Human Resources and Admin Manager
Posted: 08 February 2013
Deadline: 22 February 2013
Job type: Contract
Organisation: Merlin – UK
Position: Human Resources and Admin Manager
Location: Sanaa, Yemen
Responsible to: Country Director
Responsible for: HR Team
Duration: 3-6 months (with possible extension- subject to funding)
Salary: £29,840 to £30,590 per annum (dependant on relevant experience) inclusive of supplementary cost of living allowance
Benefits: Insurance cover, accommodation, R&R, annual leave entitlement of 24 days per annum rising to 30 days at the completion of 12 months of continuous employment with Merlin
Only short-listed applicants will be contacted. Due to the urgency of this position, applications will be short-listed on a regular basis and we may offer this post before the closing date. Please note that this is an unaccompanied position.
Main Purpose of the Role
The HR & Admin Manager, as a member of the Country Management Team, plays a key role in developing and implementing the country strategy, especially the required human resource and administrative inputs, as well as ensuring that sound HR & Admin policies and procedures are established and maintained in country.
This position provides strategic management and guidance for operating in a challenging living and working environment. A key priority will be to embed clear HR & Admin management controls and to ensure understanding of these and compliance by all staff. Within the Yemen context, the HR & Admin Manager will have particular responsibilities for preventing and mitigating the impact of legal cases relating to the enforcement of Yemen’s labour laws.
Reporting to the Country Director, and working closely with HR team in Merlin’s London Head Office, the HR & Admin Manager will:
• Be responsible for setting up Merlin’s programme, including office / guest house set up, government registrations and agreements, obtaining legal advice and guidance, establishing HR and Admin systems, and adapting Merlin’s HR and Admin policies and procedures to Yemen working context and legal requirements.
• Create and develop HR plans for all field sites, to ensure adequate staffing and competencies are recruited and maintained in order to deliver the programme
• Oversee the design and implementation of the recruitment strategy for all international and national staff within Yemen.
• Be a member of the Country Management Team and take the lead role on all HR & Admin related planning and implementation, including office management.
• Ensure HR information systems, processes and HR administrative procedures are developed and maintained
• Design and implement a professional and effective human resource service for managers and staff in Yemen. This includes reviewing and improving Human Resource policies & procedures, and leading on specific HR projects and initiatives.
• Provide specific advice and guidance to managers and employees on a variety of HR and Admin related issues, especially regarding Yemen labour laws
• Directly manage the HR and Admin team to ensure effective and proactive HR and Admin leadership, support and guidance to the project teams.
Recruitment and Selection
To lead and support all aspects of the recruitment and selection process of national and international staff in liaison with line managers.
To develop and implement recruitment and selection tools to ensure that the recruitment process meets current and future programme needs.
To work closely with HR colleagues in the programme and Head Office to ensure a coordinated approach to recruitment throughout the organisation, ensuring effective forward planning and awareness of available staff resources to fill vacancies.
Assist the Country Management Team in assessing staffing requirements and the most cost effective way in which to achieve them.
To coach and train all staff involved in recruitment on best practice and equal opportunities.
To prepare and review comprehensive and context specific induction training/package for international and national staff (standard and location/position specific briefing packs and schedules).
Policy and Advice
Oversee the HR function to ensure sound in-country HR policies and procedures which comply with Merlin HR policy, local labour laws and good practice, and which promote Merlin’s organisational values
Advise and coach line managers and staff on Merlin’s HR policies and good HR practice including appraisal, performance management, legal compliance, staff development, disciplinary procedure, and grievance procedure, with the goal of building knowledge and capacity among staff to improve employee relations and enhance job performance and productivity.
Ensure that HR policies, practices and processes are reviewed and updated regularly ensuring that they are fit for purpose and consistent with external good practice and legal requirements.
Ensure understanding of and compliance with international HR policies and procedures by all international staff
Develop and monitor Human Resources strategies into country programme and Merlin’s overall mission and operational strategy
Oversee the communication of all Human Resource policies, ensuring they consider local cultural norms, and gender issues, and that all relevant documentation is translated into appropriate languages.
Conduct regular field trips to project offices to monitor and review Human Resource and administrative procedures and assist project staff, where appropriate
Manage national staff welfare policies including health insurance, group life insurance, personal and accident cover.
Human Resource Management
Lead on specific projects, e.g. salary reviews, HR and Admin policy and procedure reviews, internal audits, legal cases, and training & development needs analysis.
Attend and participate in relevant inter-agency coordination meetings
Ensure compatibility of Merlin’s procedures with local cultural norms, paying particular attention to gender issues.
Oversee the maintenance of an effective HR filing system, with proper files maintained for each staff member, both manually and electronically while maintaining confidentiality.
Monitor the maintenance of monthly leave schedules where applicable for the recruited staff members while ensuring the same is done at the field level.
Ensure proper maintenance of timesheets for all sites, where applicable.
Manage timely, accurate and systematic payroll, income tax and other benefit payments for all national staff
To maintain the monthly expatriate movement schedule as well as the expatriate and staff salary coding schedules for onward transmission to HO.
Ensure the smooth and timely dissemination of information and advice on queries related to human resource and administration (internally and externally).
Support the Country Director with representation to governmental, UN, INGO, partners and donor agencies as appropriate
Management and Organisation
To provide advice on the management of all staff to ensure that it’s carried out within the Merlin Policies, Procedures and the Employment Laws of the country.
Regularly update the Country Management Team on Human Resource statutory requirements, including tax laws and ensure that Merlin’s status in country remains within these requirements.
Directly manage the HR and Admin teams, including their recruitment, performance management and capacity building.
Liaise with external parties (i.e. legal and government advisors, and other NGOs) on compliance issues related to Merlin’s operations in country.
Support the line managers in ensuring that Merlin’s Code of Conduct is adhered to.
Manage the HR Department budget and ensure expenditures are within budget and in compliance with established financial standards
Ensure that line managers conduct performance appraisals and set objectives regularly and on time and that exit interviews take place for all staff.
To manage and support the performance and development of the HR team to ensure the provision of an efficient and effective service
To ensure ongoing update of the HR database and filing system for all staff and produce reports as requested by managers and the Country Director
Learning and Development
Develop a programme-wide Learning and Development policy, in collaboration with the Country Management Team and the Learning and Development team in HO
Identify the learning and development needs of programme staff and, where appropriate, provide tailored training and support within programme budget constraints
Work with line managers to develop and deliver the annual Programme Learning and Development Plan. Advise on needs assessment and development planning with the Learning and Development Team in HO.
Liaise with Learning and Development in HO to update line managers with information and advice on staff development.
Conduct evaluations and impact assessments of programme-wide learning initiatives.
Ensure appropriate government registrations and agreements are in place
Manage the in-country requirements for visa applications, work permits, travel permits, government authorisations for recruitments and contracts, etc.
Obtain efficient filing systems – electronic and hard copy – within the office, and coordinate with other departments in maintaining effective back up procedures
Maintain contact details for staff members within Merlin, and communicate the relevant details to key stakeholders – UN, INGOs, CCO etc.
Oversee the travel and accommodation requirements for visitors to the programme – both internal and external to Merlin
Ensure adequate information flow within and between operational sites.
Qualifications, experience and competences
Qualified in Human Resource Management and / or substantial relevant work experience
Knowledge of international HR practices & issues
Experience of working with an International Non Governmental Organisation (INGO) in the capacity of Human Resource Manager
Previous experience of working in an emergency response and / or conflict context with an outlook to long-term recovery programming
Fluency in written and verbal English and Arabic (preferable) and the ability to communicate confidently and effectively in these languages (written and spoken)
Experience of developing and implementing HR policies, procedures, and projects, including recruitment processes, HR management information and managing payroll.
Good experience of managing and undertaking a high quality recruitment process
Experience of dealing with employee relations and HR related legal issues
Strong experience of providing a broad range of high quality HR policy advice (including disciplinary and grievance) to managers and staff
Experience of working with various institutional donors and compliance issues
Proven experience of introducing and managing changes to HR and Admin systems, procedures and practices
Experience of managing a team and conducting training and coaching of HR/Admin and other programme staff in HR / Admin policies and procedures
Excellent interpersonal and consultative skills, including the ability to communicate, present, negotiate, mediate and influence a variety of audiences
Ability to work independently and as a collaborative team member in complex and often difficult operating environments
Experience of living or working in different / challenging cultures and countries
Confident and proficient in the use of MS Office, especially Outlook, Word and Excel
Experience of establishing strong working relationships with colleagues from different departments and cultures
Experience of a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines
Experience of proactively identifying and addressing issues
An understanding of and commitment to Merlin’s mission and values
Experience of managing HR within an organisation involved in implementing health and nutrition related activities
Familiarity with regional working context
Knowledge of Merlin systems and procedures
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