GENERAL OBJECTIVE
Under the line management of the Head of Mission, the HR Coordinator will be part of the coordination team based in Maiduguri and will have A FREQUENT field visit.
S/he is also responsible for HR strategy planning, policies and procedures development, ensure proper implementation & monitoring, Legal Compliance and work closely with internal and external business partners. S/he will be responsible for the administrative HR management of expatriates.
The HR Coordinator will have to be extremely proactive, mobile and flexible, to ensure efficient relationships and good coordination and
develop adequate framework.
RESPONSABILITIES AND TASKS
Role and Responsibilities
Human Resource Management (National Staff): S/he is responsible for the administrative management of local 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 PUI (Recruitment, appraisals, training, salaries, end of contract, etc) S/he monitors any risks associated with HR management.
Human Resource Management (expatriate staff): In collaboration with HoM, S/he is responsible for the administrative management of international teams.
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: In collaboration with the HoM, s/he will represent the organization before 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 Managers.
Specific objectives and linked activities
ENSURE GOOD MANAGEMENT OF NATIONAL HUMAN RESOURCES FOR THE MISSION
HR Policies & Procedures:
I draw up and update 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 PUI and donor requirements.
I ensure the implementation and the application of the HR policies and procedures, once validated by the Head of Mission and HQ, and will consequently ensure that they are known, understood, and implemented by all members of the organization and that managers have all the tools for applying them at their disposal through regular visits to the field and internal audits.
I ensure staff induction on the new updated code of conduct, PSEA, Child protection and reporting mechanisms.
Administration, Management and Payroll:
I’m responsible for the optimization of HR, administration and payroll tools and procedures (contract templates, etc.)
I validate recruitment requests and amendments to contracts (job description, payment, working hours, end date, etc.).
I ensure that administrative personnel files are created and will ensure that employee documents are in accordance with PUI in the country and donors’ requirements.
S/he reviews employment contracts that are drafted by the HR team members.
S/he supervises payroll operations in collaboration with the Financial Coordinator.
Recruitment and Career Path Management:
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 ensure these are implemented, subject to validation by the Head of Mission and HQ.
Ensures that the integration process is followed for each new employee at every base level.
Work on comprehensive capacity building plans alongside the managers.
Responsible for the organization of recruitment (advertising, candidates, and interviews) for the Human Resources department
To ensure that all recruitment policies and guidelines are respected at mission level and ensures a timely recruitment for all departments/bases.
Monitors the correct progress of assessment and appraisal procedures for all employees of the mission.
Responsible for the identification of training needs and proposes training plans based on operational priorities, budget and local opportunities.
Organization Chart Development and Update:
Draws up organizational charts, and s/he will be mindful of coherence in the composition of teams, in terms of task division and responsibilities, defining hierarchical and functional relationships, function titles, etc.
Draws up a job classification and will update this as required and will monitor that the core features are strictly applied.
Takes part in drawing up job descriptions alongside with the managers and ensures that they match the job classification.
Validates all job descriptions that are drafted on mission level from an HR perspective and is responsible for their correct classification.
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.) e. HR risks Management:
Ensures that HR management rules and procedures conform to current employment law, and monitors social and legal issues, updating the rules when necessary.
Defines and implements suitable working conditions particularly those concerning rules and regulations on health and safety.
Donators situations to anticipate and avert social conflicts and to take part in crisis management, if necessary. Conflict prevention could lead to the organization of a system of employee representation if this does not exist.
Attentive for any risk of the abuse of power (whether this is between local employees, or between an expatriate and local employee or any other type of abuse of power) and will report any inappropriate behavior to the Head of Mission.
Responsible for the drafting and implementation of disciplinary procedures within the framework of PUI policies and the country’s legal constraints.
Managing HR Risks
Ensures that HR management rules and procedures conform to current employment law, and monitors social and legal issues, updating the rules when necessary.
Ensures that all PUI employees are aware about PUI Internal staff regulations (ISR) and organizes ISR induction for all new employees.
Defines and implements suitable working conditions particularly those concerning rules and regulations on health and safety.
S/he will be attentive to 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 behavior to the Head of Mission.
S/he will be responsible for keeping records for all current and previous employees and updating this information on paper and electronic files.
S/he is responsible for the drafting and implementation of disciplinary procedures within the framework of PUI policies and the country’s legal constraints.
Ensure Administrative Management for International Staff on The Mission
Draft and regularly updated the visa guideline for expats and share it with the relevant people.
Ensure the visa follow-up and communicate with relevant partners and people in HQ
Advice and counsel expats regarding all visa related issues: type of visa, requests, renewals, airport formalities, etc.
Regularly liaise with relevant authorities regarding all visa requests and inquiries
Ensures the creation 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 PUI in that country.
Focal point for all issues regarding per diem and other conditions and reports any risk to the Head of mission and HQ
Supports the organization of any medical repatriation or medical evacuation, working in conjunction with the Deputy Head of Mission for Support and the Human Resources Department in HQ
Monitors and follows up all the contracts, amendments, holidays, R&R, plane tickets.
Support the arrivals and departures for the mission (induction planning, bookings, travel documents, travel, leave requests, return files, etc.) in coordination with the Head of Mission for support and HQ.
In charge of the Expat tracker and shares it on regular basis with field teams and HQ
Brief all expatriates arriving for the mission regarding their areas of responsibility.
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 coordination with the Administrative and Financial Coordinator.
Monitors HR admin management of international human resources at mission level in link with HQ and the Head of mission (contracts, holidays, R&R, required information for payroll, family package follow up, etc.
Follows up, alongside with HQ and in collaboration with HoM the realization of the international staff appraisals.
Ensure The Administrative and Legal Management of The Mission
Ensure that PUI is registered in the country and with the various state services (tax authorities, migrant workers authorities, national social security offices, government planning department, etc.), regarding administrative procedures and current fiscal and legal obligations.
Ensures the legal protection for the mission regarding labor law, mainly through identifying one or more local partners able to provide the necessary advice (e.g. a law firm).
Ensures that PUI Nigeria provides all mandatory social benefits to all employees as required by the law and ensure that a legal monitoring is organized at mission level.
Ensure The Circulation of Information, Coordination and Representation for Administrative and HR Issues
Ensure that information is circulated effectively between operational bases and the coordination office.
Drafting internal and external activity reports for everything involving HR, issues for the mission.
Ensure administrative coordination at mission level for regular visits to the bases, for monitoring, follow-up, training, etc.
Externally, represent PUI before any legal or administrative authorities (employment inspectors, taxation authorities, social security/insurance payment collection bodies, etc.).
Develop and maintain relationships with partner organizations, particularly within the area of coordinating with NGOs regarding administration and human resources.
The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.
PRIORITIES OF THE DEPARTMENT
Implementation of HR policies and procedures
Revision of the salary grid
Create missing guidelines/policies (internal mobility, performance bonus, daily worker policies etc.)
Follow up, update and streamlining of performance appraisal with the capacity building policy implementation and integration approach
Organize refresher session on the code of conduct, PSEA, Child protection and reporting mechanisms
Work closely with managers to sensitize and cascade the Ethical framework and HR policies to Volunteers, consultants and permanent daily workers
QUALIFICATIONS
Mandatory requirements
Language skills: Fluent in English, good knowledge of Hausa is an asset
Education degree: University degree in Human Resources or a related field
Work experience: Minimum 2 years of experience in a similar position (NGOs/private companies)
Knowledge and skills: Good analytical and writing skills. Good management capacities and team leadership spirit
Computer skills: Good knowledge of MS office software including Word, Outlook. Excellent in Excel
Other:
Good skills in reports and contracts redaction.
Good knowledge of institutional donors (ECHO, UN agencies, etc.) procedures and financial guidelines
Knowledge of humanitarian actors.
Good management and pedagogical skills
Excellent communication and diplomacy skills to manage relationships in potentially tense situations
Capacity to delegate and to supervise the work of a team
Ability to guarantee effective and timely outputs.
Good communication skills for public presentations.
Ability to work on one’s own initiative and collaboratively as part of a diverse team and manage a varied workload
Self-motivated, flexible and adaptable to the needs of the team and organization
Strong commitment to support/develop capacity of national staff and developing second layer of leadership; pedagogical skills
Proven management ability and interpersonal skills.
Great sense of confidentiality
Assets Interests:
Strong motivation to help people in need
Understanding of the political situation in the area
Transversals skills:
Well organized
Conflict resolution and diplomacy experience
Able to analyze and suggest improvement
Able to take the initiative to deal with difficulties encountered in daily work
Able to adapt or change priorities according to the changing situation within a mission or the organization itself.
Autonomous, neutral, hard worker
Able to manage stress and pressure
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