Job Description

VACANCY ANOUNCEMENT

Concern Worldwide is an international, non-governmental humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries

 Applications are invited from suitably qualified candidates for the following position

Job Title:

HR  Coordinator

Reports to:

Operations Director

Liaises with:

CMT, Somaliland Coordinator, SL Operations Manager, Programme Coordinators, ICT & Managers and all programme staff at their respective locations

Direct Reports:

HR Manager

Job Location:

Hargeisa with frequent travel and visits to programme locations & offices

Contract Details:

One-year contract (renewable subject to funding) with three months’ probation period

Job Summary:

The Human Resources Coordinator will be responsible for ensuring accurate, efficient and high-level HR functions and coordinate HR activities across the country programme. He/she will be advising senior management on emerging trends and good practices on HR and supports them to ensure continuous development and application of resultant procedures for effective people management. The HR Coordinator will play a crucial role in supporting Concern’s local partners in their human resource planning and management, and provides expert guidance and assistance to ensure effective HR practices within partner organizations.

Main duties &

Responsibilities

HR Policies, Procedures and Adherence to Best practices:

• Leads in the development, implementation and review of HR strategy for the programme, which is aligned with the country’s strategic plan, and places staff development and welfare at the core of our employee engagement
• Ensures compliance with Concern’ global HR policy and the country’s labour laws.

• Monitors the local labor law requirements/changes and update HR procedures and processes accordingly to ensure compliance to minimize legal exposure
• Monitors any changes to Government legislation affecting staff, and ensures dissemination of such information to senior management
• Keeps up-to-date with organizational HR policies and best practice, and ensure that all staff are aware of and comply with Concern’s policies and procedures.

Recruitment and Selection

• Oversees recruitment process and ensures that the organisation attracts and retains the right people; works closely with hiring managers and handles recruitment process for senior roles
• Develops and oversees implementation of a comprehensive induction process for new employees, their management and support during probation and through their employment
• In line with the Concern Talent Management Strategy, designs and initiates retention and succession plans that ensure the continuous availability of internal candidates to have the potential to fill vacancies within the supervisory and management grades

Learning, Training and Development

• Creates and implements learning and development programmes and initiatives that support staff and managers in objective setting, institutionalise constructive feedback mechanisms
• Supports management in conducting effective performance development reviews, in developing improvements plans for career and professional growth and development

• Advises and provides support to line managers in HR and in their role of people’s management, contributing to their capacity building through mentoring, coaching, etc.

• Coordinates training and development needs, talent management and succession planning to facilitate staff growing within the organisation.
• Ensures regular and effective undertaking on end of probation and annual performance reviews, and supports line managers as necessary.
• Reviews staff PDRs to identify training needs and other staff developmental issues
• Evaluates and reports on learning and development programs and their effectiveness and submit proposals for their improvement, as necessary

Staff Compensation and Benefits

• Manage employee compensation program by carrying out salary surveys and reviews, responding to compensation and classification of survey requests, analyses salary data and prepares related reports and makes recommendations
• In conjunction with the SD, lead HR budget preparation, analysis, administration and monitoring of expenditure
•  Responsible for the maintenance and management of staff payroll in conjunction with finance department including timely processing of all statutory payments. Trains staff on the use of the HRMIS system
• Monitors utilisation rates for health insurance and ensures that it is adequate and available for staff. Conducts staff orientation on the utilisation and entitlements of the insurance cover to avoid misuse of the provision by staff  and addresses any concerns/issues arising accordingly

Staff Relations

• Advises on appropriate actions for prevention and response to legal issues and coordinates actions with our legal advisors
• Provide support to managers on employee relations and performance management, ensuring that all matters are dealt with in a fair and consistent manner.  This may include grievance /conflict handling, conducting investigations, overseeing disciplinary procedures
• Supports in establishing confidential grievance and complaint procedures that staff can rely upon; managing collective and individual staff grievances, seeking advice from senior management as required and in accordance with grievance policies and in collaboration with line managers and promote traditional resolution of conflicts among staff.
• Develops coordinated and consistent approaches that strengthen staff representation mechanisms for staff engagement
• Ensures proper implementation of illness policy and that positive mental health exists in the workplace by raising awareness
• Advises the Country Management Team on HR related matters

Safeguarding and Gender, Equality and Inclusion

• Supports the organizational safeguarding commitments, ensuring that Concern is a safe organisation for all staff
• Ensures that safeguarding training is completed by staff annually and periodic safeguarding refresher trainings are provided to staff.

Documentation, Reporting and Representation

• Together with the HR Manager, ensures all staff related matters and changes are accurately communicated in the most appropriate manner.
• Reviews the HR database and files on a regular basis to ensure that they are maintained to an acceptable standard, kept up to date and that any issues identified are addressed

• Liaises with and builds a positive working relationship with the relevant HQ HR personnel and seek their support as and when needed.
• Facilitates in the updating of the country program’s organogram and circulate accordingly
• Produces and submits reports on general country HR activities and progress to SMT
• Represents the country programme in meetings with relevant government institution, the NGOs Consortium and other NGOs for HR administration related issues.
• Ensures renewal of the Annual Maintenance Agreement (AMC) with the HRIS vendor is completed on a timely manner and liaise with System administrator (vendor) for trouble shootings or any other support required from the entity.   

Responding to Emergencies:

• Participates and contributes as necessary towards Concern’s Emergency response as and when necessary
• Comply with Concern’s health, safety and security guidelines during emergencies

Concern Code of Conduct & Associated Policies:

• Adhere to the standards of conduct outlined in the Concern Code of Conduct & Associated Policies
• Promote the standards outlined in the Concern Code of Conduct & Associated Policies in the team, partner organisations and beneficiaries, and be committed to providing a safe working environment.

• To contribute to the establishment of preventive measures to reduce the potential for abuse and exploitation in Concern’s programme

Accountability:

• Take all possible measures to meet Concern’s commitments under the Core Humanitarian Standard (CHS).

Supporting Concern’s Local Partners

• Serve as a point of contact for the senior management of Concern’s local partners, providing advice and support to enhance their HR practices
• Provide ongoing coaching and support to build the HR capacity of local partners’ HR staff.
• Assist the local partners analyse current and future staffing needs based on organizational growth and program requirements, and develop HR plans
• Assist the local partners in the development of detailed and clear job descriptions, contracts, etc.
• Support partner NGOs in the recruitment and selection process for senior roles, including screening applications and conducting interviews, to ensure the recruitment of qualified and suitable candidates.
• Assist the local partners in developing and implementing performance management processes, and provide guidance in setting performance objectives, conducting performance appraisals, etc.

Experiences and Qualifications

Person specification

Requirements Desirable:

• A post graduate degree or its equivalent in management (qualification in Human Resource Management is an advantage) 
• At least 10 years’ experience with a minimum of five (5) years’ experience in the HR Management. Previous work experience with an international NGO in a similar capacity is an advantage.
• Proven influencing and negotiating skills with internal and external audiences including in complex and stressful circumstances.
• Ability to advice and support staff in a consultative and continuous manner.
• Excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities. Must be organised and efficient.
• Willingness to travel at short notice, and often in difficult circumstances.
• Commitment and sympathetic to Concern’s goal, values and principles
• Knowledge of computers: word processing, excel and database management packages.

Disclaimer Clause

This job description is not exhaustive and may be revised by the line manager from time to time.

Skills Required

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