Deputy head of human resources

Action Against Hunger | ACF-International

Job Summary

Support the implementation of comprehensive HR policies and procedures, and remains compliant with local labor laws.

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Action Against Hunger works to save lives by combating hunger and diseases that threaten the lives of vulnerable communities, through nutrition, food security, water and sanitation, health and advocacy.

Tasks & responsibilities:

  • Provide input in the development and implementation of an annual HR strategy for the mission.
  • Act as the focal point for the implementation and roll out of HR policies
  • Review the mission Internal Regulations annually, ensuring that it is compliant with the Action Against Hunger policies, local labor and tax laws.
  • Monitor the mission activities and ensure teams remain compliant with HR policies and procedures.
  • Provide support to the HR HOD to oversee staff management issues that require informal or formal disciplinary action, ensuring each incident is appropriately documented.
  • Provide support to oversee management of personnel law-suits.
  • Liaise with local labor authorities, as required.
  • Provide support to prepare or review HR requirements in all project proposals.
  • Liaise with other NGOs working in country to compare policies and establish best practices.
  • Review the mission Internal Regulations annually, ensuring that it is compliant with the Action Against Hunger, local labor and tax laws.

Objective 2

  • Provide support to ensure HR administration is accurately maintained as per Action Against Hunger and local regulations - Personnel files, employment contracts and organograms, immigration activities etc.

Tasks & responsibilities:

  • Accurate and organized filing system for all personnel files
  • Enrolment/registration of all new joiners and update details of existing staff for the health insurance
  • Creation and printing of staff ID cards for all new joiners and internal transfers in the mission
  • Smooth running of the Abuja Guesthouse
  • Ensuring that all staff have valid employment contracts and in preparing and monitoring the details of all local labor contracts.
  • Managing travel, visas, work authorizations for expatriate staffs
  • Managing and Facilitating travels, arrival and departure of international staff in and out of the country
  • Ensuring all international staff documentation are complete
  • Follow up with Line Managers and Inform HQ of contract extension details and any changes to international staff contracts including dismissals, resignations and requests for contract contracts.
  • Liaise with the bases and Abuja counterpart in order to keep up-to-date the country organization charts.
  • Represent Action Against Hunter to local government authorities as well as to the Ministry of Budget and National Planning and Immigration.
  • In coordination with the HR HoD and Country Director, support medical evacuations from the mission.

Objective 3

  • Support in overseeing the Payroll and Benefits Administration for the mission.

Tasks & responsibilities:

  • Ensuring that the following core Action Against Hunger HR tools are applied to the mission salary structure: AAH Classification Grid, AAH Salary Scale and AAH Seniority rules.
  • Provide support to periodically review the salary scale to ensure it remains competitive with other local organizations and responding to increases/decreases in the local cost of living and under taking necessary assessments.
  • Supervise the preparation of national staff payroll including salaries, special allowances, and social security contributions.
  • Assist with the monthly review and first phase of validation of each base payroll updates and timekeeping of payroll activities
  • Oversee the collection and collation of timesheets for all international on mission.
  • Review leave entitlements (annual leave, R&R, sick leave, etc.) before HR HOD’s approval for any expat or national staff takes requested leave
  • Ensuring all taxes and social security contributions are correctly calculated and filed with the relevant governmental authority as per the required schedules.
  • Administrating the benefits and insurance program for national staff, ensuring compliance with local labor regulations. Works with local partner agencies to identify and maximize best coverage using existing resources and budgets.
  • Evaluating the risks related to changes in salary and benefits policies.

Objective 4

  • Supporting HR HOD in the mission’s recruitment of national and expatriate staff.

Tasks & responsibilities:

  • Provide to support to review all job description at the start of the recruitment process to ensure that they are standardized across the mission. Suggests changes to the Resourcing Manager so that they reflect the current and upcoming program needs and activities, identifying required qualifications as well as both essential and preferred selection criteria.
  • Provide support to implement standard and best practice recruitment procedures for all locally hired staff.
  • Wherever possible, assist the resourcing team with interviewing and selecting new staff (especially for new positions and key line management positions).
  • Assist with the review and first phase of validation of recruitment process/documents for all full time positions in the mission
  • Provide support to ensure updated job descriptions for all international positions are sent to the Country Director & HQ at least 2 months before each end of contract date, or as soon as possible after international staff’ departure is known.

Objective 5

  • Support HR HOD in identifying and monitoring staff training, development and learning needs.

Tasks & responsibilities:

  • Provide support to oversee the staff review process using performance appraisals and regular meetings with line managers.
  • Training and assisting line managers to prepare and deliver Performance Appraisals on time
  • Working with individual line managers to ensure that the training and development needs of all national staff are clearly identified and possible options discussed and implemented.
  • Establishing, in co-operation with the Mission Coordination Team, an annual mission training plan in line with the mission’s strategic plan. Work with program managers, coordinators and HQ to ensure that local, regional and international training and development opportunities are identified and utilized.
  • Providing administrative support to ensure mission staff attends trainings offered by HQ.

Objective 6

  • Support in communicating HR matters both internally and externally in a timely manner.

Tasks & responsibilities:

  • Compile and submit a monthly HR report to the HR- HOD
  • With support from the HR-HOD develop the HR content for briefings and inductions
  • Delivering the on-boarding process to all new staff which includes the submission of Objectives from all bases.
  • Delivering exit interviews to leavers at certain levels for the capital and roll out to the bases. Submit information to the HR-HOD and Management.
  • Represent Action Against Hunger and support the logistics department to negotiate with all HR-related suppliers – insurance providers, hotel, travel agent, meeting venues, etc.
  • Preparing HR summaries for donor reports, as required.

Objective 7

  • Supervise and manage staff under your responsibility.

Tasks & responsibilities:

  • Provide day-to-day management of staff directly under his/her responsibility;
  • Set objectives with staff under his/her direct management, and appraise their performance in accordance with AAH performance management policies, identifying areas where they require support and capacity building;
  • Ensure that all HR policies and procedures are followed for staff directly under his/her responsibility
  • Accurate and organized filing system for all personnel files.
  • Enrolment/registration of all new joiners and update details of existing staff for the health insurance
  • Creation and printing of staff ID cards for all new joiners and internal transfers in the mission
  • Smooth running of the Abuja Guesthouse.

Objective 8

Additional responsibilities

Tasks & responsibilities:

  • Train HR managers on best practices, new policies, roll out new plans
  • Support field teams or fill gap of HR manager if required
  • Conduct or support HR audit in the field and at least do HR spot checks
  • This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and responsible for reporting and communication of progress and achievement of the specific assigned task
  • The Deputy Head of HR should be flexible and adaptable with regards to the implementation of the daily work/activities
  • The Deputy Head of HR is expected to conduct all duties in a professional manner following Action Against Hunger Nigeria mission staff regulations and charter

Internal & External Relationship

Internal:

  • HR HOD - direct line management, exchange of information, coordination, collaboration;
  • Capital and  base HR team - exchange of information, coordination, collaboration;
  • Direct Line Manager- HR Assistant;
  • Logistics - exchange of information and collaboration for selection and contracting of HR-related suppliers;
  • Finance - exchange of information and collaboration for HR cash requests;

External:

  • Local governmental and non-governmental partners : exchange of information, coordination;
  • External suppliers - review and selection, contract negotiation, exchange of information.

Reporting Responsibilities

  • Line managed by HR HoD with oversight;
  • Monthly HR report and statistics to HR HOD;
  • Bi- weekly HR updates;
  • Annual review of Internal Regulations;
  • Life and Health Insurance Tracker;
  • Staff Management Trackers.

Qualifications

  • University degree in relevant disciplines (human resources, business administration, international relations, social sciences etc.).  Relevant master’s degree and additional human resources professional training an advantage;
  • At least 3 years’ relevant experience as an HR professional in international NGO context.

Skills & Experience

Essential:

  • Background/familiarity with emergency;
  • Humanitarian field experience, preferably as a member of a country management team;
  • Strong knowledge of management, recruitment, payroll & benefits management, training & development, and team management;
  • Understanding of national labor law and employment norms and practices;
  • Excellent verbal and written communication skills, with experience communicating in different cultural work environments & with a wide diversity of culture;
  • Approachable, diplomatic, respecting confidentiality, and able to work effectively in diverse, cross-cultural teams in a complex, multi-site work environment;
  • Computer literacy including all Microsoft Office programs (Word, Excel, PowerPoint, Outlook)
  • Highly organized, detail oriented and able to work under pressure;
  • Disciplined, rigorous, self-motivated and able to set and meet deadlines, work autonomously and arrive at decisions and conclusions with minimal guidance, and within timeline;
  • Capacity for analysis, synthesis and reporting of large amounts of information;
  • Commitment to Action Against Hunger charter and values;

Prefered:

  • Previous AAH experience a plus;
  • Fluency in one or more National/regional languages an asset;
  • This document is non-contractual and may be modified to reflect the changing needs of the service.

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