Deputy Admin Coordinator for Human Resources works under supervision of the Administrative and Financial Coordinator. By delegation of the Administrative and Financial Coordinator, he/she contributes to the good human resources management, as well as the administrative/legal records   Responsibilities & Scope of duties 1.    Human resource management: He/She contributes to the administrative management of local and international teams, for outlining /updating HR management procedures and tools in accordance with the employment legislation in the country where the mission is taking place and the HR policies of PU-AMI, and to monitor any risks associated with HR management. 2.    Administration and legal management: Under the supervision of the Administrative and Financial Coordinator, he/she will supervise the administrative records and guarantee that the status and functioning of the mission are in accordance with the legislation and requirements of the country where the mission is taking place. 3.    Representation: By delegation of the Administrative and Financial Coordinator, he/she will represent the association before partners, authorities and the various local actors involved, in the areas of administration, legal issues and human resources relating to the mission. 4. Coordination: By delegation of the Administrative and Financial Coordinator, he/she participates in distributing information concerning administrative, legal and human resources issues regarding the mission, both within the mission itself and to the main office.    1.          TO ENSURE GOOD MANAGEMENT OF LOCAL HUMAN RESOURCES FOR THE MISSION a.       HR Policy He/She assist the Administrative and Financial Coordinator in drawing up and suggesting possible updates to the HR policy for procedures and tools, regarding recruitment, payment, administrative management, disciplinary issues and the management of individual career path within the organisation. He/She will guarantee the application of this policy, once validated by the Head of Mission and Head Office, and consequently will ensure that these rules and procedures are known, understood and implemented by all team leaders and that the latter have all the tools for applying them at their disposal. In particular, he/she will take part in the drawing up and/or updating of internal regulations and will be responsible for the correct application of these. b.       Administration, management and career path management He/she will contribute in working on clear integration plans and on comprehensive capacity building plan, in collaboration with the Knowledge, Capacity Building, Communication and Partnership Coordinator By delegation of the Administrative and Financial Coordinator, he/she will take part in the validation of recruitment requests and amendments to contracts (whatever the reason: the job description, payment, working hours, end date, etc.). He/She might participate in the organisation of recruitment (advertising, candidates, and interviews) for the admin team and may be asked to take part in recruitment for other departments. He/She will ensure that administrative personnel files are created and will ensure that employee documents are in accordance with working for PU-AMI in the country. He/She will draw up personnel employment contracts. He/She will contribute in drawing up a process, and creating any possible support structures, for integrating new employees. He/She will contribute in drawing up the salary table (fixed and variable terms), outline the associated benefits package (compulsory or otherwise: medical cover, daily allowances, insurance, transport allowances, etc.), and ensuring these are implemented, subject to validation by the Head of Mission and Head Office. By delegation of the Administrative and Financial Coordinator, he/she might supervise payment operations. By delegation of the Administrative and Financial Coordinator, he/she will monitor absences and that holiday entitlements are taken. By delegation of the Administrative and Financial Coordinator, he/she will monitor the correct progress of assessment procedures for all employees of the mission. By delegation of the Administrative and Financial Coordinator, he/she will identify training needs and work to make these actually possible.  By delegation of the Administrative and Financial Coordinator, he/she will organise and manage any possible medical repatriation or medical evacuation in the event of a work-related accident, working in conjunction with the local medical coordinator (if applicable) and the person in charge of medical issues at Head Office. c.      Organisation of work He/She will assist in drawing up organisational charts, and he/she will be mindful of coherence in the composition of teams, in terms of the sharing of tasks and responsibilities, defining hierarchical and functional relationships, function titles, etc. He/She will contribute in drawing up a table of job categories and will update this as required and will monitor that the core features are strictly applied. He/She will take part in drawing up job descriptions and will confirm these against the job categories table. He/She will take part in outlining human resource requirements within the framework of drawing up project proposals and possible amendments. d.       Managing HR risks By delegation of the Administrative and Financial Coordinator, he/she will monitor salary costs, make financial projections and anticipate and send out a warning if necessary. He/She will ensure that HR management rules and procedures conform to current employment law, and will monitor social and legal issues and make updates where necessary. He/She will be participate in defining and implementing suitable working conditions particularly those concerning rules and regulations on health and safety. He/She will monitor situations in order to anticipate and avert social conflicts and to take part in crisis management, if necessary. Conflict prevention could lead to the organisation of a system of employee representation if this does not already exist. He/She will be attentive for any risk of the abuse of power (whether this is between local employees, or between an expatriate and local employees or any other type of abuse of power) and will report any inappropriate behaviour to the Head of Mission. He/She will be responsible for keeping records for all personnel (whether in a post or not) and update this information on paper and electronic files.   2.          TO ENSURE ADMINISTRATIVE MANAGEMENT FOR INTERNATIONAL MISSION PERSONNEL By delegation of the Administrative and Financial Coordinator , he/she will ensure the creation of administrative files for international personnel, their registration with local authorities and embassies, and will monitor that the documentation for these expatriates is in accordance with working for PU-AMI in that country. He/She will support the organisation of any medical repatriation or medical evacuation, working in conjunction with the local medical coordinator (if applicable) and the person in charge of medical issues at Head Office. He/she will monitor and follow up all the contracts, amendments, holidays, R&R, ticket plane, appraisal process etc. He/She will support the arrivals and departures for the mission (reservations, travel documents, travel, leave requests, return files, etc.) in coordination with the Administrative and Financial Coordinator, the Head of Mission and Head Office. By delegation of the Administrative and Financial Coordinator, he/she will brief all expatriates arriving for the mission regarding their areas of responsibility. He/She will be involved in drawing up the daily and monthly amounts and manage and/or delegate the allocation of daily amounts and possible advances of salary in agreement with the Administrative and Financial Coordinator.    3.          TO ENSURE THE ADMINISTRATIVE AND LEGAL MANAGEMENT OF THE MISSION. Under supervision of the Administrative and Financial Coordinator, he/she will ensure that the PU-AMI is registered in the country and with the various state services (tax authorities, migrant workers authorities, national social security offices, government planning department, etc.), with regard to administrative procedures and current fiscal and legal obligations With the help of the Administrative and Financial Coordinator, he/she will organise the legal protection for the mission, mainly through identifying one or more local partners able to provide the necessary advice (e.g. a law firm). He/She will assist in drawing up contractual documents for the mission (with the authorities, partner NGOs, suppliers, insurers, the owners of vehicles and premises on lease, etc.) and in ensuring these are monitored. He/She will take part in monitoring the administrative and legal aspects of projects.   4.          TO ENSURE THE CIRCULATION OF INFORMATION, COORDINATION AND REPRESENTATION FOR ADMINISTRATIVE ISSUES He/She shall ensure that information is circulated effectively between operational bases and the coordination office. He/She shall edit or take part in drafting internal activity reports for everything involving HR, administrative and legal issues for the mission. He/She will support the Administrative and Financial Coordinator in ensuring administrative coordination at mission level for regular visits to the bases, for monitoring, follow-ups, training, etc. By delegation of the Administrative and Financial Coordinator, internally, he/she will be the representative of PU-AMI before any employee representation bodies, whether or not these are compulsory by law, as well as be the PU-AMI’s representative for all personnel for any matters relating to human resources. By delegation of the Administrative and Financial Coordinator, externally, he/she will represent the PU-AMI before any legal, or administrative authorities (employment inspectors, taxation authorities, social security/insurance payment collection bodies, etc.). He/She will also develop and maintain relationships with partner organisations, particularly within the area of coordinating with NGOs as regards administration and human resources.   The tasks and responsabilities defined in this job description are not exhaustive and can evolve depending on the project needs.