Area office HR and Safeguarding Manager -Dessie, Ethiopia

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

ROLE PURPOSE:

The post holder is responsible for overseeing effective delivery of HR strategies and activities in the Area office and Field Office (FO)s’ for ensuring that all SCI HR policies and procedures are communicated, implemented and monitored. S/he supports formulation and implementation of HR strategies and implement human resources initiatives to attract and retain competent workforce in the Area office and its respective field offices. S/he is responsible for providing guidance and support to managers in the Area office and FOs’ regarding to HR policies and procedures, training and development, disciplinary matters and other sensitive personnel issues and is expected to ensure consistent compliance of HR policies, practices and the Country’s laws. S/he ensures that new employees are gone through passport to success and all Mandatory trainings. Moreover, the HR and safeguarding manager will oversee the safeguarding components’ of the Area office and work with the safeguarding focal in the FOs’.

She/he will support the child safeguarding and Prevention of sexual Eploitation and Abuse (PSEA) policies materials, support risk assessment of projects mainly the humanitarian response, follow up the child safeguarding and PSEA concerns, assist in the reporting mechanisms for beneficiaries, and facilitate different learning forums on child safeguarding and PSEA practices.

Direct Reports to: Area Director

Dotted line reports to: Head of HR Area office Operation

KEY AREAS OF ACCOUNTABILITY:

Recruitment and selection:

• Liaise with the Area office team and field offices, in identifying their HR needs, develop HR plan and ensure that the recruitment process is initiated.
• Ensure that recruitment tracker is completed for each open position at different stages of the recruitment process.
• Oversee recruitment and interview plan is put in place for each open position and ensure recruiting managers are provided with constant update regarding open vacancies.
• Ensure Area office and FOs’ HR Coordinators/Officers follow up recruitments with hiring managers regarding pending vacancies, provide support as needed in terms of reigniting any halted process, and terminate the process if not needed.
• Ensure that open positions are efficiently and effectively filled with high calibre staff with the required lead-time.
• Produce a regular recruitment update and quarter report.
• Work together with hiring managers to ensure gender diversity and equality is addressed in the recruitment process to increase female candidates and strengthen the all women internship program across the area offices.
• Work to have professional network and feed in the talent sourcing effort at all offices and to have the list of networks.
• Work together with hiring managers to ensure internal staffs promotion is addressed in the recruitment process.
• Oversee reference check and Vetting are performed for potential employees
• Ensure that regret letters are sent out to candidates who reached the interview stage
• Actively take part in interviewing and selecting employees when deemed necessary.
• Assist the preparation and sending of offer packages.
• Coordinate with the CO HR team for inter-team support on recruitment activities.
• Support Area offices and FOs’ in processing recruitments when needed by travelling to FOs or remotely as appropriate.
• Coordinate staff promotion, transfer, Temporarry Duty(TDY), acting assignment and other related activities when requested in accordance with SCI HR policies and authority matrix.

Benefit management

• Oversee proper implementation of staff benefits package for Area offices and Field office staffs and ensure that records are maintained and updated.
• Ensure that exit procedures are properly followed during staff separation.
• Support initiatives on staff wellbeing program across the area offices.
• Liaise with line managers on planning and utilization of annual leave by creating proper awareness and making negotiations if necessary.
• Gather required staffing information and communicate to the insurance company within 24 hours for inclusion of new staffs in the existing insurance policies and exclusion of separated staffs.
• Follow up life and medical issues, meeting with Staff concerned insurance providers, and provide awareness creation to Staff on the major changes of Health Insurance Benefits.
• Ensure that new staffs are registered with the government pension scheme and required documentations are submitted to POESSA.

Training and Development

• Coordinate development of annual training plan for the Area office and FOs’ based on communicated needs through the performance review process, follow up, and monitor successful implementation.
• Coordinate with CO HR team and other functions to ensure that staff capacity building initiatives accommodate relevant staffs of respective Area office and field offices.
• Build and coordinate the capacity of all HR staffs of the Area office and its field offices.
• Maintain training database and truckers for management feedback.
• Provides coaching and development to HR Coordinators/Officers at Area office and field levels to enhance their skills in providing excellent HR service.
• Work together with relevant CO HR team to ensures proper filing of monthly and quarterly reports regarding training and development activities, highlighting areas for further support and strengthening.
• Ensure that new hires receive update and share online learning opportunities to all staff, and passes through PASSPORT to success, all mandatory online trainings and appropriate level of scheduled inductions on SCI Fraud policy, HR Policies & practices, organizational vision & mission, work processes, etc.
• Ensure of proper documentation standards and practices are followed at all FOs in the area offices and make sure related files and documents are shared on need basis and only with locked file system etc.

Performance/Talent Management: 

• Ensure that the performance of Area office and field office staffs are managed with the existing D2P (performance management process) inclusive of setting of job objectives, Quarterly-term performance review.
• Ensure that probationary objectives are developed for probationers and their performances are reviewed accordingly for decision.
• Work with and support managers to assess development needs and performance gap analysis of their respective staffs.
• Ensure and provide training to new joiners on SCI performance management process.
• Ensure implementation of merit based salary increment on annual basis if any.

Employee Relations: 

• Counsel and coach managers on employee related issues and promote an engaged and positive culture;
• Appropriately investigate and resolve grievances and complaints on time;
• Conduct confidential assessment, short-term counselling, and follow-up services to Area office and field office based employees who have personal and/or work-related problems that affect attendance, work performance, and conduct.

ORACLE and Effort Reporting

• Coordinate and monitor registration of new employees into the ORACLE system and ensure updating of staffing changes on the system within immediately and the adoption rate to be 100% for online.
• Provides Human Resources information for management and staff based on data analysis and interpretations.
• Maintain confidentiality in respect of all staff records whether manual or computer maintained.
• Coordinate submission of required HR information to CO HRIS Manager on regular basis and when requested.
• Ensure the data completeness and quality between payroll, ER and Oracle Data (monthly basis) in the area offices.
• Liaise with managers and employees and ensure online submission of timesheet as per the standard set timeline.

Networking

• Work together with CO HR team to establish a recognizable “employer of choice” reputation for the organization, both internally and externally.
• Communicate with managers and employees regularly to establish rapport, gauge morale, and replicate good HR practices.

Reporting and communication

• Prepare and present to HR focal and Area manager comprehensive monthly/quarterly report on key result areas in relation to the post.
• Assist the HR Focal at CO in the preparation of the annual HRD department report.
• Prepare reports of Area office and field visits conducted and share with concerned FOMs, FO HR person, HR Focal at CO and Area Manager.

Safeguarding

• Oversee the safeguarding components’ of the Area office and FOs’ and work with the safeguarding focal in the FOs’.
• Support the child safeguarding and PSEA policies materials, support risk assessment of projects mainly the humanitarian response,
• Follow up the child safeguarding and PSEA concerns, assist in the reporting mechanisms for beneficiaries,
• Facilitate different learning forums on child safeguarding and PSEA practices.

Others

• Together with other team, conduct periodic visit to field offices experience sharing in support of HRD activities.
• Ensure maintenance of personal files with all required documents in each FO and flag non-compliance for appropriate measures.
• Maintain updated structure of the Area office and its field offices and assist managers in implementation of changes on structural arrangement.
• Assist in the development and updating of HR policies, procedures and processes.
• Provide all the necessary support and HR information to Area manager as demanded.
• Perform other special HR projects as assigned.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

KEY COMPETENCIES (Save the Children competency framework)

1. Developing Self & Others (Accomplished)
2. Problem Solving and decision Making (Accomplished)
3. Working effectively with others (Accomplished)
4. Communicating with impact (Accomplished)
5. Networking (Accomplished)

QUALIFICATIONS AND EXPERIENCE

• Minimum BA degree in Human Resource, Business Administration and/or Management. M.A. degree in relevant field of study is preferable.
• 8 years of relevant experience as generalist, out of which 3 years of experience at managerial or Specialist or on a more senior HR role
• Experience of dealing with difficult and sensitive situations in a diplomatic and professional manner
• Experience working in a large and complex organizational set up
• Experience in staff management.

KNOWLEDGE, SKILLS AND ABILITY.

• Up to date knowledge of employment legislation and HR best practice.
• Effective written and verbal communication and presentation skills.
• Effective -excellent organizational skills, ability to prioritise and delegate
• Ability to seek out, manage and influence opportunities for continuous improvement and change.
• Ability to ensure that the highest standards of quality and customer care are achieved
• Enthusiastic team player
• Positive attitude and good interpersonal skills.
• Demonstrate Gender sensitivity in all responsibilities.
• Capable of working on own projects and taking responsibility for work load
• Ability to work in a complex challenging and sensitive environment
• Self starter
• Analytical mind
• Possess good judgment and decision-making capability.