Human Resources Coordinator (Head of HR)

Objective 1 Ensures the mission implements comprehensive HR policies and procedures, and remains compliant with local labor laws.

• In collaboration with the Mission Coordination Team, creates an annual HR strategy for the mission.

• Reviews the mission Internal Regulations, ensuring that it is compliant with the ACF policy, local labor and tax laws.

• Monitors mission activity to ensure teams remain compliant with HR policies and procedures.

• Supports the Country Director and other supervisors whenever staff management issues require informal or formal disciplinary action, ensuring each incident is appropriately documented.

• Oversees ACF’s management of personnel law-suits in liaison with the Country Director.

• Serves as the mission’s focal point for all issues related to the local labor authorities.

• Liaises with other NGOs working in country to compare policies and establish best practices.

• Prepares, or reviews, the HR requirements in all project proposals in collaboration with the Technical Coordinators, Field and Admin Cos.

Objective 2 Ensures HR administration is accurately maintained as per ACF and local government regulations

Personnel files, employment contacts and organigrams

• Ensures complete and up-to-date personnel files are maintained for all locally hired staff.

• Prepares and monitors the details of all local labor contracts. Ensures all staff have valid employment contracts. Liaises with the local authorities on all HR matters concerning local staff.

• Informs HQ of any changes to expat contracts including dismissals, resignations and any shortening or extensions of contracts.

• Keeps up-to-date the country organization charts (capital and projects).

Travel, visas, work authorizations and medical evacuations

• Facilitates the ’pick up’, and ‘drop-off’ of incoming/departing expats from points of entry or departure, including briefing schedules.

• Supervises the travel and visa arrangements for all staff attending trainings or meetings, as well as for expats leaving on R&R and leaves

• Monitors the requirements in-country for all visas, work permits & residency permits.

• Prepares submissions for any expat work permits, visas & residency permits that are processed in-country. Provides letters of invitation, and/or other mission supporting documentation, for any visas processed outside the mission

• Monitors the expiry dates for all expat passports and visas, ensuring renewals are processed before each document’s expiry date.

• Maintains a record of all expats’ EoM flights (Booking reference, expiry date, change fees etc). At the end of any expat’s assignment works closely with the Desk HR Administrator to ensure that the original ticket is used or refunded.

• Represents ACF to local government authorities as well as to the Department of Immigration.

• In coordination with the CD and the Desk HRO, acts as the mission focal point for medical evacuations.

Objective 3 Oversees the Payroll and Benefits Administration for the mission

• Ensure that the following core ACF HR tools are applied to the mission salary structure: ACF Function Scale, ACF Seniority rules, and ACF benchmarking reviews

• Works with the Desk HRO and Admin CO to periodically review the salary scale to ensure it remains competitive with other local organizations and responds to increases/decreases in the local cost of living

• Collaborates with the Admin CO the preparation and payment of the national staff payroll including salaries, special allowances, and social security contributions.

• Follows up all line managers to ensure that timesheets are prepared for all expats on mission, and that these are submitted once a month to HQ.

• Monitors and validates annual leave, R&R and sick leave entitlements for all national staff and expats. Works with all supervisors to ensure that they have a leave plan in place for their teams before leaves are taken.

• Administers the benefits and insurance program for national staff, ensuring compliance with local labor regulations. Works with local partner agencies to identify and maximize best coverage using existing resources and budgets.

• Evaluates the risks related to changes in policies.

• Ensures all taxes and social security contributions are correctly calculated and filed with the relevant governmental authority as per the required schedules.

• Administers the benefits and insurance program for national staff, ensuring compliance with local labor regulations. Works with local partner agencies to identify and maximize best coverage using existing resources and budgets.

• With the Admin Co, facilitates reviews, as needed, of the local cost of living and food baskets.

• Evaluate the risks related to changes in policies.

Objective 4 Supports the mission’s recruitment of national and expatriate staff

• Reviews all job descriptions at the start of the recruitment process to ensure that they are standardized across the mission. Suggests changes to the supervising manager so that they reflect the current and upcoming program needs and activities, identifying required qualifications as well as both essential and preferred selection criteria.

• Implements standard and best practice recruitment procedures for all locally hired staff.

• Wherever possible, assists all program managers and coordinators with interviewing and selecting new staff (especially for new positions and key line management positions).

• Ensures updated job descriptions for all expat positions are sent to the Desk Officer, Country Director & Desk HRO at least 2 months before each end of contract date, or as soon as possible after expats’ departure is known.

Objective 5 Identifies and monitors staff training, development and learning needs

• Oversees the staff review process using performance appraisals and regular meetings with line managers.

• Trains and assists line managers to prepare and deliver Performance Appraisals on time

• Works with individual line managers to ensure that the training and development needs of all national staff are clearly identified and possible options discussed and implemented.

• Establishes, in co-operation with the Mission Coordination Team, an annual mission training in line with the mission’s strategic plan. Works with program managers, coordinators and the RTC to ensure that local, regional and international training and development opportunities are identified and utilized.

• Provides administrative support to ensure mission staff attend trainings offered by the RTC in Nairobi.

Objective 6 Communicates HR matters both internally (within the mission) and externally (to New York HQ, donors and local authorities)

• Ensures regular meetings are held with the staff representatives.

• Submits a monthly HR report to the CD & Desk HRO.

• Meets at least twice a month (either by Skype or phone) with the Desk HRO.

• Ensures all expat documentation (contracts, Return Forms, insurance forms etc) is completed on time. Works closely with the Desk HR Officer to ensure that missing documentation is finalized quickly.

• Delivers an HR briefing to all new staff, both locally hired and expats. Ensures that briefing and debriefing schedules are prepared for all staff, as well as preparing country ‘Welcome Packs’.

• Plans regular inductions for all staff.

• Liaises with the RTC to schedule inductions in Nairobi for first mission expats, first mission ACF expats & all staff in management positions.

• Identifies local legal representation and consults with him/her on all matters pertaining to local employment contracts, disciplinary actions and matters in which ACF may have legal or financial responsibilities.

• Prepares HR summaries for all donor reports and as required by local authorities for the Field Co and CD.