Human Resources Coordinator

Role and Responsibilities    

Human resources management: s/he is responsible for the administrative management of local and international teams, in order to outline and update the HR management procedures and tools at mission level, in accordance with the employment legislation in the country of mission and the HR policies of PU-AMI. S/he monitors any risks associated with HR management.

Administration and legal management: s/he supervises the HR related administrative and legal records and guarantees that the status and functioning of the mission are in accordance with the legislation and requirements of the country of mission.

Representation: s/he will represent the organization for the partners, authorities and all the local actors involved, in the areas of legal issues and human resources related to the mission.

Coordination: s/he distributes information concerning administrative, legal and human resources issues regarding the mission, both within the mission itself and to the headquarters.

Technical support: S/he will undertake the overall responsibility of the technical leadership of all HR  aspects of base Admin, HR and Finance Managers

Specific objective and linked activities

ENSURE GOOD MANAGEMENT OF NATIONAL HUMAN RESOURCES FOR THE MISSION

 

       a.   HR Policy & Procedures

S/he is responsible for the implementation of HR policies for national human resources defined in collaboration with the Head of Mission and HQ.

S/he draws up and updates the HR policy for procedures and tools, regarding recruitment, payroll, compensation and benefits, training, appraisal, administrative management, disciplinary issues and the management of individual career path within the organization within the framework of the country legislation, HR policies of PU-AMI and donor requirements.

S/he ensures the implementation and application of HR guidelines and procedures, once validated by the Head of Mission and Head Office, and will consequently ensure that they are known, understood and implemented by all members of the organisation and that managers have all the tools for applying them at their disposal through regular visits on the field and internal audits.

In particular, s/he will draw up and/or update the internal regulations and will be responsible for the correct application of those.

     

       b. Administration, Management & Payroll

S/he is responsible for the optimization of HR, administration and payroll tools and procedures

S/he validates recruitment requests and amendments to contracts (job description, payment, working hours, end date, etc.).

S/he will ensure that employee documents are in accordance with working for PU-AMI in the country and donors requirements

S/he reviews employment contracts that are drafted by the HR Officer

S/he draws up a process and creates any possible support structures for integrating new employees.

S/he supervises payroll operations in collaboration with the Admin& Finance Coordinator

 

        c. Recruitment & Career Path Management

S/he draws up the salary scale (fixed and variable terms), outlines the associated benefits package (compulsory or otherwise: medical cover, daily allowances, insurance, transport allowances, etc.), and ensures these are implemented, subject to validation by the Head of Mission and Head Office.

S/he is responsible work on clear integration plans and on comprehensive capacity building plan,

S/he is responsible for the validation of recruitment and may support recruitments for other departments/bases. S/he supervises and participates in the recruitment of key strategic positions on the mission

S/he monitors the correct progress of assessment and appraisal procedures for all employees of the mission.

S/he is responsible for the identification of training needs and proposes training plans based on operational priorities, budget and local opportunities

S/he frames and implements a yearly staff development plan based on appraisals and skills improvement requests

S/he identifies, coordinates and facilitates the training programs (internal and external), with the support of the bases

S/he budgets and manages capacity building and professional development funding from donors grants

S/he prepares the induction plan process of each new management staff (managers and above) and make sure it is accurately applied at all levels

       d. Organization of Work

S/he reviews organizational charts, considering coherence in the composition of teams, in terms of task division and responsibilities, defining hierarchical and functional relationships, function titles, etc.

S/he draws up a job classification and will update this as required and will monitor that the core features are strictly applied.

S/he will take part in drawing up job descriptions and will ensure that they match the job classification.

S/he will validate all job descriptions that are drafted on mission level from an HR perspective and is responsible for their correct classification

S/he outlines human resource requirements within the framework of drawing up project proposals and possible amendments.

S/he ensures the writing of the HR part in the donor reports (IPFR, etc.)

She ensures working hours and time rules are known and respected by all staff

      e. Managing HR Risks

S/he ensures that HR management rules and procedures conform to current employment law, and monitors social and legal issues, updating the rules when necessary and provides recommendation to Head of Mission in parallel to the legal bindings.

S/he defines and implements suitable working conditions in line with country’s regulations.

S/he monitors situations in order to anticipate and avert social conflicts and to take part in crisis management, if necessary.

S/he 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.

S/he is responsible for keeping records for all current and previous employees and ensures receiving the updates of these information on paper and electronic files in monthly basis.

S/he is the focal person for Protection from Sexual Exploitation and Abuse policy and responsible for the implementation of disciplinary procedures within the framework of PU-AMI policies and the country’s legal constraints. 

       II.   ENSURE ADMINISTRATIVE MANAGEMENT FOR INTERNATIONAL STAFF ON THE MISSION

 

S/he ensures the receipt of administrative files for international personnel, their registration with local authorities and embassies, and monitors that the documentation for these expatriates is in accordance with working for PU-AMI in that country.

S/he is the focal point for all issues regarding per diem and other conditions and reports any risk to the Head of mission and HQ

S/he supports the organization 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.

S/he monitors and follows up on all the contracts, amendments, holidays, R&R, plane tickets.

S/he monitors and ensures that appraisals for international human resources are done in link with Head Quarter’s HR.

Along with the Deputy HR Coordinator/HR Officer, s/he will support the arrivals and departures for the mission (reservations, travel documents, travel, leave requests, return files, etc.) in coordination with the Head of Mission and Head Office.

S/he will brief all expatriates arriving for the mission regarding their areas of responsibility.

S/he will be reviewing and approving the advances of salary in coordination with the Administrative and Financial Coordinator.

S/he monitors HR admin management of international human resources at mission level in link with Head Quarters HR and the Head of mission (contracts, holidays, R&R, required information for payroll, family package follow up, etc.)

      III.   ENSURE THE ADMINISTRATIVE AND LEGAL MANAGEMENT OF THE MISSION

S/he will organize 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).

S/he 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.

S/he will take part in monitoring the administrative and legal aspects of projects.

      IV.   ENSURE THE MANAGEMENT OF VISAS AND WORK PERMITS ON THE MISSION

 

S/he will draft and regularly update the work permit guideline for expats and share it with the relevant people

S/he will ensure the visa/work permit follow-up and communicate it with relevant partners

S/he will advise and counsel expats regarding all visa/work permit related issues: documentation for work permit, type of visa (if applicable), requests, renewals, airport formalities, etc.

S/he will follow up on the inquiries of the work permit applications for all foreign employee in the mission.

S/he will regularly liaise with the General Security regarding all visa requests and inquiries

      V.    ENSURE THE CIRCULATION OF INFORMATION, COORDINATION AND REPRESENTATION FOR ADMINISTRATIVE AND HR ISSUES

S/he shall ensure that information is circulated effectively between operational bases and the coordination office.

S/he shall edit or take part in drafting internal and external activity reports for everything involving HR, issues for the mission.

S/he will ensure administrative HR coordination at mission level for regular visits to the bases, for monitoring, follow-up, training, etc.

Internally, s/he will be the representative of PU-AMI before any employee representation bodies, whether or not these are compulsory by law, in addition to being PU-AMI’s representative for all personnel for any matters relating to human resources.

Externally, s/he will represent PU-AMI for any legal, or administrative authorities (employment inspectors, taxation authorities, social security/insurance payment collection bodies, etc.). S/he will also develop and maintain relationships with partner organizations, particularly within the area of coordinating with NGOs regarding administration and human resources.