HR & Administration Team Leader at Danish Refugee Council (DRC)

Purpose

The HR & Administration Team Leader supports the preparation of HR tasks and maintenance of staff information. Works within the HR administration procedures of DRC, municipal policies and procedures and in compliance with all national acts and legislation. The HR Admin Team Leader supports the HR & Admin Manager & the HR Coordinator with reports for senior management in country.

Duties and Responsibilities

Human Resource

People Planning

• Follow-up with the Team Leaders in the field the monthly updated staffing list
• Follow-up with the Team Leaders in the field that each employee has an updated and signed job description
• To operationalize actions of restructuring/ upsizing/ downsizing for the whole mission in close coordination with management and HR Manager & HR Coordinator
• Following the restructuring/ upsizing / downsizing, to put in place and update monthly the signed job description tracker

Contracts and Leave Management

• To supervise the end of contract tracker managed by the HR & Assistant
• Together with the Team Leaders in the field, to manage annual Leave, sick Leave and other national staff leave. Ensure leave is approved in Dynamics and update the data base.

 Recruitment, Selection and Induction

  For both contract staff and daily workers (if applicable)

• To advertise the job advert on DRC jobs, running the anonymized written tests, checking the professional references and issue job offers is carried out upon HR & Administration Manager or HR Coordinator request
• Follow-up with the Team Leaders in the field that each new employee has completed their mandatory courses
• Follow-up with the Team Leaders in the field that all mandatory courses are entered in Dynamics
• To supervise the new employees’ induction plan managed by the HR & Admin Assistant
• Together with the Supply Chain Department, to ensure that new staff have working tools
• To ensure all staff are given the contracts (along with the required attachment) & DRC ID cards on the first working day and staff information data is filled and filed.
• To ensure all staff complete the Induction (as per the DRC induction checklist) before sent to work.

Dynamics

• To provide support to the HR Coordinator regarding the maintenance of HR data in Dynamics for national staff and for some of the international staff;
• Follow-up with the Team Leaders in the field that the staff allocation and resources scheduling is completed at the end of each month
• Follow-up with the Team Leaders in the field that all managers have completed their manager training in Dynamics
• To ensure and update the tracker Dynamics trainings.

      5. Performance Objectives

• Follow up with the Team Leaders in the field that the Performance (Probation) objectives are set and filed within two weeks of the appointment date
• Follow up with the Team Leaders in the field that the that the staff performance meetings are conducted
• Follow-up with the Team Leaders in the field that all probation and Performance appraisals are entered in Dynamics
• Together with the HR & Admin Assistant, to ensure the update of the P&D appraisal/probation objectives tracker

Communications

• To report to the HR & Administration and/or HR Coordinator any irregularities that occur within the DRC office, staff compound and sites on DRC policy and procedures
• To follow any new procedures and guidelines designated in circulars from Country Director/HoSS/HR & Administration Manager

Administration

Archiving

• To file of all project related documents and development of a transparent and efficient filing system of all administration records as per DRC filing procedures
• To put in place all relevant tracker to facilitate the HR work
• Follow-up with the Team Leaders in the field and supervise the HR & Administration Officer regarding the archiving of all documents in the HR SharePoint
• Recruitment files
• Staff files
• Visa documentation
• Documents related to the management of the office and guesthouse(s) in Abuja

Visa

• Together with the HR Coordinator to support the coordination of pre-arrival process, arranging induction schedule, office & guesthouse tour, conducting internationals staff HR induction and maintaining oversight
• To ensure staff requiring Visas and other legal documents are organized in timely manner
• To oversee the HR assistant's displacements to immigration services

Flight & accommodation booking

• To raise requests for staff flight bookings (International, Local and UNHAS)
• To supervise the hotel accommodation booking needs in Abuja
• Coordinate the flight bookings and organize pick up/drop off for the passengers in coordination with Logistics department.

Office and guesthouse

• To raise purchase request for all needs in the Abuja office and the guesthouse(s)
• To manage all utility bills payments for the office and guesthouses
• To supervise the inventory and the monitoring of all office consumables/supplies (Guest house items, drinking water, beverages, cleaning and kitchen items) levels and raise requests for restocking managed by the HR & Admin Officer
• To supervise office and guesthouse(s) maintenance needs and request from the supply chain department for action.
• To coordinate the Admin Staff to ensure the guest house is properly managed.
• To ensure all office utilities and infrastructures are appropriate, safe and functioning. (electricity, gas, security, up keeping of premises, health and safety, internet, telephones, photocopiers etc.)
• To organize meetings, trainings and other events

Others

• Local Legislations/Taxes
• Ensure all staff taxes and legislative obligations are done on time as per the government deadlines.
• To support the HR Officer to manage other clerical responsibilities
• To raise requests when required
• To put in place and maintain a tracker and handle letters and all correspondence in the office
• To manage other clerical responsibilities

Required Qualifications 

Essential

• Minimum 3 years of professional HR experience, ideally in the INGO/ IO sector
• Excellent command of the Microsoft office pack. Previous experience with Dynamics is considered a plus;
• Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Good communication and collaboration skills

Desirable

• Postgraduate degree in the field of strategic human resources or business management, or similar
• HEAT (preferred)

Required Skills & Qualities

Core Competencies of DRC:

• Striving for excellence
• Collaboration
• Taking the lead
• Communication
• Demonstrating Integrity
• Ability to work in a multinational and multicultural environment
• Excellent writing, proof-reading, and communication skills
• Excellent organizational and multi-tasking skills
• Strong ability to adapt, take initiative and work in a multicultural environment
• Interest for humanitarian sector and donor’s environment
• Listening, analytical and synthesis skills
• Excellent communication skills, as well as patience and politeness
• Exemplary sense of ethics in the workplace.