HR Coordinator

Human Resource 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 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

1. ENSURE GOOD MANAGEMENT OF NATIONAL HUMAN RESOURCES FOR THE MISSION

1. 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 PUAMI and donor requirement.
• S/he ensures the implementation and the application of the HR policies 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.

2. Administration, Management & Payroll

• S/he is responsible for the optimization of HR, administration and payroll tools and procedures (contract templates, etc.
• S/he validates recruitment requests and amendments to contracts (job description, payment, working hours, end date, etc.).
• S/he will ensure that administrative personnel files are created and will ensure that employee documents are in accordance with working for PU-AMI in the country and donors requirements
• 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 Finance Coordinator

3. 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 ensure these are implemented, subject to validation by the Head of Mission and Head Office.
• S/he will work on clear integration plans and on comprehensive capacity building plan,
• S/he is responsible for the organization of recruitment (advertising, candidates, and interviews) for the admin team and may support recruitments for other departments/bases S/he supervises and participates in the recruitment of key strategic positions on the field
• 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 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

4. Organization of Work

• S/he 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.
• 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

5. 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.
• S/he defines and implements suitable working conditions particularly those concerning rules and regulations on health and safety.
• S/he monitors situations in order 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 already exist.
• 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 will be responsible for keeping records for all current and previous employees and update this information on paper and electronic files.
• S/he is responsible for the drafting and implementation of disciplinary procedures within the framework of PU-AMI policies and the country’s legal constraints.

2. ENSURE ADMINISTRATIVE MANAGEMENT FOR INTERNATIONAL STAFF ON THE MISSION

• S/he 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 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 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 Quarters HR
• Along with the HR Manager, 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 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.
• 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.)

3. ENSURE THE ADMINISTRATIVE AND LEGAL MANAGEMENT OF THE MISSION

• S/he will ensure that PU-AMI is registered in the country and with the various state services (tax authorities, migrant workers authorities, national social security offices, government planning department, etc.), with regard to administrative procedures and current fiscal and legal obligations.
• 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.

4. ENSURE THE MANAGEMENT OF VISAS ON THE MISSION

• S/he will draft and regularly updated the visa/work permit guideline for expats and share it with the relevant people
• S/he will ensure the visa/WP follow-up and communicate it with relevant partners
• S/he will advise and counsel expats regarding all visa related issues: type of visa, requests, renewals, airport formalities, etc.
• S/he will regularly liaise with the General Security regarding all visa requests and inquiries

5. 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 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 before 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.

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

• Language skills: Fluent in English, Arabic
• Education degree: University degree in Human Resources or a related field
• Work experience: Minimum 3 years of experience in a similar position or 5 years in HR (NGOs and/or private companies)
• Knowledge & skills: Good analytical and writing skills. Good management capacities and team leadership spirit
• Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel.

Interpersonal skills:

• Great sense of confidentiality
• Excellent communication and diplomacy skills to manage relationships in potentially tense situations
• Good management and pedagogical skills

Other:

• Good skills in reports and contracts redaction
• Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines
• Knowledge of humanitarian actors

• Interests:
  • Strong motivation to help people in need
  • Understanding of the political situation in the area
• Transversal skills:
• Well organized
• Conflict resolution and and high diplomatic skills
• Ability to analyse and suggest improvement
• Ability to take initiative to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Autonomy, neutrality, hard worker
• Able to manage stress and pressure
• High listening skills, sense of confidentiality and string ethical values