Under the supervision of the Head of Mission, the HR Coordinator works in close collaboration with the whole

1. Finalize and implement the Human Resources policy in accordance with the PUI strategy and Afghan labor law
2. Review and standardize HR procedures, tools and templates
3. Support the Administration departments in the bases with any HR matters
4. Manage administrative issues from Kabul office (official letters, meetings, registrations, residency, visas…)

Tasks and Responsibilities

Under the supervision of the Head of Mission, the HR Coordinator works in close collaboration with the whole coordination team to:

• Finalize and implement the Human Resources policy in accordance with the PUI strategy and Labor Law of Afghanistan
• Review and standardize HR procedures, tools and templates
• Support the administration departments in the bases with any HR matters
• Manage administrative issues from Kabul office (official letters, meetings, registrations, residency, visas…)

As direct responsible for all HR matters, the overall objective of the HR Coordinator is to ensure the good management of local human resources for the mission including by reviewing the existing procedures, tools and documents to ensure transparency and fairness, based on an internal diagnosis, in particular:

• HR Policy definition and application: According to the mission strategy, S/he leads the development of PUI’s HR policy in the mission in accordance with the country of operation’s relevant legal framework (including fiscal aspects) and the organization’s policies and guidelines (including antifraud, protection, abuse prevention, etc.)
• Administrative management and processes: S/he oversees and acts as ultimate reference in the administrative management of national teams as a whole (recruitment, pay, monitoring, appraisal, training, end of contract, filing, etc.), with a specific and strong support in regards with the payroll system and tools.
• Remuneration package: After the implementation of a new salary grid in 2017, a follow-up and update need to be done in order to set salaries that make PUI more competitive to attract and retain staff. At the same time, the remuneration package needs to include the statutory constraints in terms of payment of the pension.
• Recruitment process and tools: Given the age of the mission and the security context, the recruitment procedures and tools need to be reshaped in order to ensure a transparent, fair and competence-based recruitment system.

Objectives and linked Activities

1. ENSURE THE DEFINITION, REVIEW, ROLLING-OUT AND CONTROL OF PUI’S HR POLICIES

• S/he produces and proposes updates to the HR policy in terms of rules, procedures and tools, relating to recruitment, remuneration, administrative management, disciplinary aspects and the management of individual career paths within the organization.
• S/he guarantees the application of PUI HR strategy and policies, once validated by the Head of Mission and Headquarters, and, consequently monitors that the rules and procedures are known, understood, and applied by all team leaders, and that the team leaders have all the tools required for their application.
• Along with the Head of Mission and designated focal points on the mission, S/he ensures that the institutional Policies against Sexual Exploitation and Abuse, and for Child Protection are known, understood and applied by all employees at all time. S/he is responsible for implementing an appropriate and effective whistleblowing mechanism.
• In particular, S/he participates in the production and/or updating of the internal rules and procedures and is responsible for their correct application. S/he also ensures that the HR documents are accessible to all employees in the country, including through translation into the local languages.
• S/he continuously oversees and controls the implementation of the HR policies, procedures and tools, watches for any modifications or updates needed and provides alerts and recommendations based on his/her observations. S/he also ensures an ongoing assessment of the procedures and tools including by collecting feedbacks.

2. PROVIDE ADMINISTRATIVE MANAGEMENT AND FACILITATE CAREER MANAGEMENT

• S/he defines the recruitment process and tools (recruitment follow-up, shortlisting guidelines and tools, standard test and interview forms, recruitment Analysis table/scoring grid, reference check form, etc) and supervises the organization of recruitments (request, test, interview, offer).
• S/he participates in the validation of recruitment requests, contractual amendments (whatever the object: function, remuneration, hours, end date…), disciplinary sanctions and dismissal decisions. S/he establishes personnel work contracts.
• S/he ensures the constitution of administrative files for the personnel, and monitors that employee documents are in accordance with working for PUI in the country.
• S/he defines the procedures and gives necessary support for integration of new employees.
• S/he ensures regular reviews of the remuneration package (fixed and variable elements), defines the complementary advantage packages (compulsory or not: medical cover, per diem, insurance, travel expenses…) based on external benchmarking in the country, and ensures their equal implementation, once validated by the Head of Mission and Headquarters. S/he produces a formal detailed salary grid accordingly.
• S/he supervises pay operations including elaboration of a functional payroll tool. S/he supports the validation of monthly payrolls and monitoring of all kind of absences. S/he ensures the proper validation of all promotions and pay increases.
• S/he monitors the smooth running of the appraisal system for all the employees of the mission. S/he reviews the existing guidelines and tools, provides trainings to the managers and officers and ensures fair and effective employee evaluations on a regular basis.
• In close cooperation with the managers, S/he identifies training needs, follows up on Capacity Building and professional development of the employee. Within the financial and strategic limitations of the mission, S/he coordinates the organization of internal and external trainings accordingly.
• S/he responds to requests from team leaders, advises them and accompanies them where necessary

3. SUPPORT TO THE ORGANIZATION OF WORK

• S/he participates in the elaboration of staffing organization charts, is attentive to the coherence of team composition, in terms of task sharing and responsibilities, definition of hierarchical and functional links, job titles.
• S/he elaborates the job classification grid, updating it when necessary, and monitors its strict application in the field. S/he participates in the elaboration of standard job descriptions and validates them according to the classification grid.
• S/he participates in the definition of Human Resources requirements within the framework of the drafting of project proposals and possible amendments.

4. MANAGEMENT OF HR-RELATED RISKS

• In close collaboration with the Finance Coordinator and with proper consideration of budgetary constraints, S/he monitors salary costs, carries out financial projections, anticipates and provides alerts when necessary.
• S/he ensures that the HR rules and procedures are in accordance with current employment legislation, ensures social monitoring and carries out updates where necessary. S/he is the focal point with any legal Advisor when required to ensure the respect with the Afghan laws and regulations.
• S/he is responsible for defining and implementing appropriate work conditions, in particular concerning health, well-being and safety rules.
• S/he anticipates and prevents conflicts and participates in crisis management where necessary. To that extent, S/he defines, implements and monitors a staff complaint, conflict resolution and personnel representation system for labor claims, sensitive HR complaints and overall staff satisfaction.
• S/he is attentive to the risk of abuses of authority (between local employees or from expatriates towards local employees, in whatever form) and reports all inappropriate behavior to the Head of Mission.
• S/he is responsible for managing the files for all the personnel (on staff or not), the updating of data and their physical and electronic archiving.

5. ENSURE THE FLOW OF INFORMATION, COORDINATION AND REPRESENTATION ON HR ISSUES

• S/he ensures efficient flow of information to field teams, the capital and headquarters.
• S/he drafts or participates in the drafting of reports on internal operations in all HR matters and issues of the mission.
• S/he ensures HR coordination at the mission level through regular visits to bases, controls, monitoring, training, etc.
• Externally, s/he represents PUI with the relevant national and local authorities.
• S/he also develops and maintains relationships with partner entities, particularly in the context of NGO coordination.

6. SUPERVISE AND MANAGE HR TEAMS

• S/he oversees the entire HR team, directly or indirectly. S/he updates the organization chart of the HR team and writes or validates job descriptions and performs or delegates assessment interviews.
• S/he leads working meetings, arbitrates conflicts, and determines priorities and timing of activities.
• S/he participates in the recruitment of HR team members.
• S/he ensures and/or supervises ongoing training in procedures and PUI tools for national and international members of the HR team, in the capital and on bases.
• S/he ensures that the updated tools approved by HQ are being used in the field and that trainings are conducted if needed.
• S/he supports the Field Coordinator and Admin Manager in the performance of their HR activities, in a functional, not hierarchical, relationship.
• S/he develops the action plan for the HR department according to the objectives defined in the mission’s strategy

Training: Bachelor/Master degree in HR management or other relevant qualification Professional Experience abroad required / Humanitarian: at least 5 years / Technical: at least 5 years Knowledge and skills:

• Team management
• Capacity building
• Previous experience in volatile contexts or conflict zones
• English required

To apply for this vacancy, please use the following link

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Note

You are allowed to apply only before closing date

Due to large number of applicants we are unable to provide individual feedback.

Only short listed candidates whose application responds to the criteria will be contacted.

Qualified Female candidate are highly encourage to apply.

Academic certificates/diplomas. These will be requested if called for interview. Women application are strongly encouraged.

https://premiere-urgence.csod.com/ux/ats/careersite/4/requisition/725/application?c=premiere-urgence&lang=en-US&jobboardid=0#1