Human Resources Coordinator at Alliance for International Medical Action (ALIMA)

POST TYPOLOGY

Mission Location: Nigeria, Maiduguri (Borno State)

Management lines:

· Direct Line Manager: Head of Mission

· Technical Referent: Desk HR Manager

· Line Manager for: HR Manager, HR assistant, Movement Assistant, Cleaners and Cook

· Technical Referent: Field Administration Managers (3)

MISSION AND MAIN ACTIVITIES

· The HR Coordinator defines, adapts, plans and supervises the implementation of human resources policies in the Mission, ensuring they are in line with the context, the ALIMA HR vision and values.

· The HR Coordinator is responsible for providing support to all the HR staff (Deputy HR Co, HR Managers, HR Supervisors, Field Administrator), to Coordinators, Activity Managers, Supervisors, and leading the overall HR functions including staff recruitment, contracts management, skills development, Talents acquisition, performance management and orientation. The HR Coordinator reports directly to the Head of Mission and collaborates with all departments on human resources matters.

Major Responsibilities:

- Operational and strategic Management of the HR (participate in operations implementation, development of staff, HR budget building, training, staff carrier building)

• Participate into the mission strategy to develop and implement operational plans to enhance the organization’s performance through its people. Working closely with Coordinators, Project coordinators and Project Admin Managers to deliver high quality HR support, and capacity building of national HR staff.
• Lead on the development of the mission human resource strategy that includes organization development, Talent management, succession planning and emergency response.
• Together with the coordination team, plan HR operational and budget needs in order to efficiently ensure the required HR sizing and capabilities of the mission.
• Talent Management and Succession Planning by working closely with the Country Management Team and Senior Managers to ensure effective talent management mechanisms are in place. With specific focus to nationalization of some posts.

• Coordinate the implementation of career development programs to high potential collaborators in order to increase long term commitment and contribution.

• Administrative management National staff

• Coordinate the administrative management of National staff: contract, leaves, identification, mission orders, Job descriptions, staff files etc.

• Performance management cycle (probation, interim review and annual review). Where concerns are identified to proactively encourage managers to address these by collaboratively implementing quality performance improvement plans.

• Coordinate the implementation of “Feedback and development review” and Performance Objectives (POP)

• Works with the Coordinator and Admin Manager, Staff representative on liaison, dialogue, communication and understanding of policies.
• Supports Coordination decisions with appropriate HR solutions in disciplinary procedures.
• Support the Coordination and projects in managing investigation on Fraud and HR disciplinary process.
• Provide support and guidance to line management in handling staff conflicts
• Coordinate the proper implementation of Homere (HR management software) including the preparation of the payroll (in line with local legislation regarding social security/tax payments).
• Responsible for day-to-day workforce relations to include ensuring that work environments and workplace practices promote a positive employee relations environment free of discrimination, harassment, or any form of unfair or unethical practice.
• Conduct investigations, site assessments, and all related forms of complaints that ensure objective evaluation and resolution of issues with HR.

• Carry on market Benchmarking when need be, function and salary grid review for ALIMA staff as well as incentive grid for Ministry of Health staff.

• Expatriate staff Management

• Together with Dakar and Abuja administration office, manage the international staff movement: arrival, departure, passport, resident card, visa and flight tickets

• Support the teams on breaks and annual leaves planning

• Supervise the expatriates follow-up update and sending to HQ

• collaboratively with fields administration Managers, ensure intermediary and final appraisals are done and sent to Desk HR manager
• Ensure the constitutions of international staff files and provide them necessary documents (Visa On arrival and its renewal, ALIMA ID card, Mission order, residency permit…)
• Presents the HR rules and policies in force in the mission (internal regulations, break policy, abuse policy, etc.) and organizes briefings for the Expatriates.
• Organize briefings for international staff at their arrival and present the mission’s policies and regulations.
• Ensure the follow up of flight tickets expire date is properly done.
• Communicate the end of mission information to HQ administration and departure office
• Support the Head of Mission in Expatriates HR Management: conflicts management, feedback of individual interviews, forecast and anticipate recruitments, Job descriptions redaction etc.

- Responsible of internal procedure and Country legal procedure (procedures, legal surveillance,

• Coordinate the implementation of all administrative local protocols and procedures, organizing regular information meetings with all the personnel and systematically participating in briefings of all the coordinators and managers concerned (national and international).
• Coordinate and supervise the implementation of administrative procedures related to the employment contracts of ALIMA staff in the mission, in particular everything related to the CV, cover letters, business certificates, diplomas, National Youth Service Corps (NYSC), certificates of marital status, access cards to the attention health, vacation request forms, Certificates of residence ... to comply with the legislation in force in the country.
• Define and coordinate the local implementation of a fair rewarding policy in accordance to ALIMA policies and local regulations.
• Train and ensure the staff is well informed of Code of Conduct, Alima Charter, Management of Abusing Behavior, Terms and Conditions of Employments (TCE), essential policies, HR topics.
• Supervise monthly calculations of salaries and taxes, in order to ensure internal equity, adequate competitiveness and legal compliance.
• Carry on all the process to get an Employer PIN number for ALIMA (social security/pension, NHF, PAYE, NSITF etc.)

• Focal point for the link with ALIMA lawyer in order to get legal advice for any sensitive HR or administrative issue or process.

• Recruitment Management

• Support the coordination and the projects team in recruitment processes, ensuring a coherent management of administrative and legal procedures all across the mission

• Oversee full-cycle recruitment process; develop candidate rosters, employ traditional sourcing strategies, actively network and employ innovative, creative recruiting methods to hire the best talent.

• Responsible for timely execution of the recruitment process for key senior positions in the mission. Keeping an overview of ongoing recruitments, informing project and coordination on progress.

• Ensure that managers are trained in implementation and following up of ALIMA recruitment procedures.

• Ensures the Project’s recruitment approaches and staff capacity building initiatives support the Altima’s philosophy of career development for National staff.

• General administration- Movements- reporting

• Define and coordinate the internal communication policy, in collaboration with all field coordination teams, organize personnel meetings and broadcasting ALIMA values and vision, in order to boost people commitment, active participation and adherence to corporate values.

• Centralizes monthly all the organization charters of the mission and makes sure they reflect the reality on the ground.

• Support in Administrative related issues such as ALIMA registration in Nigeria, Immigration facilities and process in Nigeria

• Compile, check, analyze and send Monthly HR report to HQ
• Participate in HR Group meetings

EXPERIENCE AND SKILLS

• Essential, Degree/diploma in HR Management / Administration / Business Administration / Law or related field.
• Minimum of 3 years of demonstrable relevant Human Resources experience.
• Working experience at management positions is essential.
• Working experience with International medical NGO, an asset.
• Fluency in English. Speaking French is an asset.
• Essential, computer literacy (word, excel, internet). The knowledge of Homere (HR management software) is highly appreciated.
• Strong interpersonal skills, team work.
• Strong communication skills
• Negotiation skills.

CONDITIONS

Contract term: contract under French law, 6 months’ renewable.

Salary: depending on experience + per diem

ALIMA pays for:

• travel costs between the expatriate’s country of origin and the mission location
• accommodation costs
• medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee
• evacuation of the employee