Head of HR (Maternity Leave Cover)

Travel requirement: 25%

Position Objective:

Position Objective

This position is intended to provide maternity leave cover for the current HOD HR for a period of 6 months from March 15th to September 15th 2022.

Define Human Resources policy for the mission and coordinate its implementation and deployment throughout the mission in order to provide optimum support to programs

Mission 1: Contribute to defining mission strategy

The Head of Human Resources Department is responsible for: developing a Human Resources strategy for the mission  making Human Resources data available to other departments to facilitate the establishment of the country strategy producing high quality and timely Human Resources contributions to "proposals" and reports for funding bodies

Task examples:

 Contributing a Human Resources perspective to coordination discussions

 Advising other departments on their Human Resources needs

Ensuring that Human Resources needs and constraints are taken into account in the preparation of projects

 Collecting data and writing the Human Resources section of proposals and reports to funding bodies and contributing to the financing plan

Ensuring that his/her contribution to “proposals” and reports is consistent with the rest of these documents

Representing the mission to outside bodies on issues of Human Resources and developing a network for the exchange of information and good practice

Conducting analysis of time and work to inform mission management of required staffing

Mission 2: Supervising the staff administration and payroll

The Head of Human Resources Department is responsible for:designing and putting in place administrative and payroll procedures which conform to social legislation and with ACF and its funding bodies’ guidelines the quality of the tools used in staff administration and payroll, and the reliability and transparency of the data  conformity with the contractual obligations of ACF vis-à-vis its employees

Reviewing and providing approvals on all HR documentation and other documents requiring HR signatory

Task examples

Supervision of the drafting, monitoring and termination of employment contracts of local employees and follow-up of the termination of employment contracts of expatriate staff members

 Checking the documentation of staff files and the archiving of documents according to guidelines laid down by ACF and its funding bodies

Supervising the collection of data relative to variable elements in staff pay (monitoring hours worked, salary advances, bonuses, deductions etc) for locally recruited and expatriate employees and for the production of  local employees' payroll

Monitoring the social benefits paid directly by ACF to both locally recruited and expatriate staff (child allowances and other benefits)

Administering requests for advances by local staff and monitoring their repayment

Checking the tax returns of local staff and ensure timely payment of taxes to the authorities concerned

Ensuring up to date visas, work permits, expatriates' declarations are in place, by alerting Sec &HA team well in advance where renewals are required, and ensuring that all local taxes are paid

Supporting Human Resources staff on the bases in the implementation of administrative tools and procedures relating to staff administration and payroll

Producing reports, both monthly and whenever required by headquarters, authorities and funding bodies 

 Monitoring the strict application of contractual requirements and reminding Managers of internal regulations and the social rights of local and expatriate employees

Monitoring the movements of expatriate employees: breaks, arrival/return to mission, ensuring that regulations are adhered to and forwarding the relevant documents to headquarters and other interested parties

Ensuring provision of sign offs for recruitments and leaves in a timely manner

Mission 3: Provide for the recruitment and training of all employees and promote career development

The Head of Human Resources Department is responsible for:

putting in place fair and transparent procedures for recruitment, access to training, promotion and internal mobility, in accordance with legal requirements and ACF guidelines

Promoting diversity among the teams through HR policies and procedures, monitoring of demographics and provision of advice to recruiters/ managers using all necessary means in the search for appropriate candidates for vacant posts providing employees with the means to acquire the skills necessary for the proper exercise of their functions  ensuring that all employees have access to a formal annual appraisal meeting (or meetings), that such meetings are of high quality and that they take place on the planned date ensure timely completion of objective setting at the start of recruitment and annually  ensure performance management reporting that enables career development decisions

Task examples:

 Adapting the ACF recruitment policy for local employees to the local context and taking part in the recruitment of both local and expatriate employees

Defining and implementing the induction process for new employees

Drawing up an annual training plan for local employees, monitoring its operation and producing a review on the basis of feedback from employees and their managers

 Maintaining relations with universities and other external sources in the context of recruitment and training policies

Setting down a procedure for individual appraisal interviews and the associated annual schedule, monitoring its application and the quality of outcomes 

Promoting the career development of local employees, in particular by making use of the process of appraisals and training

 Providing support to managers and training new managers in matters of recruitment, appraisals and team management

Providing support to Human Resources staff on the bases in implementing the tools and procedures of recruitment, training and career management

Mission 4: Ensure a coherent organisation of work and establish a policy of compensation and benefits

The Head of Human Resources Department is responsible for:ensuring that organisational charts are coherent and are conform to ACF classification grid ensuring that remuneration systems are fair and consistent with the cost of living for local employees ensuring that all local employees are covered by health care and life insurance

Task examples:

 Implementing the ACF classification grid and job descriptions and informing headquarters of specific local circumstances

 Advising managers on the drafting of organisational charts for new projects

Consolidating the organisational chart of the mission and forwarding it to headquarters

Assessing the efficiency of the organisation and making recommendations

Establishing the minimum wage and the national salary grid, as well as the procedure for its revision

Defining the criteria for placement in the national salary grid and the procedure for both collective and individual salary increases

Defining the national policy for variable elements in staff pay (bonuses, transport costs etc)

Defining the national policy concerning social benefits and, where appropriate, negotiating contracts and ensuring articulation with external private bodies (medical, retirement, insurances....)

Drawing up and monitoring the annual budget of the Human Resources department, approving the creation of new posts, calculating costs and financial forecasts relative to the introduction of new projects

Warning of any difficulty in maintaining the payment of salaries and social benefits in situations of budgetary shortfall

Mission 5: Implement collective rules and communicate internally

The Head of Human Resources Department is responsible for: implementing ACF regulations (internal regulations and convention on social benefits) adapted to the local context of the mission and local legislation  ensure that all rules are compliant with relevant donor rules, and that these are communicated to affected staff  consulting and informing local employees through the medium of staff representatives, in conformity with the relevant social legislation providing accurate information to all employees regarding the ACF charter and its organisational regulations (internal regulations and convention on social benefits) stimulating internal communications on both general and Human Resources issues anticipating risks associated with national Human Resources