HR & Admin Team Leader

The post holder will be responsible for the day-to-day oversight of the HR and Administration roles in the country program. The post holder will be responsible for supervising the HR and Admin Team in the Country Program to ensure timely execution of tasks.

This role has a country focus and ensures compliance with DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities.

Duties and Responsibilities:

Responsibilities:

• Staff Management
• Accountable for people management of employees, usually working in the same area of work
• Accountable for ensuring that agreed work plans for the department and tasks set by the next-level up Manager are implemented on time
• Hiring, onboarding, performance management and termination of employees as well as conducting performance appraisals (closely overseen by the next-level manager)
• Role model and lead the wider country program on DRC values, diversity and inclusion as well as code of conduct
• Supervise and provide technical support to the HR & Admin team and ensure continuous professional development and performance management of the HR & Admin team

Administration:

• Oversee offices and expat housing functionality through ensuring proper and timely maintenance.
• Responsible for work permit/visa applications for expatriate staff.
• Create and maintain a robust filing system, including the archiving of key documents.
• Process all necessary agreements, permits and licenses for DRC’s operations in timely manner.
• Prepare monthly payroll and ensure that all payroll changes are captured every month for validation and approval by DRC Accounting and Tax Compliance Services provider and SMT respectively.
• Ensures distribution of Staff lists on a monthly basis.
• Ensure compliance with DRC & donor procedures and that cost effective processes are employed at all times.
• Ensures completion and submission of necessary Admin reports in a timely manner.
• Participate in monthly meetings such as Operations Team Meeting, BFU meetings, Quarterly meetings.
• Coordinate with the HoSS to provide input for budgeting for Admin related costs.

Human Resource:

• Assist the HoSS in developing, establishing, maintaining, archiving and auditing HR and administrative systems.
• Ensure personnel files are complete and updated while ensuring adherence to highest levels of confidentiality.
• Monitor and ensure successful completion of staff performance appraisals.
• Lead all national recruitment process in the country; ensure compliance with DRC recruitment procedures and encourage best practice in recruitment processes.
• Prepare staff contracts for new staff in timely manner
• Plan, conduct and follow up on boarding/induction of new staff (National and Expat)
• Ensure implementation of DRC HR policies and procedures, including frequent training of staff on HR policies.
• Update national staff insurance lists and report on accidents to the Insurance Company.
• Conduct and maintain roster list at Country Office Level.
• Lead exit process and monitor clearance by exiting staff in coordination with logistics and safety department.
• Manage leave and absence plans.
• Ensure HR reports are completed and submitted in timely manner.
• Under the direction of the HoSS and working with the Tax and Compliance Advisor, study new government legislation and make recommendations for updating policies in order that they comply with Local Labor Laws.
• Ensure all staff have updated job descriptions.
• Provide professional guidance & support to staff, and advocate for staff to ensure that their rights as employees are realized.
• Working with the Head of Support Services, develop and update HR policies and SOPs, ensuring clarity, relevance and functionality.
• Ensure technical reviews of HR & Admin documentation before CD approval.
• Monitor and evaluate the effectiveness of training programs, making suggestions to improve the outcome. Lead on capacity building and staff development, ensuring that staff have access to resources, capacity building plans are developed and implemented.

Experience and technical competencies:

• Minimu (3) years’ experience in a similar role in an international NGO
• 1 year of experience in people management with proven leadership skills is preferred
• Proven HR and Admin experiences and capability, including in complex settings
• Excellent communication, negotiation and problem-solving capacities; with the ability to work flexibly in a diverse team in a dynamic environment, fostering a positive working environment
• Strong capacity building, facilitation, and presentation skills with the ability to collaborate, network and negotiate to facilitate communication and support to staff, local partners, Governments, UN, donors & other NGOs
• Strong organizational and planning skills with the ability to effectively manage multiple competing deliverables on varying timelines

Experience working in an ERP system:     

Education:

• A master’s degree or advanced professional qualification in Human resources, Business Administration, or Management 

Languages:

• Full professional proficiency in English
• Fluency in Arabic       

Source: https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=172039&DepartmentId=18998&MediaId=5