MAIN TASKS AND RESPONSABILITIES CAPACITY BUILDING - Serve as the HR Compliance for human resources services.
- In collaboration with Field HR teams, ensure compliance with IMC HR Policies and Procedures.
- Serve as a mentor and capacity building advisor for HR field staff to ensure sustainability and career growth.
- Offer overall HR support to field location whenever there is a gap.
- Review organizational structure and advise on staff planning.
- Create a non-threatening, safe working environment for all staff.
- To be the first point of contact for all staff for advise on any HR related matters.
HR FIELD SUPPORT - Provide quality HR support (policy compliance, recruitment, induction, learning and development, performance management, reporting, coordination of workshop and training) for country and field offices.
- Provide quality HR advice and support to field offices with regards to policy compliance and HR practices either face to face or remotely.
- Lead, support and coordinate recruitments (scale up, backlog, cover) for the field offices
- Provide technical supervision and advice to the HR staff and managers in the field offices.
- Build the capacities of HR focal points based in country through training, mentoring, advising, general support and on-the-job coaching.
- Carry out regular monitoring and field support visits to the project offices
RECRUITMENT AND SELECTION - Ensure recruitment practices are compliant with recruitment policies, procedures and legal requirements.
- Coordinate recruitment process for senior positions within the country program based on assigned roles.
- Provide advice and support to hiring managers on recruitment policies and processes.
- Coordinate the interview process with the recruitment panel and ensure evidence-based hiring decisions. Ensure the collection of recruitment related documents from the hiring panel.
- Follow and compile recruitment updates for the country program and ensure submission of weekly recruitment reports.
- Ensure that all clients (hiring managers, program Officers/Managers, Country Directors, technical teams et al) are trained in recruitment policy and procedures
- Ensure recruitment process is well documented and saved electronically and in hard for internal or external audits.
- Generate recruitment reports as required.
- Ensure all personal files are secure and protected
- Ensure all contents of personal files are digitized
- Ensure the contents of all personal files are collected as per legal requirements and presented to internal or external audits.
ON BOARDING AND OFF BOARDING - Manage full candidate journey to ensure a positive experience for all applicants to IMC.
- Review current Onboarding policy, coordinate orientation activities, address any issue and share feedback with line manager.
- Coordinate off boarding (separation paperwork, payments, entitlement, exit interviews et al).
- Create an onboarding guide for all managers to help ensure a consistent approach.
HUMAN RESOURCES INFORMATION SYSTEM (HRIS) - Administer HR data in Cost point on regular basis.
- Ensure personnel files are completed and kept in the HR Department.
- Produce HR reports as required – leave, retention, turnover, absence, et al.
- Develop and maintain a human resources system that meets top management information needs.
- As required ensure that all approved HR policies, procedures, checklist are available to staff and disseminate accordingly.
- Manage the HR team to compile and analyze data in order to prepare and distribute reports on HR metrics as requested by IMC .
- Maintain employee-related databases for all Sudan staff.
PAYROLL, BENEFITS - Review payroll report for Sudan country office including filed Offices.
- In close collaboration with Finance team, process monthly payroll for staff including separated staff, increments, and any other benefits.
- Provide payroll processing backup support when required. Coordinate with Finance Department to maintain the payroll database.
- Ensure a proper follow up with the Finance Department on payments and deductions on monthly basis.
- Develop and schedule benefits orientation with Sudan staff.
- Review salary, benefits and staffing structures, grading and job profiles and lead the implementation of new salary scales if agreed as necessary. Evaluate regularly whether they remain current, competitive and legal.
PERFORMANCE MANAGMENT - Work with managers to track performance appraisals and probation reviews.
- Support the line managers in developing the performance appraisal and objectives for the staff.
- Ensure robust performance management systems.
- Annually review all performance appraisals as received, Summarize and create a report of concerns, performance rating, development needs and other.
STRATEGIC PARTNER - Manage all aspects of Human Resources activities within Sudan and ensure the effective delivery of support and HR services to staff throughout the Sudan Country Office.
- Work closely with the Senior Management Team to develop strategic role for Human Resources.
- Develop and implement Human Resources policies through appropriate consultation, coaching and communication
- Understand best practice in managing change and support the senior management team in delivery of change.
- Ensure the provision of good quality, appropriate and clearly communicated advice to line managers on all aspects of the HR function.
- Plan and oversee the HR budget by estimating and forecasting requirements and trends.
- Participate in proposal developments within parameters of staff planning and prepare annual staffing requirements
STAFF ENGAGMENT, LEARNING AND DEVELOPMENT - Support Staff learning and development activities. This include HR mandatory training program, Welearn, and organizing other learning activities.
- Assist in the implementation of employee orientation and development programs.
- Build the capacity of HR/Admin team and develop country staff capacity building plan, training calendar and coordinate internal and external trainings.
- Coordinate the Induction process for the new hired staff.
Time and Expenses System (T&E): - Administrative management of T&E through adding all kind of leaves (sick leave - compensatory leave - maternity leave - paternity leave - bereavement leave and emergency leave).
- Follow-up on the employee monthly time sheet status and make sure that all timesheets are signed at the end of the month by both the employee and the employee's supervisor.
- Focal point to solve all technical problems faced by employees in the T&E system on time.
EMPLOYMENT RELATIONS - Support discipline and grievance procedures including investigations.
- Provide basic interpretation of HR policies and procedures when required.
- Recommend employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale and motivation.
- Advise managers and supervisors on the steps of the organizational progressive discipline system. Consult with managers on employment issues;
- Ensure the rights of the employees and the organization are in accordance with the Human Resources policies, governmental laws and regulations.
- Design and implement a coherent organizational structure that is consistent with the organization practices and appropriate to program needs.
- Promote the IMC image/ reputation in local market and partners by participating in professional organizations, conferences and meetings as well as by maintaining personal contacts.
- Ensure that staff and IMC associates are aware of and adhere to the Code of Conduct, Safety and Security policies and procedures.
- Perform other duties as required.
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