Human Resources & Administration Manager job at Danish Refugee Council | Apply Now

Management & Coordination

• Lead and manage the Human Resources and Admin teams (including people planning, performance, well-being and development)

• Ensure close coordination and advise from HR Legal Advisors in country

• Provide technical support, advice and capacity build the Human Resources team.

• Provide technical support and guidance to managers, on all Human Resources related issues.

• Ensure that proper and timely support is provided to the area offices.

• Ensure that a HR strategy and workplan is in place for the Country Operation, in coordination with the Regional HR team

• Work closely with the Senior Management Team on HR strategies and direction for the country operation

• Planning and budgeting for the HR function in the country

People Planning

• Ensure managers have updated job descriptions for their employees

• Ensure oversight and consistency in position titles and grades, across all field locations.

• Support managers in people planning, succession planning and mobility within DRC country operation(s)

• Support management in restructuring and downsizing

Recruitment

• Ensure that Recruitment process and tools are implemented and understood by hiring managers in the Country Operation

• Support recruitments by doing compliance checks on Job descriptions, developing vacancy notes, advertising positions, longlisting, coordinate written tests when relevant, conducting interviews, doing reference checks, maintaining recruitment records.

• Provide bi-weekly updates to SMT on progress of recruitment

• Lead the induction process of new recruitments, by ensuring the quality and content of the process adheres with DRC standards.

Contracts and Compensation

• Manage the full contract process for national employees including contracts, extensions, addendums, and resignations

• Request international contracts from HRHQ

• Lead salary benchmark process every two years or more frequently if needed

• Administer payroll for national staff

• Ensure secure and systematic HR filing systems are in place.

Performance & Development

• Ensure the annual performance and development process is in place and well understood by managers and staff

• Ensure both probation and performance appraisals are done in the country operation by monitoring Dynamics

• Advice managers on due process when dealing with poor performance and disciplinary issues

• Prepare legally compliant letters in consultation with internal or external legal advisors

• Ensure exit interviews are conducted

• Ensure exit forms are issued and send to exiting employees

• Develop training plans

Well-Being

• Participate in localization of R&R and Housing policy

• Ensure maintenance and communication of staff insurance

• Provide guidance on available staff welfare resources for expatriates and national staff

• Ensure that Managers are trained on the DRC Voices and their responsibility in following up

• Ensure support for managers on action plans for DRC Voices

• Lead people well-being initiatives.

HR Policies and Support

• Ensure Localization of global policies where needed

• Ensure HR Compliance checks are done at least once per year.

• Maintain and update HR policies as necessary, providing advice and information to staff of any changes to policies

• Work closely with RO and HQ for review and endorsement of HR policies and tools.

• Ensure that monthly departmental KPIs are followed up and a monthly report is submitted to HoSS.

• Ensure that all the working tools and trackers in HR departments are regularly updated and disseminated.

• Ensure managers are trained on the necessary tools and procedures within people management

Administration

• Ensure effective and efficient management of office administration policies, systems, and procedures.

• Ensure an up-to-date database of contracts to track rental installments, notice periods, renewals, deposits, and municipality tax payments is maintained and all contracts (property, office rentals, international staff housing) are prepared/extended on time.

• Ensure that pre- and post-paid phone lines are issued and managed in accordance with policies.

• Ensure efficient controlling and issuance of keys for offices and guest houses, ID cards.

• Ensure a regular supply and tracking of usage of office stationery and supplies, cleaning, and kitchen products.

• Work closely with finance to ensure all requisite benefits are captured on all staff records, reconciling these with vendor invoices.

• Ensure smooth arrival of expats by coordinating pre-arrival process, travel arrangements, coordinate logistics, support visa processes.

DRC Dynamics

• Ensure proper application of ERP HR processes in the country

• Ensure that HR data is up to date in Dynamics.

• Apply reports and data analytics from ERP system to improve performance in the country

• Ensure that Country ERP support is in place (i.e. super users)