Human Resources Officer

Role Overview

The Human Resources Officer supports many of the HR activities of the programme with a focus on both nationally and Internationally recruited staff. On a day-to-day basis the HR Officer carries out a variety of HR and administrative functions required to ensure the HR needs of the programme are met and that HR activities are conducted in line with Medair policies and procedures and in accordance with local employment legislation and practice.  

Project Overview

Emergency health projects targeting displaced, war affected and vulnerable populations in Eastern Congo. WASH interventions in health centres and as part of a health emergency response. Opening humanitarian access to remote areas to facilitate referrals, programme operations and access to market.

Key Activity Areas

Human Resources Management for Nationally Recruited Staff

• Co-ordinate the recruitment process for new/vacant positions in conjunction with the relevant line manager. This includes job descriptions, advertising, short-lists, interviews and the appointment
• Ensure all nationally recruited staff have a current employment contract
• Work with line managers to ensure all new staff receive a relevant and appropriate induction when commencing employment with Medair
• Ensure relevant HR documentation is made available to staff in a language they understand or is explained verbally to those with limited reading ability
• Liaise with service providers to make available debriefing, if required, following any critical incident
• Work with line managers to ensure exit interviews are carried out and appropriate records are kept when individuals leave Medair
• Work with field management to review, update and/or develop employment documentation for nationally recruited staff, including job descriptions, employment contracts and staff guidelines, ensuring they meet the requirements of local labour laws

Human Resources Management for Internationally Recruited Staff

• Co-ordinate any required visas or work permits
• Communicate arrival information to relevant individuals within the team
• Work with line managers to ensure new staff receive a relevant and appropriate country/programme briefing and that a full induction and handover is carried out
• Support line managers to oversee staff wellbeing, including liaising with HQ HR Officer to organise the debrief, if required, at end of contract or following any critical incident
• Support line managers as necessary in disciplinary action and grievance procedures, ensure that the correct procedures are followed and records are kept in accordance with Medair guidelines
• Work with line managers to ensure exit interviews are carried out and appropriate records are kept when individuals leave Medair

Training and Development

• Support line managers in identifying training needs and provide appropriate training opportunities for staff
• Ensure training records are maintained

Administration

• Ensure all employment practices for nationally recruited staff comply with local labour laws, seek advice from local lawyers and benchmark with other NGOs in-country as applicable
• Work with relevant colleagues to ensure the preparation, payment and record-keeping of staff salaries and/or allowances is done in a timely manner and in accordance with local employment regulations, ensuring that all required statutory deductions are made and subsequently paid to the appropriate authorities
• Maintain records and support the up taking of performance appraisals within the required timeframes and that the necessary paperwork is completed according to the latest guidelines
• Ensure all staff have a personnel file containing all relevant documentation and information, according to Medair policy and any donor requirements
• Ensure all staff HR files are archived according to Medair policy and any donor requirements
• Work with line managers to ensure work-related records and documentation is kept according to programme procedures.  

Communication

• Maintain open and frequent communication with field management  
• Support the cascading of the required HR procedures, and be available to answer relevant  HR related questions and to provide coaching and guidance as necessary

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed
• Knowledge of the use of HRIS and ability to train/ coach others on the use of these systems  

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith- based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayer, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

Qualifications

• Degree/ 3 years higher education in HR or social studies and at least 2 years’ professional experience in HR
• Good French and English (spoken and written)

Experience

• At least 1 year of field experience in human resources management at a similar level
• Knowledge of collective and individual management fundamentals
• Capacity to work under pressure and manage personal stress levels
• Creative, open-minded, flexible, self-learner
• Can prioritise work to meet deadlines
• Salaries and payroll management skills
• Ability to work with HRIS and the ability to capacitate others
• Problem solving ability
• Competent with administrative tasks
• Organised and structured with good attention to detail
• Able to make decisions within a consultative and supportive framework