Human Resources and Safeguarding Coordinator

• The Human Resources and SG coordinator is accountable for ensuring quality, efficient, and proactive HR and administrative support services within the Field Office in collaboration with the South Area Office as per the standard Save the Children systems, policies, and procedures.
• In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
• She/he will be responsible for assisting projects at each IDP or drought-affected site & and hosting community programs and the field office to ensure compliance is met through community awareness, capacity-building training, conducting projects’ safeguarding risk assessment, conducting safe programming monitoring and evaluations, facilitating the development & and dissemination of Child-friendly materials.
• She/he will also be responsible for assisting in implementing safe program activities, establishing local reporting procedures, reporting, data management, and sharing learnings.
• This role demands roving support for each camp location & and hosting community programs that are managed by the field office.

Reports to: Field Office Manager

Staff reporting to this post: HR & SG support staff

Human Resource

• Ensure that SCI policy implementations for human resource management functions at the Field Offices comply with legal and administrative requirements of national labor law and regional government requirements.
• Ensure that effective and efficient human resource management systems and procedures are in place at the Area/Field Office and are regularly updated and implemented in line with the HR policies.
• Direct, lead, manage, and motivate the Human Resources and Admin support staff of the Area/Field program ensuring they have clear work plans and objectives and receive regular supervision and periodic performance reviews.
• Promote a team approach to management within the Human Resources and Administration team through regular meetings to review and improve integration and quality support and service provision.
• Coordinate, facilitate, organize, and participate in the recruitment process of new staff and the familiarization of SCI policies and working guidelines in the form of induction to all staff of the Area/Field Offices. Participate in the recruitment, selection, placement, and termination (contract extension) of employees as called for and respond to staff problems.
• Handles online employee separation/exit-related activities for those whose job grade is under
• the area/field office level including writing resignation acceptance letter, ensuring exit interview is filled by staff who leaves the organization, and ensuring that their clearance is completed & and approved.
• Follow up on the employment contract status of staff and ensure that the necessary termination notice/contract renewal is issued timely.
• Prepares completion of probation period confirmation letter for new staff after making sure that they have submitted their online mandatory training completion report, previous employer clearance letter, and performance evaluation for the probation period.
• Oversee the performance management system, personnel records, and employee relations, as well as training and development of the staff in the Area/Field Offices.
• Ensure that relevant reports are produced and dispatched timely to the pertinent organs in the organization.
• Ensure the effective and efficient use of all SCI resources mainly but not limited to human resources to keep costs low and ensure the security of staff.
• Facilitate all legal issues to have ad hoc specialist legal advice, opinions, and services and to keep abreast of relevant statutory legislation and regulatory requirements.
• Oversee proper implementation of staff benefits package for Area/Field office staff and ensure that records are maintained and updated.
• Liaise with line managers on planning and utilization of annual leave by creating proper awareness and making negotiations if necessary.
• Administer Area/Field Office level benefits including insurance coverage, claims, change reporting, and respond to questions from service providers and employees.
• Gather required staffing information and communicate to the insurance company within 3 days for inclusion of new staff in the existing insurance policies and exclusion of separated staff.
• Ensure that new staff are registered with the government pension scheme and that required documentation is submitted to the pension agency.
• Administer undertakings related to compensation, performance, and employee benefits.
• Coordinate and monitor registration of new employees into the HRIS system and ensure updating of staffing changes on the system within 3 days.
• Provides Human Resources information for management and staff based on data analysis and interpretations.
• Administer the development and implementation of records management procedures intended to standardize filing, protecting, and retrieving records, reports, and other information contained on paper.
• Liaise with managers and employees and ensure online submission of timesheets as per the standard set timeline.
• Collaborates with CO central payroll team to ensure the integrity of monthly payroll data through frequent and timely communication is maintained and supporting documents related to the payroll are submitted.
• Maintain confidentiality concerning all staff records whether manual or computer maintained. Coordinate submission of required HR information to CO regularly and when requested.
• Respond sensitively and professionally to the children, young people, and families who work with SCI Ethiopia.
• Comply with all relevant Save the Children policies and procedures for child protection, health and safety, security, equal opportunities, and other relevant policies.
• Facilitate various audit requests representing the area/field office.
• Undertake any other related tasks as assigned by the line manager.

SAFEGUARDING

• Organizing and facilitating safeguarding (Child, Adult, and Harassment) awareness for functions, project staff, partners if applicable, volunteers, beneficiaries, and other representatives (consultants, construction team, rental drivers, vendors) under the field office.
• Facilitate/ coordinate safeguarding induction for new joiners and conduct ongoing refreshment training on child safeguarding and PSEAH.
• Ensure all projects are risk assessed, develop mitigation strategies, and record, monitor, and update the tracker regularly in collaboration with camp coordinators, project leads, and SG focal person.
• Identify project-level contact person for beneficiaries and ensure local safeguarding reporting procedure is updated and displayed in project implementation areas.
• Ensure safeguarding concepts and reporting procedures are well understood by beneficiaries, staff, volunteers, partners, and representatives, and ensure safeguarding messages are displayed in the local language at the project level.
• Conduct a periodical assessment/survey on understanding and practice of safeguarding by beneficiaries, staff, volunteers, partners, and representatives and the effectiveness of existing reporting procedures.
• Follow up on the safe volunteer recruitment process of projects and ensure the proper documentation is kept in the database/record in collaboration with HR, camp coordinators, and project leads.
• Conduct focus group discussions with children and adult beneficiaries on safe programming and effective reporting procedures in collaboration with MEAL colleagues.
• Report safeguarding incidents in the DATIX system timely and coordinate with the national safeguarding team for the follow-up, preliminary data collection, participation in the investigation as relevant, and coordination referral mechanism as relevant.
• Assess the child’s participation in events, and make sure the procedures are followed in collaboration with the event organizer.
• Compile and submit monthly reports on safeguarding activities to safeguarding colleagues at the country office.
• Support local partners when applying training, risk assessment, and other technical support as identified by the partner.
• Facilitate translation of materials, editing and disseminating messages for various groups, and monitor the understanding.
• Ensure all volunteers wear visibility badges and periodically monitor the change in volunteers.
• Conduct mapping of survivor service providers at camp locations & and host community structure areas to ensure reported cases are referred to relevant stakeholders and updated periodically as relevant.
• Participate in the kick-off meetings, and other relevant workshops/training facilitated at the field office and represent safeguarding appropriately this includes the regional PSEA network as available.
• Organize a learning forum based on the identified risks, challenges, and best practices.
• Attend in-house safeguarding and other relevant online and face-to-face training, webinars, meetings, workshops, and other relevant training/mentoring/coaching demands on the development plan as appropriate.
• Take additional assignments when the demand arises by the supervisor including external representation

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, and achieving and role modeling 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:

• Set ambitious and challenging goals for themselves and their team, take responsibility for their personal development, and encourage their team to do the same.
•   widely shares their vision for Save the Children and engages and motivates others.
•  Future-orientated, thinks strategically and on a global scale.

Collaboration:

·       Builds and maintains effective relationships, with their team, colleagues, Members external partners, and supporters

·       Values diversity, and 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; demonstrates the highest levels of integrity