INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job: HR Coordinator

Code: SR-60-9116

Duty station: Dnipro with frequent travels to the other field bases

Starting date: 05/08/2024

Contract duration: 11 months

Reporting to: Country Director

Supervision of: Human Resources Manager, HR Administrator, Staff counsellor

Functional Supervisor: Area Human Resources Coordinator

Type of duty station: Non-family duty station

General context of the project

The war broke out in Ukraine in February 2022. Since then, millions of people have fled to the neighbouring countries, raising a big concern on how to manage such an immense flux of people. Shortly after the outbreak of the conflict, INTERSOS set up its emergency response from Ukraine in April 2022. Currently, the team in Ukraine is operating across two main operational hubs for East and South. All INTERSOS interventions are dedicated to a programmatic approach to respond to the multisectoral needs of the conflict-affected population, focusing on Protection, Health and NFI response serving internally displaced persons (IDPs), their host communities in areas of displacement, and emergency humanitarian assistance in frontline and newly accessible areas. The project portfolio in Ukraine is supported by several donors and in line with its localisation strategy, INTERSOS works with different local partners across all oblasts of intervention.

General purpose of the position

Define and implement HR strategy according to the Mission’s objectives and INTERSOS human resources vision and values. Ensure the HR capacity required and facilitate learning & development actions at the mission level, to ensure the adequate structure and skills are in place to meet the mission goal.

Supervise the aspects of the National Staff’s management, the definition of policies and strategies and the development to build up the career strategy and possibilities of expatriation.

Work in close laboration with the mission HR Manager ensuring that INTERSOS act as a responsible employer in the mission, supporting the proper management of HR across the board and being accountable for ensuring proper HR administration processes, compliance with HR policies and local labour law for International and National Staffs.

Main responsibilities and tasks

Strategy

• Lead the designing and implementation of the HR strategy to meet the mission’s programmatic needs and support the designing of the country strategy plan/cost recovery

• In coordination with the relevant departments, lead the designing of the Mission structure, organigram and management lines, in accordance with Intersos standard organigram

• Is accountable for developing and update HR policies, processes and systems to support the achievement of the mission’s goals and to ensure the missions with the capacities and competencies needed, in the short, mid and long term (recruitment, remuneration, management and learning development plans

• Ensure standard HR processes throughout the country offices and lead the development of HR procedures

• Guarantee support to the line managers and staff for any change in local legal requirements and regulations

• Contribute to the development of the budget for project proposals to ensure consistency and finance compliance

• Liaise with INGOs, and local stakeholders for HR dossiers

HR policies, procedures and reporting

• Formulate, maintain and update human resource management policies for the mission and ensure that standard HR processes are implemented across country offices

• Is responsible for the design, update and implementation of the salary grid in line with the standard Function Grid. Update it regularly with the support of the Area HR Coordinator

• Lead the HR team to ensure the implementation of a regular onboarding process for National Staff (personnel documents, archive, induction, orientation, etc.)

• Ensure that all contracts (i.e. employment, service, secondment and consultancies) adequately comply with INTERSOS policies, national laws and donors requirements

• Guarantee that personnel archive is kept in order and updated

• Reports on HR indicators to Country management team and managers to feed decision-making, planning and fine-tuning of mission and project strategies

• Accountable to provide the auditor’s requests for HR dossiers for National Staff.

Recruitment

• Is accountable for ensuring a punctual, smooth and regular recruitment process, according to the Recruitment Policy and local Labour Law

• Supervise the HR team to ensure the identification of the best local recruitment channels according to the needs, access and objectives of the mission and define the recruitment strategy based on the analysis of the local labour market with the objective of recruiting professionals and people with potential to develop within the mission

• Ensure a good knowledge of the labour market (profiles available, qualifications, peculiarities of the context, etc.)

Management of National Staffs

• In laboration with the Head of Mission, ensuring behavioural misconduct of National Staff is addressed and relevant measures taken following Intersos policies, Humanitarian principles and local labour laws in charge of managing disciplinary measures. Liaise with the Area HR Coordinator for behavioural misconduct of International Staff

• Lead the HR team in ensuring support to coordinators/supervisors/activity managers in the performance management process (IRP) and guarantee that National Staff are properly and regularly evaluated

• Provide advisory support to line managers and SMT on all HR aspects·(team management, conflict management, stress early detection, communication, meetings…)

• Support the creation and maintenance of a positive work environment and facilitate the resolution of conflicts among staff looking for a viable solution in case a direct intervention is not possible

• Make sure that cases ed to behavioural issues are prevented, detected and managed. Monitor and foster the duty of care and promote initiatives for staff well-being

• Is accountable for the compensation and benefits policy for National Staff ensuring regular benchmark with other INGOs and actors in the country

• Is responsible for ensuring that the payroll process is regular, punctual and in line with national law

• Provide support and technical supervision of the HR team and coach and mentor them

Learning and development

• Plan and conduct internal HR workshops and trainings for national staff according to organisational needs

• Support the Personnel Development Coordinator (PDC) in rolling out the Learning and Development Policy for International and National Staff

• Lead the HR team in monitoring and proposing learning opportunities and ensuring a proper track of training attended

Management of International Staff

• Support the Area HRCO and HoM in disseminating HR policies for International Staff

• Ensure that International Staffs receive regular and continuous support from the HR Coordinator through regular one-to-one meetings

• Ensure that all International Staff participate in the Internal Review Performance process and provide support in case of need

• Ensure that International Staff receive adequate support on HR administrative matters (leaves, SSCC, work permit, timesheet, IRP, Tax payment)

• In collaboration with Regional HR Coordinator ensure the proper end of the assignment, debriefing and capitalization of experiences

• Under the supervision of the HoM and Area HR Coordinator contribute to the prevention, detection and management of international staff misconduct

• In collaboration with the liaison team provide support to International Staff for the issue of VISA, work and residence permits ensuring the respect of national law

Representation

• In collaboration with the legal advisor is responsible for liaising with national and legal authorities on HR matters

• Participate in HR fora and working groups

Accountability and safeguarding

• In collaboration with the Area HR Coordinator is responsible for the safeguarding of the staff implementing measures to protect the health, well-being and human rights of individuals

• Ensure that the management of the staff is in line with PSEA, CP Policies, Conflict of Interests and Internal Regulation and INTERSOS standard

• Support the Internal Audit and PSEA Referent for any investigation that may occur in the mission

• Liaise and follow up with MEAL department for any HR complaint

• Accountable that duty of care obligations are met for both International and National staff

Required profile and experience

Education

• Essential degree in Psychology, International Relations, Political Science, Economics.

• A master’s in HR Management is desirable

Professional Experience

• Essential 4 years experience in HR Management with at least 2 in HR managerial positions in humanitarian contexts with NGOs.

Professional Requirements

• Essential computer literacy (word, excel and internet)

• Strategic vision

• Leadership

• Team building and cooperation

• Ability to work in a multicultural environment

• Non-discriminatory attitude

• Active listening and empathy

• Behavioural flexibility and stress management

• Commitment to INTERSOS and Humanitarian principles

• Knowledge of Prevention of Sexual Abuse & Exploitation principles

Languages

• Proficient in English

• Local language desirable

Personal requirements

• People management and development

• Strong teamwork and cooperation capacities

• Cultural sensitiveness

HOW TO APPLY:

Interested candidates are invited to apply following the link below:  https://www.intersos.org/en/field-eng/#intersosorg-vacancies/vacancy-details/652409ede3fd01002a36c02a/

Please note that our application process is made of 3 quick steps: register (including your name, email, password and citizenship),sign-up and apply by attaching your CV in PDF. Through the platform, candidates will be able to track their applications’ history with INTERSOS.

Please also mention the name, position and contact details of at least three references: two line managers and one HRreferent. Family members are to be excluded.

Only short-listed candidates will be contacted for the first interview.