Deputy HR Coordinator

MISSION

Goal/Purpose :

The Deputy HR Coordinator supports the administrative coordinator in defining and implementing the national HR policy.

He/she guarantees the correct implementation of HR and SI policy on the mission.

He/she ensures legal and administrative support to administrators for all National HR related matters.

He/she actively participates in implementing training and development programs for national staff.

JOB

List of main activities:

Implementation of the national HR policy

· Take part in the development of the national HR policy

· Participate in defining and monitoring the implementation of HR policy

· Evaluate risks linked to changes in social policy

· Propose improvements to employee working conditions

· Ensure appropriateness and coherence between mission job descriptions and SI standard Job Descriptions

· Ensure the SI functions Grid is applied on the mission and the recruitment process respected

· When necessary, participate in the Salary Grid review (benchmark...)

· Continually ensure coherence between SI HR policy and national laws

Human Resources Administration

· Keep informed of all documents and developments associated with employment law, employment in general, and staff training

· Ensure that HR procedures are respected and understood at mission level

· Collect the necessary information to monitor changes in the cost of living

• Supervise the administrative management of recruitment and hiring

· Organize the administrative briefing for SI Managers

· Ensure that personnel files are kept up to date and deadlines respected (annual performance reviews, contract amendments…)

· Verify the monthly salaries and payroll processing (Balzac XX) of the whole mission, as well as income tax payment and liaises with the concerned authorities

• Check updates of databases with personnel related information on the HOMERE software at mission level

· Ensure that statements and payments are made to the concerned organizations for the whole mission

· Take the necessary steps with authorities if required (registering personnel, submitting documents...)

• Ensure preparation of HR files for Audit and for quarterly mailing to HQ

Human Resources management

· Design and implement HR training sessions for SI Managers (National and Expatriate) and for the administrative teams

· Supervise annual performance reviews

· Put in place an annual training program, supervise its implementation and monitor its impact

· Participate in implementing staff promotions

· Participate in the implementation of career planning and the management of staff mobility

· Make a list of schools and training programs in the country

· Improve recruitment procedures

· Participate in recruiting inpats executives staff

· Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness...)

Administrative management of the mission

· Ensure paper and digital filing, as well as ensuring the security of HR/administrative documents

· Check updates of individual personnel files

· Consolidate and update the mission organization chart and the target organigram

· Compile a monthly statistical report for HQ using HOMERE

· Ensure that paper files from the bases are brought back to coordination on a regular basis

· Conduct the quarterly mailing of HR archives to HQ Internal Department

Reporting/Communication/ Representation

· Establish and maintain relationships with the administrative authorities at a national level

• Participate to HR – Administration Coordination meetings and represented SI upon request

ORG CHART POSITION (reporting and functional relationships)
Line manager: Admin coordinator

Line Report(s):  HR Officer

Functional Manager: -

Functional Report(s): Base Administrators