Human Resource Coordinator (Head of Department)

Objective 1

To ensure the mission implements comprehensive HR policies and procedures, and remains compliant with local labor laws.

Tasks & responsibilities

·         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. Ensure a recruitment plan is prepared at the proposal stage and an HR plan is shared at the kick off stage of each project.

·         Ensure appropriate dissemination of information on the mission, especially at field level

Objective 2

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

Tasks & responsibilities

Personnel files, employment contacts and organigrams

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

·         Ensure employee files archiving process is clear, centralized and files are accessible in case of audit.

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

•    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.

•    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

Tasks & responsibilities

·         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 HRLD and Finance Coordinator 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 Finance Coordinator on 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.

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

Objective 4

Identifies and monitors staff training, development and learning needs

Tasks & responsibilities

·         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 plan 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 staffs attend trainings offered by HRLD in Nairobi.

Objective 5

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

Tasks & responsibilities

·         Ensures regular meetings are held with the staff representatives.

•    Submits a monthly HR report to the CD

•    Participates in monthly HRCO webinar

•    Ensures all expat documentation (contracts, Return Forms, insurance forms etc) is completed on time. Works closely with the HRLD 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 HRLD 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.

Objective 6

Oversees the mission’s recruitment of national and expatriate staff

Tasks & responsibilities

·         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 & HRLD at least 2 months before each end of contract date, or as soon as possible after expats’ departure is known.

Objective 7

Manage the HR team in Islamabad and support HR staff on the field

·         Manage Islamabad HR Department, ensure all staff have a valid job descriptions and clear objectives, perform regular appraisals

·         Build the capacity of the HR Manager to ensure possible transition as an HR Coordinator on the mission or abroad

·         Organise annual HR workshop for all HR staff, provide specific guidance to all HR staff on the field and contribute to their performance evaluation when required

INTERNAL & EXTERNAL RELATIONSHIP

Internal

Under the guidance of – DCD S, HR Advisor

In coordination with – Support Coordinators/ Managers, Field Coordinators/SPMs

External

Other INGOs and NGOs (HR counterparts primarily);

Lawyer and other legal advisors for HR matters;

Training bodies and facilitators;

Recruitment agencies;

Potential candidates.

REPORTING RESPONSIBILITIES

·         Monthly report as per Action Against Hunger formats;

·         Workplans and reports related to activity completion;

·         Specific task level reports

·         Training reports;

·         Development and follow up of departmental SOPs.

·         POSITION REQUIREMENTS

ESSENTIAL

·         Master's degree in relevant field with minimum 10 years of overall experience with 06 years at senior management role in development sector

·         OR Bachelor's degree in relevant field with minimum 12 years overall experience with 08 years at senior management role in development sector;

·         Good IT skills (Microsoft office);

• Experience in developing and implementing HR policies and procedures in a consistent manner
• Ability to work cooperatively with subordinates, colleagues and supervisory staff at all levels.

·         Strong coaching & training skills

·         Diplomatic, able to mediate conflict in stressful conditions

·         Comfortable applying HR policies consistently & tactfully

·         Strong organizational skills, detail-oriented.

·         Excellent written & verbal communication skills are a must.

·         Ability to maintain confidentiality while managing difficult HR cases;

·         High level of integrity;

·         Excellent interpersonal skills, ability to work both independently & as a member of a team.

·         Fluent written & spoken English;

·         Ability to explain complex concepts in straight-forward language.

PREFERRED

·           Genuine interest in & commitment to the principles of Action Against Hunger;

·           Good spoken and written Urdu;

·           At least one year of managerial experience in an expatriate position (international experience)

·           Past experience in setting up and HR Information Management System

·           Knowledge of MS Office (high proficiency in Excel); comfortable working with computers with minimal IT support.

·           Ability to work in a stressful environment, taking initiative & prioritizing multiple tasks with minimal supervision.