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Duties and responsibilities:
- Responsibilities
- Human Resources Management
II. I. National Staff: - Management of staff in Capital Office & ACTED bases at country level as well as overseeing the management of staff across other countries.
- Management of public holidays & keeping informed all bases/staff (national/International).
- Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments at the country level as well as consolidating Titanic report at the mission level.
- Ensure on time arrival and departure time of staff in Capital office and travel across base/s and other countries with strong monitoring of attendance sheet.
- Ensure all staff (national & international) have comprehensive ToRs;
- Follow up of staff appraisal form with relevant department managers.
- Management of Award and or disciplinary action to staff as per ACTED HR Manual & after approval of Country Director.
- Maintain all International staff’s records, passport and visas, contracts, boarding pass and tickets for Administrative & security reasons and support other HR departments across the mission.
- Management/Follow up of staff leaves – supervise his/her team to provide necessary forms for staff, while needed.
- Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations
- Update and maintain the Mission’s Organization Chart in accordance with the size of program (new staff, new dept. & new projects)
II. II. International Staff: Management of International staff issue with direct contact with HQ Paris - Ensure each new international staff received briefing of mission (FLAT, Security, Programs, custom/tradition as well as additional useful information)
- Ensure each new international staff filled & submitted “Settle in at ACTED Form” in first days of arrivals
- Follow up of international staff Appraisal forms with Area Coordinators/Deputy Country Directors and Country Director and consolidate at the capital level;
- Oversee the management of the presence of ACTED International staff in GH and by country -specific administration officers and oversee/follow up on the provision of necessary requirements (food, bed clothes, towels, kitchen hygiene materials etc)
- Titanic Follow up
III. I. National Staff: - Titanic Monthly Report Follow up:
- Staff list/Staff Changes report to be collected from field bases at the mission level not later than 20th of each month
- Staff Costs report to be collected from field baes at the mission level not later than 25th of each month
- Titanic report consolidation/approved report to be sent to field for salary payment not later than 28th of each month
- Titanic report signed hard copy & Titanic support documents to be collected from field not later than 1st week of N+ month
- Control the Staff cost in ACTED bases at country level as well regionally with direct cross check with Finance Controllers or Finance Managers
- Review and update the national staff grade, salary & position to be in accordance with country approved salary grid as well as oversee the salary grids across the whole region.
- Send Consolidated Country HR Titanic to HQ not later than 1st week of N+ of each month.
- Organize field visit to cross check Admin/HR documents with software reports of field on quarterly basis to ensure transparency and accuracy as well as relevant department proper set up;
III. II. International Staff: - Prepare the International staff presence table and Paid Leave table at country level follow up as well as oversee preparation of the presence table/paid level tables from other country-level HR departments and consolidate, send it on a monthly basis to HQ HR dept.
- Support HQ HR on provision of required documents linked with international staff (upon request)
- Recruitment:
IV.I. International Staff Recruitments: The international staff recruitments will be followed by Country Director in Sudan Mission in coordination with HQ Paris. IV.II. National Staff Recruitments: - Prepare vacancy announcements for National staff in ACTED Sudan and follow with bases inside Sudan the recruitment process as per monthly Titanic report planning.
- Cross check with Finance to ensure budget is available for new recruitments.
- Ensure that ToRs are prepared by line manager prior to release the vacancy announcement.
- Ensure that all CVs will be reviewed by “Recruitment Committee” prior short listing.
- Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s)
- Ensure that Admin. Officer and/or HR Officer collects all necessary documents of applicants as indicated in ACTED HR Manual.
- Ensure to check successful candidate “Reference Check” prior to offer the position;
- Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.) as well as support other HR departments across mission via revising the contracts.
- Filing:
V.I. General Filing: - Create Standard ACTED Admin/HR filing system (include official correspondences, premises contracts, governmental tax follow up, recruitment process documents etc);
V.II. Personal Folders: - Create thorough personal folders system for both, National & International staff at country level and oversee the management of each country specific personal folders;
- Ensure that Admin/HR Offcier/s follow staff personal folder relevant documents on 1st week of N+ month from field and capital;
- Ensure that the personal folder database have been updated by Admin/HR Officer/s on regular basis;
- Capacity Building:
A general database with direct consultation of line mangers (Head of dept. Area FLAT, Area Coordinators to be updated for Country Director approval. This list will contain (list of staff, working period, performances evaluation and required training). VI.I. Internal Training: - Conduct review and survey of staff performances with direct contact of line managers to identify requirement/needs for training.
- Organize regular training for staff based on requirement, confirmation of line managers and approval of Country Director.
- Brief Training for all new International/national staff on ACTED system, procedures, code of conduct and internal regulation.
- Build the capacities of another Manager across Moldova as needed basis.
VI.II. External Training: - Search various sources (websites, newspapers, education trainings centers) to introduce staff for short terms courses & training.
- Contact with line manager, program managers, area FLAT and HR Managers in other bases to revise the list and update database.
- Ensure that “External Training Request Form” is filled by relevant staff, cost determined & Finance validated the available budget cost prior to present for Country Director’s approval.
- Organize regular training for staff based on requirement, confirmation of line managers and approval of Country Director.
VI.III.Administration Management - Draft, circulate and follow up on all administrative letters, internal notes, regulations, memos etc.;
- Follow up with logistics regarding the occupancy of guesthouses and update the cleaning schedule accordingly.
Ensure an adequate provision of office supplies according to the ACTED Logistic Manual (preparation of Order Forms, etc.) and the accurate distribution of these items so as to ensure cost efficiency - Follow up the office supply stock, in coordination with Logistics and as per ACTED’s guidelines;
- Maintain and check the Administrative filling system; which include the filling of all administrative documents (including but not limited to the premises folder, memo folder, legal folder…).
- Update the authorized signatory table for the field office on a monthly basis and send this to the capital office.
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