Area Human Resource Manager at Premiere Urgence Internationale (PUI)

General Objective

• Under the supervision of the Area Field Coordinator or Field Coordinator, the Area Human Resources Manager is responsible for managing national staff at the base level through the implementation of the mission’s Internal Staff Regulations (ISR), as well as internal rules, guidelines, and tools.
• S/he supports the Human Resources Coordinator in defining and implementing the rollout of the HR framework, ensures legal and administrative support to managers on all human resources-related matters, and actively contributes to the implementation of training and staff development programs.
• S/he also plays a key role in workforce planning and recruitment to meet human resource needs at the base level.

Role and Responsibilities

• Human Resource (HR) Guidelines: S/he participates in the interpretation of the ISR and related guidelines and tools and is responsible for their proper application at the base level, in compliance with the legal framework of the country of operation in this regard.
• Administrative Oversight and Career Tracking: S/he is responsible for the administrative management of national teams at base level in close collaboration with the Field Coordinator and the HR Coordinator (recruitment, hiring, remuneration, follow-up, performance appraisals, training, and disciplinary process and sanctions).
• Work Organization: S/he makes recommendations and participates in the rationalization and optimization of the Human Resources of the base.
• Risk Analysis: S/he analyzes risks in relation to HR questions, and issues alerts / recommendations, if necessary.
• Internal coordination: S/he centralizes and disseminates information within the base, in close collaboration with the Field Coordinator and the HR Coordinator and consolidates activities’ internal reporting in that regard.

Specific Objectives and linked activities
Participate in the implementation of HR guidelines, tools and regulation at base level:

• Ensure the dissemination and respect of the HR guidelines and procedures within the base
• In coordination with the HR Coordinator and the Field Coordinator, organize internal training sessions on HR policies
• Participate in defining and monitoring the implementation of the HR guidelines and regulations.
• S/he proposes possible adjustments to HR guidelines in relation to rules, procedures and tools regarding recruitment, remuneration, administrative management, disciplinary measures and individual career development within the organization. S/he works closely with the HR Coordinator on this matter.
• If requested, participate in reviewing the Salary Grid (benchmark...)
• In direct link with the Field Coordinator and the HR Coordinator, continually ensure coherence between PUI HR guidelines, regulations and national laws

Ensure administrative management and promote career development of national staff:

• S/he is in charge of the several step of the HR cycle management on the base
• Lead the recruitment process, onboarding, administrative and disciplinary process.
• Ensure appropriateness and coherence between PUI or mission HR policy and process and the context/reality.
• S/he guarantees that the recruitment procedures are respected and actively contributes to the recruitment (Advertisement, applications, and interviews) of all national staff at base level in total transparency.
• S/he ensures that administrative files of national personnel are duly constituted and verifies that the documents of salaried employees are in line with work requirements of PUI in the country of operation.
• S/he supervises the drafting of the employment contracts of national staff.
• S/he organizes the induction for international and national staff at base level and facilitates the integration of new salaried employees.
• S/he oversees payroll for the base staff, and ensures the update of the Allocation table in the Financial Follow Up
• She/he ensures that statements and payments are made to the organization concerned
• She/he check updates of databases with personnel related information
• S/he ensures the monitoring of leaves, attendance and overtime.
• S/he ensures the proper functioning of the staff appraisal process for all national employees of the base.
• S/he identifies training needs and participates in the process of concretely creating training programs.
• S/he supports the Field Coordinator on all HR relative topics and update the monthly dashboard or reports.

Ensure the proper work organization of the base:

• S/he participates in the preparation of organizational charts, pays attention to achieving coherence in the composition of teams, as regards distribution of tasks and responsibilities, definition of hierarchical and functional relationships, job titles.
• S/he is involved in identifying Human Resource needs in the context of drafting project proposals and eventually amendments to those proposals
• With the support of HR Coordinator and Field Coordinator, s/he proposes improvements to employees’ working conditions, proper team sizing and internal organization.
• S/he ensures the consistency between the organization of the different departments at base level.

Analyze and anticipate risks related to national human resources:

• S/he strives to anticipate and prevent social and inter-personal conflicts, and participates in crisis management if necessary, with support of the Field Coordinator and the HR Coordinator.
• S/he is attentive to the risk of abuse of power (whether this arises among national employees or on the part of an expatriate in relation to national employees, and regardless of the form it takes) and reports any inappropriate behaviour to his/her direct supervisor.
• S/he is responsible for confidentiality and record-keeping of all personnel files (whether staff is onsite or not), for updating of information, and for hardcopy and electronic filing.
• S/he is proactive in the identification of cultural sensitive topics and ensure the respect of all cultural values at base level
• S/he ensures the management of the disciplinary issues at base level, and reports all disciplinary cases to Field Coordinator and HR Coordinator.

Ensure dissemination of information, coordination, and representation on HR matters: 

• S/he ensures effective dissemination of information to the base teams.
• S/he compiles the monthly HR report and submits to the Field Coordinator and the HR Coordinator on a monthly basis
• At base level, S/he is PUI’s representative before the employees for all matters related to Human Resources, with support of the HR Coordinator; in this regard, S/he makes sure to notify national teams and base managers of any decisions or changes in rules or procedures, and ensures that all necessary explanations are provided, so as to facilitate adoption of these changes.
• Externally, s/he represents PUI before legal, tax, and administrative authorities (Labor Inspectorate, Tax Office, Collection agencies…) by delegation of the Field Coordinator. S/he also develops and maintains relationships with partnership institutions on matters related to administration, donors and Human Resources, notably in the context of the NGO coordination forum.
• S/he ensures efficient flow of information to the HR Coordinator, Field Coordinator; to the Program and Support teams. S/he attends internal meetings whenever required at base level and participates actively to them.

Manage the base HR team:

• S/he participates in the design of the base HR team set-up and size according to the support needs of the base.
• S/he supervises and manages his/her team. S/he guides the work of the HR team, tracks the realization of their objectives, and ensures the realization of the mid-term and final appraisals of the HR team
• S/he assumes the induction of new members of his team, ensuring the project and base context, the relevant PUI tools and policies are well understood.
• S/he ensures and/or supervises continuous training for his/her team.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Priorities of the department:

• Full compliance with PUI Internal Staff Regulations (ISR), internal policies, and national labor laws
• Strengthen recruitment processes to ensure timely and quality staffing at base level
• Improve staff retention through effective HR management and staff engagement initiatives
• Support capacity building through training, performance management, and career development
• Ensure proper HR administration, including contracts, payroll follow-up, and staff records management
• Promote a positive work environment and reinforce internal communication and team cohesion
• Provide HR support to managers in handling staff issues, including conflict resolution and disciplinary processes
• Contribute to workforce planning to meet operational needs efficiently