HR Manager
Solidarites International
Total years of experience :8 years, 9 Months
Implementation of the national HR policy
- Defining, drafting and monitoring the different HR policies
- definition of job profiles, and the mission set-up in terms of HR needs
- Project opening and closing and its time frame from HR perspective
- Ensure appropriateness and coherence of mission job descriptions
- Ensure the functions Grid is implemented on the mission and the recruitment process is respected
- Ensure the salary Grid is implemented on the mission, and lead the compensation & benefits benchmark when needed.
- Represent the HR department in meetings with Jordan Authorities (social security/Income tax/Ministry of Labor etc.) and other NGOs for issues related to HR and Administration.
- The focal person/representative with Jordanian Authorities
- Conduct a field visit (Syria, Erbil and Turkey) every 6 months, with a clear TOR to support admin managers and HR teams.
- Design and implement HR training sessions for Managers (National and Expatriate) and for the HR teams.
Human Resources Administration
- Keep informed of all documents and developments associated with employment law, employment in general, and staff training.
- Ensure that the Internal Staff Regulations of each country (Syria, Erbil, Turkey and Jordan) are being implemented.
- lead yearly health coverage surveys for the whole mission.
- Supervise the administrative management of recruitment and hiring.
- Organize the administrative briefing for SI staff when requested by the HRCO.
- Know labor legislation in force in mission country; keep her/himself informed of any amendment made in labor legislation by regularly checking legislative sources and/or regularly meeting with lawyer, other local authorities at this level.
- Verify the monthly salaries and payroll processing (HOMERE) of the whole mission,
- In close coordination with the Financial Coordinator, ensures fulfillment of national legislation regarding employees’ taxes and social security at Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department
- Check updates of databases with personnel related information on the HOMERE software ( Payroll software) at mission level
- Take the necessary steps with authorities if required (registering personnel, submitting documents...)
- Ensure preparation of HR files for Audit and for quarterly mailing to HQ Human Resources management
- Put in place an annual training program, supervise its implementation, and monitor its impact.
- Knows the induction policies, procedures, and tools, adapt them to the Mission’s context and ensure its proper implementation for all newly recruited/arrived staff and for previously hired staff in the Mission who had no access to them when being recruited.
- Improve and monitor the recruitment process administrative management of the mission.
- Ensure paper and digital filing, as well as ensuring the security of HR/administrative documents.
- Check updates of individual personnel files
- Consolidate and update the mission organization chart and the target organigram.
- Compile a monthly statistical report for HQ
- HOMERE mission referent, liaise with HQ for troubleshooting, and provide periodic support to the field
Reporting/Communication/ Representation
- Represent HR in support meetings and coordination meetings when required
- Establish and maintain relationships with the administrative authorities at a national level
- Participate to HR - Administration Coordination meetings and represented SI upon request
- Representing SI in Social Security Corporation as the official authorized liaison officer.
- Representing SI in Ministry of Labor Law as the official responsible for all the national staff official reports.
- Report to HQ any changes regarding the calculations of Social Security & Income tax to update the parameters accordingly.
National labor law, social security and tax system:
- Creation of Social security Account.
- Creation of Income tax Account.
- Creation of Health insurance account.
- National labor law, social security and tax system:
- Keep her/himself informed of all bills and amendment associated with labor law and employment in general, by regularly checking legislation sources
- Upon request of the HRCo, maintain regular contact with ministries, national administrations, and other NGOs to improve and keep up to date administrative practices.
- Ensure fulfillment of national legislation regarding employees’ taxes and social security, check that monthly declaration forms for taxes and employee/employer social security contributions are correct and send them to the Financial Department.
Local and regional HR management:
- Support the HRCo in the creation/revision of new procedures and tools ensuring thatthey are in line with local legislation
- Support the HRCo in the implementation and follow up of internal procedures and documents (i.e.: internal staff’s regulation, recruitment process, contracts, policies, notices…)
- Draw up administrative documents relating to employment contracts and prepare new employment contracts. Be in charge of the administrative briefing and participate to the induction.
- Ensure the administrative management of all the employees under the coordination’ management (Follow up on contracts, annual performance reviews, leaves/absences, medical policy, salary preparation)
- Ensure the follow up of the bases’ contract management and communicate with the admin manager when they are due to expire
- Assist in the recruitment and termination of contracts processes and participate to ensure they adhere to local legislation and internal processes
- Compile and verify monthly the payroll and the HR monthly reporting from the bases
- Support and participate to the implementation of the HR HOMERE software
- Compile and verify monthly the information entered by bases in the HOMERE software, ensure the quality of the data by auditing and following up with the field
- Prepare the information and statistical data required for drawing up budgets and salary costs
- If relevant, assist the HRCo during meetings with personnel representatives
- Collect the necessary information to monitor changes in the cost of living Team management
- Assist with HR training sessions for the administrative teams
- Provide HR support to bases in the absence of the administrator
- Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness...)
Administration/Liaison
-Draft/prepare all administrative letters in Area level;
-Prepare all Administrative Documents such as internal notes, regulation, memos etc;
-Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in area level;
-Organize meetings with authorities in area level for ACTED Senior management & Area Coordinator;
-Follow up of Legal-related issues, in coordination with Capital HR dept.
-Ensure compliance of ACTED to legal requirements of the area of intervention;
-Management of ACTED premises lease & ensure contract are updated and renewed for each premises;
-Manage the guests in GH and set regular follow up/management regarding payment with Finance.
-Manage the ACTED office II. Human Resources Management
-Management of staff in Area Office & Area Sub bases;
-Management of public holidays & keeping informed all bases/staff (national/International).
-Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments;
-Ensure all staff (national & international) have comprehensive ToR's;
-Follow up of staff appraisal form with relevant department managers;
-Management of Award and or disciplinary action to staff as per ACTED HR Manual after approval of Area Coordinator;
-Management/Follow up of staff leaves, provide necessary forms for staff, while needed;
-Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations
-Update and maintain Area office Organization Chart in accordance to the size of program (new staff, new dept. & new projects)
➢Titanic (Payroll) Monthly Report Follow up:
-Staff list/Staff Changes report to be sent to Capital HR dept. not later than 20th of each month;
-Staff Costs report to be sent to Capital HR dept. not later than 25th of each month;
-Titanic report consolidation/approved reports to be received from Capital HR dept. for salary payment not later than 28th of each month;
-Titanic report signed hard copy & Titanic support documents to be sent to Capital HR dept. not later than 1 st week of N month;
-Control the Staff cost in ACTED Area office and sub bases with direct cross check with Area Finance Officer;
-Review and update the national staff grade, salary & position to be in accordance with country approved salary grid;
-Organize subbases visit to cross check Admin/HR documents & review the HR system on quarterly basis to ensure transparency and accuracy as well as sub base proper set up;
➢Recruitment:
-Prepare vacancy announcements for Junior National staff in area of intervention and follow with Capital office the recruitment process as per monthly Titanic report planning;
-Cross check with Area Finance to ensure budget is available for new recruitments;
-Ensure that ToR's are prepared by line manager prior to release the vacancy announcement;
-Ensure that all CVs will be reviewed by relevant dept. prior short listing;
-Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s)
-Ensure to collect all necessary documents of applicants as indicated in ACTED HR Manual;
-Ensure to check successful candidate "Reference Check" prior to offer the position;
-Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, "recruitment package" etc.)
➢Organizing Internal Training
➢Organizing External Training