HR Specialist
UNOPS
Total years of experience :12 years, 8 Months
Support to policy development and implementation
Advisory Services
Talent Acquisition and Administration
Team Management
Knowledge building and knowledge sharing
- Recruitment, Selection and Placement
- Onboarding
- Human Resource MANAGEMENT
- Human Resource ADMINSTRATION
- Human Resources Audit
- TEAM MANAGEMENT
- Capacity Development
- Policies and Manuals
- Safeguarding co-investigator
Statistics and Reporting
Advice to EME Management Team, Managers and local HR contacts
Develop an annual HR workplan reflecting both regional priorities and global HR initiatives.
o Update and track progress through MMR and KPIs.
Work with the EME management team, country directors, other people managers, and their teams to support strategic thinking and problem solving in all areas of people management by:
o Ensuring regular communications with managers, building and maintaining strong working relationships. This may include traveling to the Country Offices as appropriate and working to develop local capacity for HRM.
o Providing advice and support to managers on a wide range of HR issues through the employee life cycle.
o Providing one to one support and coaching for line managers and local based HR FPs in country offices.
EME Recruitment
Manage and oversee the provision of a high quality and timely recruitments across the region ensuring good practice and employment law is adhered to and HelpAge global policies followed accordingly.
Provide recruitment advice and guidance to managers in line with good practice, facilitating the development of job descriptions, advertising campaigns, monitoring and selection. Where necessary manage relationships with external recruitment agencies.
Produce data and KPIs to keep track of recruitment in the region.
Ensure compliance with immigration laws for any international staff coming into the region. Train and support country HR contacts.
Manage any temporary and consultant recruitment for the region.
3
Advice to EME International Staff (Expats)
Work with hiring managers and staff on international contracts of employment to offer guidance on employment T&Cs:
o Keep up to date in employment law in relation to immigration matters for the region. Advise EME management team on any new changes to ensure legal compliance.
o Provide advice and support to staff on international contracts of employment.
o Offer guidance on the benefits package such as travel/medical insurance, pensions and other terms in the international staff handbook
HR Support for EME Staff
Provide advice on employee relations issues (including disciplinary, grievance, capability, investigations and hearings), offering and sourcing interventions where appropriate, escalating complex employee relations issues to London HR if needed.
Advise staff on flexible working requests and parental related benefits and policies (maternity leave etc.)
Offer advice and guidance on HR policies and procedures. Keep EME staff updated on any changes to global HR policies.
Employee engagement & development
Develop a regional action plan in response to employee survey and other initiatives to improve employee engagement.
Manage process and monitor completion rates for annual appraisal process.
Advise on learning and development interventions.
Ensure effective induction plans and procedures are in place to support new staff.
Effective administration of Pay & Benefits
Follow London HR payroll procedure to make accurate and timely inputs for monthly payroll administration for international staff (starters / leavers / changes).
Communicate and roll-out any new global benefits to regional staff.
policies and regulatory compliance.
HR Systems, Project & Policy work
Participate in the global HR virtual team, reflecting regional inputs into any proposed changes or new global HR policies.
Be the HR System owner (Cascade) for EME region.
Ensure global policies are adapted as needed to ensure regional and country compliance
Provide support and guidance in humanitarian HR preparedness and help co-ordinate resources if needed during an emergency response in the region.
Support Head of HR and Chief Operating Officer in compiling regional HR data for annual report to Board of Trustees
Undertake audit related activities as allocated and agreed
Fulfill the objectives of the region \ global HR priorities
Ensure high quality and transparent recruitment processes are in place within the region
Ensure adequate induction is provided for new staff at regional and/or country level, based on relevant HI policies and guidelines
Set up and manage the remuneration system and employment policies at regional level in coordination with the administrator managers/officers
Set up the social and medical policy framework for the programme and ensure its direct implementation in Jordan
Ensure performance appraisal system is in place, and is completed, monitored and evaluated across the region. Assist managers and staff in understanding and using HI’s appraisal tool.
Implement and follow up the regional staff training plan
Define and ensure the application of internal regulations and national personnel employment terms and conditions at regional level and monitor the application of specific terms and conditions for expatriates
Ensure proper calculation and remittance of local and regional monthly payrolls
Ensure appropriate filling of all HI staff information in the region: personal data, contractual documents (Job description, signed TCE and IR, IAP, contracts, disciplinary actions, appraisals…)
Be directly responsible for the administrative follow up of all expatriates staff in the Middle East and registration with local authorities... Supervise the day to day management of international staff and transmit the information to the head office
Check that variable data for expatriate salaries has been sent on time to HQ and information are updated
Manage national personnel disciplinary procedures and support managers in these procedures with support of the RSSC
Ensure the Registration of Handicap International in all operating countries in coordination with the Administration Manager/Officer
Ensure the formalities required by government bodies are completed in time, ensure pro-active follow up of legal matters and inform management accordingly
Analyse and monitor changes in employment law and other NGOs’ practices at regional and local level. Take part in the activity of networks on legal and HR aspects
Ensure the monitoring of partnership contracts and their compliance with internal rules and donor obligations and at regional level guarantee the correct archiving of such files.
Work closely with the mission HR teams to provide support, monitoring, reporting and other actions related to the HR function in the region
Ensure mission’s HR framework are in line with the MEREP programme regional guidelines
Ensure monthly reporting systems are implemented in all mission in line with control mechanisms for national and international staff management (Leaves, contract, Proof of life, advances…)
Review monthly HR reports and advise mission where there are irregularities or areas of concern that need follow up
Contribute to audit reports and follow up with mission to ensure action points are addressed promptly and effectively.
Provide training at regional, country and field level to HR teams and project managers on HR procedures.
Support and advise mission on the structure, recruitment and management of their HR team and help missions develop and implement effective performance management of staff
Supervise and lead the HR team, set objectives and assess direct reports
Train his/her team
Set up communication and coordination mechanisms for his/her team
Manage contractual monitoring (leave, end of trial periods, etc.) of the staff he/she line-manages; if necessary, co-validate disciplinary procedures with the Regional support services coordinator
Oversee the team's career development: define training needs and provide guidance on professional development
Be a member of the MEREP HR Committee
Be the focal person for the organization of team building events, in liaison with RSSC, Program Director and logistics
Manage and supervise part of the regional office budget as per delegation received from RSSC
Management of the MD’s manning table, initiate recruitment of vacant/required posts to include manning table posts, temporary assistants, LDC or otherwise;
To follow up on recruitment conditions/processes including governmental clearance, background checks, no conviction statements, medical examination, etc…
To establish rosters for all MD posts; this includes preparing an action plan in coordination with CFMP that has time boundaries for every step in the recruitment process;
To coordinate/integrate MD internal evaluation performance structure to UNRWA's evaluation performance structure and follows up and ensures that all MD staff have finalized the ePer for the year;
To manage MD leave balances for its staff and reconciliate Field balances with MDs;
To deal with all MD staff appeal issues and complaints;
To serve as a focal point for all MD HR related matters that relate to MD staff at JFO;
Assists the CFMP in supervising the administrative work of the Program including HR, Finance, Maintenance, Security, Administration and Supply matters, and in particular:
- Prepares the Area operation budget estimates, controls and monitors expenditures;
- Prepares staffing table proposals and RPAs, and maintains staffing table records;
- Coordinates and ensures provision of various supplies and maintenance to programme branches;
- Ensures that all utility bills within branches are verified by respective branch managers and paid in due time;
- Assists in supervising clerical, administrative, and general services staff in the Program;
- Follows up on all lease contracts and due payments for MD branches;
- Follows up issues with government and non-government agencies.
Works with programme supervisors to ensure proper compliance with the Agency Rules and Regulations;
Collects, compiles and analyses statistical data related to the programme and maintains up-to-date records and files on the Program activities, Branches, and staff;
Liaises with the Security and Safety Officer to ensure application of measures that would enhance safety and security of staff, beneficiaries and installations within his/her area of operations;
Drafts correspondence, prepares and assists in the preparation of monthly and periodic reports and statistical data relating to staffing, procurement, training, incidents, building maintenance and repair;
Assists in organizing meetings, events, visits in the Area, and represents the MD in meetings and events as and when requested by the CFMP;
Manages and supervises OD29 contracts, preparation, signature and related documents for appointment;
Manages and supervises the MD-OD29 payroll, earnings and deductions;
Preparing and processing service agreement for lawyers and collection officers and following up on extension of the contracts according to set procedure;
Prepares the departmental biennium Budget;
Planning for the establishment of new branches.
(A) Prepares and/or cheks Personel Action Forms and other forms, documents, and staistcal reports elated tohe functions ofthe rlevant divsion/section;
(B) Prepares umaries and conducts resarch onvarious types ofHuman Resources case related tohe functions ofthe rlevant divsion/section;
(C) Maintains folw-up sytems for various items related tohe functions ofthe rlevant divsion/section;
(D) Particpates orasits inthe dvelopment and mainteance ofrelated human resources computer aplications;
(E) May, under delgated authority, sign certain types ofPersonel Action Forms and other forms and ocuments;
(F) May relive his/her counterpat inthe other divsions/ections and may ct asOficer incharge ofhis/her section, when required;
(G) Perfoms uch other duties amay beasigned.
(H) withn the Rcruitment section:
1. Advertisng post acording torequiremnts ofhirng department
2. Recivng aplications
3. Tranching and finalizng shortlis with irng Dept.
4. Preparing for witen tes
5. Planig for interviews
6. Preparing interview packges
7. Particpating interviews: G(7) -G (16)
8. Preparing interview report
9. Referring employes for apointment
10. Preparing monthly report
1. Cordinating for Daily Paid apointment
12. Conducting chek references
- HR Communication
- Manpower Planning, Job Analysis & Job Descriptions, Work Groups
- Recruitment and Selection
Human Resources - Entitlement section
Handling the various day to day transactions related to about 9000 employees, in terms of their leaves, and resumption of duty, managing their payroll, in respect of increments, and pay scale, Maintain and update the Occupational Classification Manual, Check and evaluate post classification and grading requests for all International and Area Staff posts in the Agency’s area of operations and HQ.
- Maintain and apply the existing International category job classification system.
- Maintain and update the Occupational Classification Manual (OCM) in respect of Area Staff
- Review and make recommendations on requests to vary the staffing tables and the descriptions of duties and responsibilities of posts, and assist in staffing reviews as required.
- Participates in the recruitment process for Pharmaceutical representative staff and laborers; including the participation in interview boards.
- Screens applications against established criteria and raises discrepancies with the concerned department and advises Human Resources Management accordingly.
- Prepares vacancy advertisements and ensures compliance with post descriptions and production of effective material for advertisement; coordinates preparation and administration of technical tests and interviews.
- Prepares and updates the recruitment reports on a regular basis to include planned tests and interviews, analyses of statistical information and establishment of shortlists.
- Contacts applicants and candidates, responds to queries, and arranges appointments for interview boards and tests.
- Conducting the orientation\Induction programs for the new hires helping them to be familiarized to their company including the preparation of the orientation material.
• Maintain and update recruitment related documents and files including electronic and hard copy files; ensure that each recruitment file is complete and accurate; coordinate with Personnel staff in obtaining any missing documents and/or flags missing documents to HRS.
• Create, maintain and update recruitment reporting tools such as databases or spreadsheets and assist in the design of such tools; prepare and update recruitment statistical reports as requested; check various recruitment records, forms and tables for accuracy and initiate corrective action, if necessary;
• Prepare recruitment documents for submission; collect and compile information from recruitment files; help ensure that the submission documents are complete and accurate;
• Assist in reviewing and screening applications for posts against established post criteria to help determine candidates’ qualification and experience, as needed;
• Maintain Recruitment Section advertisements; create graphical design, upload documents and keep vacancies up to date.
- Assisting in Personnel processes as required.
An MBA undergraduate Student in E-Business field. Covering the following areas: - Management information systems - Marketing - Business Research - Electronic Business - Electronic marketing - Managerial accounting - International marketing - Organizational behavior - Financial management and corporate finance - Operations and production management - Design and development for websites - Information technology in theory and application - Strategic management - Electronic Business - Advanced Human resources \ Personnel management
An International Diploma in HR/Personnel management: Covering the following areas: - HR/Personnel Policy, Strategy and Management - Functions of Management, Organization and Structure - Communication -Manpower Planning, Job Analysis & Job Descriptions, Work Groups - Recruitment and Selection - Induction, Training and Employee Development - Health and Safety, Security and Welfare - Motivation, Employee Counseling, Resignations and Retirement - Industrial Relations (1) - Industrial Relations (2) - Remuneration - Personnel Records and Statistics
B.A Degree in English language and literature