Deputy Human Resource Coordinator at Premiere Urgence Internationale (PUI)

General Objective / Summary

• Under the supervision of theHR Coordinator, the DeputyHR Coordinatorensuresthe human resources management of the Coordination office andprovides technical support tothebases.S/he works with the HR coordinator to ensure that all HR policies and processes followed at mission levelare incompliance withthe PUI anddonorsprocedures and National and local regulations.

 Responsibilities and Task
Internal staff regulations:

• Participate with the HR Coordinator in drawing up and suggesting possible updates to the HR policy for procedures
• and tools, regarding recruitment, payment, administrative management, disciplinary issues and the management of
• individual career path within the organization
• Guarantee with the HR Coordinator, the implementation and application of the policy, once validated by the Head
• of Mission and Head Office, and consequently ensure the dissemination of any new policies, and ensure that these rules and procedures are known, understood and implemented by the HR team and that the latter have all the tools for applying them at their disposal
• In collaboration with the HR coordinator, take part in the update or amendment of the internal regulations

 Administration, management and career path management:

• With the support of the HR Coordinator, work on clear integration plans and on comprehensive capacity building
• plan
• Validate by delegation of the HR Coordinator, recruitment requests and amendments to contracts (job description,
• payments, working hours, ending date, etc.)
• By delegation of the HR Coordinator, review and validate employment contracts that are drafted by the HR team
• and sent to Coordination for signature
• Ensure that administrative personnel files are created and ensure that employee documents are in accordance
• with PUI policies and donors requirements
• Participate to the organization of the recruitments for the admin team and may support the recruitments for other departments/bases, and key strategic positions on the field.
• Responsible for the induction process in coordination with the HR Coordinator, and create any possible support
• process for integrating new employees;
• Support the HR Coordinator in updating the salary grid (fixed and variable terms), outline the associated benefits package
• (compulsory or otherwise: medical cover, daily allowances, insurance, transport allowances, etc.), and ensure these
• are implemented, subject to validation by the Head of Mission.;
• By delegation of the HR Coordinator, validate the monthly payroll of the mission
• Contribute to the optimization of HR, administration and payroll tools and procedures
• By delegation of the HR Coordinator, monitor the correct progress of assessment and appraisal procedures for all
• employees of the mission
• Support in identifying training needs and work to organize or plan trainings

Team management:

• Participate in the recruitment process of the staff under his/her direct supervision
• Support the staff under his/her direct management in the fulfilment of their duties
• Provide training to the HR staff on the HR components in order to build their capacities
• Ensure team building among the team
• - Conduct appraisals every six months for the staff under her/his supervision

Organization of work:

• Assist in drawing up organizational charts, and be mindful of coherence in the composition of teams, in terms of
• task division and responsibilities, defining hierarchical and functional relationships, function titles, etc
• Take part in drawing up job descriptions and confirm these against the job categories table
• By delegation of the HR Coordinator support in validation of all job descriptions that are drafted on mission level
• Take part in outlining human resources requirements within the framework of drawing up project proposals and
• possible amendments.

Managing HR risks:

• Ensure that HR management rules and procedures, are compliant to the current employment law, and monitor social and legal issues and report where necessary
• Participate in defining and implementing suitable working conditions particularly those concerning rules and regulations on health and safety
• With the HR Coordinator, monitor situations in order to anticipate and avert social conflicts and take part in crisis management, if necessary
• Be attentive for any risk or abuse of power (whether this is between local employees, or between an expatriate and local employees or any other type of abuse of power) and report any inappropriate behavior to the Head of Mission;
• Ensure staff understanding on PSEA policy and steps of reporting
• Responsible in coordination with the HR Coordinator for keeping records for all current and previous employees and update this information on paper and electronic files

Internal and External communication and representation

• Ensure that information is circulated effectively between operational bases and the coordination office;
• Edit or take part in drafting internal activity reports for everything involving HR, administrative and legal issues for the mission
• Support the HR Coordinator in ensuring HR coordination at mission level (workshops, regular visits to the bases, monitoring, follow-up, training, etc.)
• By delegation of the HR Coordinator, internally, be the representative of PUI before any employee representation bodies, whether or not these are compulsory by law, in addition to being PUI’s representative for all personnel for any matters relating to human resources
• When requested, externally, represent PUI before any legal, or administrative authorities (employment inspectors, taxation authorities, social security/insurance payment collection bodies, etc.)
• Develop and maintain relationships with partner organizations, particularly within the area of coordinating with NGOs as regards administration and human resources.

Prioties of The Hr Department:

• Ensure compliance with Internal Staff Regulations (ISR) and organizational guidelines across all departments.
• Lead the digitalization of HR files to improve efficiency, accessibility, and record management.
• Monitor and follow up on training and capacity-building initiatives for national staff to support continuous development.
• Maintain strict confidentiality in all HR-related matters and processes.
• Update and sensitize staff on new or revised insurance policies and benefits.
• Strengthen internal capacity by training HR staff on PUI tools and systems.