United States of America: ERT HR Coordinator

Requisition ID: req1474

Job Title: ERT HR Coordinator

Sector: Emergency Response

Employment Category: Regular

Employment Type: Full-Time

Location: IRC Global

Job Description

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC's Emergency Unit

The IRCs Emergency Unit (EU) leads or oversees IRCs global emergency preparedness and response activities. The mission of the EU is to help meet the immediate survival needs and reduce suffering in conflict or disaster affected populations during the acute phase of an emergency. The EU also works in protracted emergencies, where the risk to life may be reduced but the population is still subjected to rights abuses and a lack of basic services.

The EU is also charged with enhancing the IRCs global and country level emergency preparedness capacity. We do this by supporting the development and training of Country Emergency Teams, assisting in the development of emergency focused partnerships with local civil society organizations, maintaining regional and global capacity to rapidly identify and deploy qualified emergency response personnel and supporting country-level contingency planning.

SCOPE OF WORK

The IRC Emergency Response Team (ERT) staff is expected to be deployed in the field, either in an emergency or roving capacity, for 65% of the time and must be able to deploy to the site of an emergency within 72 hours of notification; emergency deployments take precedence over other duties.

Members of the ERT are deployed to either support existing country programs in their emergency response, or to initiate a new program in the crisis zone. The overall responsibility of the team is to rapidly and effectively design, develop and manage the IRC's on-site humanitarian response to meet the immediate needs of the affected population. The ERT is also responsible for supporting the transfer of responsibilities and knowledge to the long-term staff to ensure the continuity of IRC programming and operations.

The ERT Human Resources Coordinator (HRC) will be responsible for the overall management and implementation of IRC's Human Resources Policies, Procedures, Guidelines and Tools during emergency deployments. S/he will work with the Emergency Unit People & Culture Director, to ensure that organizational HR policies and procedures are adapted to the specific context of each response, adequate and known to staff. The HRC will conduct training on site for national HR staff and others and facilitate development and implementation of appropriate HR management responses including plans and Standard Operating Procedures that fits IRC's policy and standards. S/he will provide expert HR advice to all levels of IRC staff working in the emergency response. The ERT HR Coordinator, during deployment is responsible for the selection and hiring of the national HR staff (HR Managers, Officers and Assistants) and leading the overall HR functions including work- force planning, recruitment, staff administration management, staff development, etc. S/he will also be encouraged to participate in other departmental activities, including team meetings, continuing education activities, annual conferences, and research activities.

Major Responsibilities:

Emergency Deployments

HR Strategic Planning

• Set up the HR department and provide management oversight and leadership.
• Develop an HR strategy for the country program which is in line with the organizations, regional, and global goals and objectives.
• Develop and implement a manpower planning helping the new/existing country program to have the needed staff with the right competence on time, both national and international.
• Devise and implement metrics as and when needed.

Hiring & Recruitment

• Oversee full-cycle recruitment process and directly recruit senior-level positions; Employ traditional sourcing strategies, actively network and employ innovative, creative recruiting methods to hire the best talent
• Facilitate and coordinate recruitment and selection process according to IRC policies and procedures; set in place the recruitment team as appropriate;
• Coordinate recruitments and orientations/transition of both new/ transferring staff.
• Review and approve job position requests, job descriptions and make recommendations, ensuring accuracy and consistency
• Coordinate vacancy posting in internal and external media as appropriate.
• Coordinate interviews and provide interview outcome summary.
• Ensure, the tracking system of the recruitment process and compile monthly report on recruitment are maintained.
• Review all job offers and contracts and ensure internal equity

HR Administration & Compliance

• Co-Lead implementation for IRC's Global HR Operating Policies and Procedures
• Oversee HR-related administrative duties and ensure they are compliant with existing legal and government reporting requirements
• Ensure IRC is in compliance with all labor laws, and minimization of legal exposure.
• Ensure the International and National Staff Handbooks are developed and in place; Review of policies and procedures, making recommendations
• Ensure, File and update of all head office staff personnel and statutory documents and ensure that all staff information are properly kept, updated and confidentially maintained
• Monitor and coordinate staff contract management.
• Lead exit management procedure to ensure seamless and positive transition for departing employee
• Serve as an ambassador and champion for the IRC Way: Standards for Professional Code of Conduct; escalate code of conduct issues to the Deputy/Field Director and People & Culture Director for additional support and to ensure issue is resolved and appropriate follow-up is carried out
• On an as needed basis liaise with the local legal counsel on HR issues that requires legal interpretations
• Represents IRC in HR consortiums and INGOs cluster meetings

Compensation & Benefits Management

• In partnership with the People & Culture Director, define and review in-country salary structure and benefits plans and communicate changes or updates
• Facilitate administration of staff benefits and compensation as stipulated in the HR policies
• When possible, ensure the budgeting and implementation of an HR payroll system in place
• Ensure the process of the monthly HR payroll documentation on timely basis ensuring completeness and accurate documentation
• Ensure that all exiting staff clearance forms are submitted before final dues are processed.
• From the early days of an emergency response and in collaboration with the finance team, ensure all staff are properly oriented and trained on the completion and submission of monthly Time & Effort sheets.

Performance Management

• Lead the performance management process including creating a plan to manage annual reviews, conduct training on goal-setting, utilize budgets to organize development activities and work one-on-one with managers and employees
• Coordinate and ensure timely completion of the annual performance evaluation process.
• Coordinate and ensure timely completion of the annual merit plan process

Employee Relations & Discipline

• Lead all employee relations with professional grace; lead investigations to resolve issues/conflict in the workplace with close collaboration with the People & Culture Director
• Act as an impartial mediator in disciplinary procedures and ensure it is administered in an equitable and fair manner and meets all legal and labor regulations and requirements
• Maintain an effective negotiation process and harmonious employee/employer relationship
• Advise supervisors in determining appropriate disciplinary plans of action

HR Team Management

• Serve as the primary source of HR knowledge in response to employee and/or supervisor requests, be well versed in IRC Global HR Policies, and provide weekly, monthly and quarterly HR metrics as required
• Ensure all Generalist HR activities are carried-out in adherence to these standards
• Work with the Senior Management team to determine workforce needs, identify human resource and competency gaps, and devise a development and workforce plan to facilitate nationalizing roles and staff retention
• Manage, train, mentor HR team; create detailed plan to build capacity for every HR staff, including performance objectives, recruitment and commitment to development
• Ensure that the HR team is working in a harmonized manner with consistency among application of policy throughout all offices, and identify and implement mechanisms to ensure cooperation, communication and teamwork

Staff Care

• Develop supportive plans of action for staff care as part of the overall response strategy, ensuring a comprehensive approach to support the well-being of staff and foster a positive working environment. Recommendations in this plan should address actionable activities and advice to support the morale and the social, physical, and psychological well-being of staff.
• Conduct assessments for staff care needs in all operational sites and field offices, when needed.
• Work to actively engage in building trust with staff at all levels and in all roles.
• Develop, gather and distribute Stress and Trauma Management (STM) educational reading and materials to all staff on a regular basis.
• Conduct formal and informal STM trainings and ensure structures are in place to support stress management activities and structures.
• Utilize various methods to understand the support needs, concerns, and stress levels of staff, and advise management through regular consultation on how to better meet the needs of staff to minimize any issues.
• Develop & coordinate staff care services with other local agencies and professional organizations.

HR Information and reports

• Spearhead internal staff communications, team-building and employee engagement activities
• Elevate requests as needed to the Deputy/Field Director and/or People & Culture Director
• Coordinate all HR reports (weekly, monthly, and quarterly) preparations.
• Submit all HR reports or data request on time.

Non-emergency Deployments

· Provide HR technical support to existing country programs remotely and through in-country visits or short-term deployments

· Undertake technical assessments or evaluations of HR structures, policies and/or activities of large scale-complex programs

· Assist in the development and launch of new technical policy, procedures and training materials

· Actively participate in global and regional HR/EPRU conferences, leading sessions as required.

REQUIREMENTS

• Master's Degree in Human Resources or Bachelor's Degree required and advanced professional certification in human resource management (SPHR, GPHR, CIPD or other HR professional certification)
• At least 6 years of experience in human resources management including a minimum three years in conflict/emergency locations
• Demonstrated success as an HR generalist supporting employee groups of 200+ employees in multiple locations within the region or global environment required.
• Demonstrated ability to identify, recommend and implement best practice approaches that deliver rapid, consistent, high-quality HR management and service provision in an emergency environment
• Proven abilities to effectively work with local legal counsel and government departments (Ministry of Labor, Immigration etc) to rapidly identify host country legal requirements, for expatriate and national staff negotiate approvals and constructively resolve HR legal issues.
• Strong collaborator with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units required
• Demonstrated ability to work, manage, and meet competing deadlines in a fast-paced, high volume environment and on deadline; aptitude for problem solving and decision making needed
• Superb written and verbal communication skills required. Capable of managing conflict and conflicting views.
• Good knowledge of HRIS systems preferred.
• Fluency in English required, with priority placed on French, Spanish and Arabic as well.
• Understanding of humanitarian principles, codes of conduct and ideally, specific sub-sector work linked to NGO field operations contexts;

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