HR Coordinator

Location: Juba, South Sudan

As part of the Mission Coordination Team, the HR Coordinator will be responsible for the maintenance and update of the field section of the HRIS. She/he will be developing and implementing the country HR policy, applying best HR practices and monitoring program activity to anticipate future HR needs. The position works closely on a day-to-day basis with the Desk HR Officer to ensure ACF policies and procedures are applied correctly.

The HR Coordinator should ideally be an HR generalist who has a thorough understanding of all aspects of field-based humanitarian HR processes and systems, including but not limited to: recruitment, workforce planning, policy development & compliance, staff training & development, and HR administration (especially in the following areas: personnel records, travel, payroll, legal and visas).

The HR Coordinator will be based in the country HQ office, with frequent travel to all project locations – primarily to audit each project’s compliance with HR policies and procedures as well as build the capacity of each project’s administrative team (their Human Resource counterparts in the field).

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. 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. Objective 2 : Ensures HR administration is accurately maintained as per ACF and local regulations Personnel files, employment contracts 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 has valid employment contracts. Informs HQ of any changes to expat contracts including dismissals, resignations and any shortening or extensions request of contracts. Maintains the Field Communication section of the HRIS with any updates from each expat. Keeps up-to-date the country organization charts (capital and projects). Travel, visas, work authorizations and medical evacuations

Facilitates the arrival and departure expats into and out of the country including ensuring VISA, work permits etc. are managed in a timely manner Supervises the travel and visa arrangements for all staff attending trainings or meetings in NYC, as well as for expats leaving on R&R. Monitors the requirements in-country for all visas, work permits & residency permits. Manage expat work permits, visas & residency permits that are processed in-country.and Provides supporting documentation, for any visas processed outside the mission 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 HRO to ensure smooth transition out. Represents ACF to local government authorities as well as to the Department of Immigration. In coordination with the DCD and the HRO, support medical evacuations from the mission. 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 HRO 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 and under take necessary assessments. Supervises the preparation of national staff payroll including salaries, special allowances, and social security contributions. Follows up all line managers to ensure that timesheets are well prepared for all expats on mission, and that these are submitted on time and correctly once a month to HQ. Monitors annual leave, R&R and sick leave entitlements for all national staff and expats. Enter the leave information on the HRIS of each expat. Works with all supervisors to ensure that they have a leave plan in place for their teams. Validates leave entitlements (annual leave, R&R, sick leave etc) before any expat or national staff take requested leave. Ensures that leaves time matches the information on the time sheets and in the HRIS. 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. 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 attends trainings offered by the RTC in Nairobi. Objective 6: Communicates HR matters both internally (within the mission) and externally (to New York HQ and Government)

Ensures all expat documentation is complete correctly and on time: Contracts, Return Forms, insurance forms, Performance Appraisals, Time Sheets, Leave time request forms, among other. Works closely with the HR Officer to ensure that missing documentation are identified and addressed. Updates HRIS. Ensures regular meetings are held with the staff representatives. Submits a monthly HR report to the DCD & HRO. Meets weekly (either by Skype or phone) with the HRO. 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 not in management positions and for those expats that couldn’t attend Induction prior to their arrival to the mission. 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. Internal & External relationships

Internal

Supervises: National HR Assistant and travel Assistant Supports: Head of bases/ Base Admin with HR related matters Line Manager: Dy. Country Director HQ referent: HR officer

External

Local governmental and non-governmental partners: exchange of information Local medical authorities: exchange of information, coordination, influence on choice of technical options Local representatives of international aid organizations: exchange of information Reporting Responsibilities

Line managed by DCD with oversight from HRO:

Monthly HR report to DCD, and HRO Annual National HR Strategy ( Also to the Coordination team) POSITION REQUIREMENTS

Qualifications

Bachelors in Humanitarian, HR Management, Psychology, Sociology or related field. Skills & Experience

Essential

Humanitarian field experience, preferably as a member of a country management team Min. 3-5 years experience as an HR professional in international NGO context, with a sound knowledge of management, recruitment, payroll & benefits management, training & development, and team management. Experience communicating in different cultural work environments & with a wide diversity of culture Good communicator: verbal and written. Diplomatic skills are a plus. Highly organized, able to work under pressure, flexible and adaptable. Task oriented, process driven, high attention to detail. Preferred

Previous ACF experience a plus More than 3 years expatriate experience as HR Coordinator. Ability to multitask Good attitude Independent, can lead the department as well as ask for guidance and follow instructions.

How to apply:

Apply with resume and cover letter at http://actionagainsthunger.theresumator.com/apply/moEj26/HR-Coordinator....