SayPro Human Resources Management —

Role & Responsibilities

Responsible for managing all in-country aspects of Human Resources for the programme. Focus on nationally recruited staff, on a day-to-day basis, this will involve recruitment, staff policy development, co-ordination of training, and general staff well-being. In addition, the Human Resources Manager supports Medair’s Human Resources Partner at the Global Support Office (GSO) on issues related to Internationally Recruited Staff. All HR activities are conducted in line with Medair policies and in accordance with local employment legislation and practice. Work with field management and GSO on in-country issues for internationally recruited staff.

Project Overview

Medair arrived in Poland at the end of February 2022. The Emergency Response team will be providing protection, NFI, and other assistance within Poland as well as providing WASH, Health, NFI/Shelter, and other emergency assistance in parts of Ukraine.

Workplace & Working Conditions

Position will be located in Rzeszów, Poland. With potential visits into Ukraine.

Starting Date / Initial Contract Details

As soon as possible. Full time, minimum 2 months.

Key Activity Areas

HR set up

• Manage the initial set up of the Human Resource functions in Poland and Ukraine, including the transition to local labour law contracts.
• Develop employment contracts and National Staff Handbook.
• Liaise with other NGOs, local service providers and field management to ensure salaries and benefits for nationally and regionally recruited staff are in-line with similar organisations, meet the requirements of local labour legislation and are within budget.

HR Management for Nationally Recruited Staff

• Manage and co-ordinate the recruitment process for vacant positions in conjunction with the relevant line manager, including updates to job descriptions, advertise the vacancy, short-list and coordinate interviews.
• Ensure all staff have a current employment contract.
• Work with line managers to ensure all new staff receive a relevant and appropriate induction.
• Ensure correct HR procedures according to Medair policy and local labour laws.
• Regular review, update and / or develop of employment documentation for nationally recruited staff, including job descriptions, employment contracts and staff guidelines, ensuring they meet the requirements of local labour laws.
• Support line managers as necessary on disciplinary action and grievance procedures.
• Represent Medair before all local and national ministries related to labour.
• Organise appropriate debriefing, if required, at end of contract or following any critical incident.
• Manage health and other work-related insurance coverage schemes.

Training and Development

• Support line managers to identify training needs for all staff. Maintain training records.
• Source in-house and external training opportunities as appropriate, working within budgetary and operational constraints.

Administration

• Oversee performance management to ensure line managers conduct performance appraisals within the required timeframes and necessary paperwork is completed according to the latest guidelines.
• Ensure all staff HR files are archived according to Medair policy and any donor requirements.
• Maintain documentation according to programme procedures. This may include staff plans, holidays, sickness, other absences, training records, insurance, pensions, other benefits, taxes, etc.

Staff Management

• Manage and oversee the programme HR staff including recruitment, day-to-day management, development and training, appraisal, etc.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.

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, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

• University degree in relevant subject or equivalent professional qualification.
• Strong working knowledge of English (spoken and written).

Experience

• 3 years previous work experience in HR Management.
• Able to develop, coach and support other team members, both international and national staff.
• Diplomacy in interactions with local authorities. Good understanding of cross-cultural issues.
• Good inter-personal and conflict resolution skills.
• Capacity to work under pressure and manage personal stress levels.
• Creative, open-minded, flexible, self-learner. Team-player but also able to work independently.
• Able to cope with basic living conditions in the field and during field trips.

All new deploying international staff to Medair’s country programmes (and other roles which require field travel) should be fully vaccinated with a WHO-approved COVID vaccine, supported with a COVID vaccination certificate as evidence.