ROLE PURPOSE:

The post holder will be accountable for the provision of effective HR and Administration services in both emergencies and development programming contexts. The post holder will be expected to ensure compliance with SCI global standards, policies and practices and play a key role in effectively supporting program implementation activities in line with the strategic plans.

As a member of the Senior Management Team (SMT) the Human Resources and Administration Director shares the overall responsibility for the HR & Administration management and coordination of the Country Office (CO) and Field Offices (FOs). The post holder is accountable to the Country Director.


KEY AREAS OF ACCOUNTABILITY:

As a member of the Senior Management Team, contribute to:

Leadership of the Haiti Country Office

Support the development of an organisational culture that reflects our dual mandate values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, and engages up our people to deliver outstanding results for children and excellent customer service for our members and donors

Help design and implement a coherent organizational structure that is consistent with agency practices and appropriate to program needs

Help establish, maintain, and improve active and regular working relationships with: host government authorities, partner agencies including humanitarian and development donors, and local and international NGOs,

Ensure Haiti Country Office complies with all Save the Children Management Operating Standards and Standard Operating Procedures

Ensure that all required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the Regional Office,

Assist in program proposal process to ensure that the salary scale and benefits are respected

Ensure on time reporting of HR reports, including HRIS, payroll, etc…



Human Resources

Lead the Human Resources function to ensure that effective advice and support are provided to managers and staff on interpretation and application of policies and procedures and on other HR related matters

Working closely with the Regional HR Manager to develop a best practice HR strategy for the Haiti Country Office, encompassing rewards, resourcing, employee relations, talent management and learning & development.

Conduct regular reward reviews using Birches data, and use the analysis to develop and implement employee benefit schemes and insurance packages, to recommend best practice arrangements are in place.

Ensure that the reward policies are cost effective, competitive, equitable and implemented effectively.

Ensure compliance of data quality in HRIS and HR KPIs.

Lead long-range people forecasting & HR planning for the country office in close coordination with the Director of Program Operations, PDQA and Field Office Directors.

Ensure appropriate recruitment, retention and succession of staff relevant for both development and emergencies, and career development for staff.

Work closely with PDQA, Program Operations, Field Office Directors to ensure that adequate HR inputs are provided and incorporated during proposal development and implementation of all projects/programs.

Supervise the HR function to ensure that advice and support is provided to managers and staff on interpretation and application of policies and procedures and on other HR related matters.

Supervise the development and implementation of dual mandate HR practices and processes aligned with the organisation’s overall strategy and SCI MOS to meet the evolving needs of the organisation.

Ensure appropriate and adequate emergency HR procedures are detailed in the Country Office Emergency Preparedness Plan in order to enable rapid scale up.

Facilitate the HR aspects (such as deployment mechanisms) of the Country's Emergency Response Team.

Facilitate the rapid integration of HST and GHR members for rapid and efficient integration in emergency response activities.

Monitor and advise on disciplinary matters in accordance with established policies and procedures.

Mediate conflict, grievances and harassment cases.

Ensure that staff and Save the Children associates are aware of and adhere to the Child Safeguarding Policies.



At a strategic level

Work closely with the Country Office and the Country Management Team (SMT) in the identification of strategies oriented towards the management of human talent.

Lead the development and implementation of a national human resources strategy, aligned with the Global and Regional Human Resources Strategy that ensures the achievement of the best human resources, their adequate connection, permanence and management to respond to emergency situations.

Lead the efficient inclusion of the Safeguarding of Children policy in aspects relevant to HR and administrative channels, policies and work processes.

Ensure that all positions with personnel in charge are aware of the human resources policies related to the different processes around personnel management.

Proactively manage compliance with the Human Resources indicators in the country and report them quarterly to the regional office, identifying deviations and corrective actions.

Participate in the design of project proposals with the purpose of incorporating the needs of human talent, in addition to active participation in the preparation of budgets (Projects, Forecast) and application of the Safeguarding of Children principles.

Ensure the periodic review and update of salary scales, so that they are competitive with the market and are applied consistently in accordance with SCI's corporate policies and procedures.



Recruitment and Selection / Hiring and Induction

Understand current and future personnel needs, and develop strategies for selection, compensation, retention and development under equal conditions and aligned with corporate policies.

Ensure compliance with the personnel selection procedure with the competencies required by the position and aligned with the Institution's Competency Framework.

Ensure compliance with the iduction process, monitoring the completion of the mandatory courses.

Work closely with the Country Management Team to ensure that organizational structures and job descriptions are up to date.

Supervise the correct hiring of staff and consultants, as well as the agreements and agreements with interns and volunteers, respectively, including the main institutional policies and procedures, as well as benefits and insurance in accordance with SC and local laws.



Performance management

Ensure the effective application of all phases of the Performance Management process (definition of objectives, quarterly conversations, 360 feedback)

Periodically train supervisors and staff to strengthen their competencies in the different stages of the process.

Positively influence leaders to maintain their commitment to the process.

Support supervisors and employees in defining individual development plans, promoting the use of SCI's corporate learning and development platforms and procedures.



Talent management

Support the Country Office and Management Team (SMT) in identifying and planning succession for key positions within the Organization.

Train the Country Office and Management Team (SMT) in the corporate principles, policies and procedures that regulate Talent Management.

Coordinate the Talent Review and 9box Grid sessions for the proper analysis and application of the principles of talent management

Ensure that all the people identified in the Talent Management process have a Targeted Development Plan

Ensure the identification of training needs and the development of career plans in positions that are identified as critical and necessary for the good performance of the organization.



Compensation, Benefits and Personnel Administration

Lead the periodic review of salary scales so that they comply with the principles of internal equity and external competitiveness, as well as the legislation on salary equity.

Ensure the consistent allocation of salaries for the different hiring processes

Ensure that all positions are staggered to the appropriate degree according to corporate principles for classification of positions,

Establish resources for learning and development plans, as well as promotion and internal strengthening programs.

Supervise the correct preparation of the staff payroll, ensuring compliance with legal requirements.

Coordinate personnel payments and personnel budget planning with finances.

Track the status of vacations and encourage managers to schedule them in a timely man



Well-being, Work Climate and Labor Relations

Travel frequently to the field to socialize policies, monitor aspects related to personnel management and bring field offices closer to strategic decisions regarding personnel.

Develop activities at the national level that promote harmony in the teams, good relations, the well-being of the staff and an adequate work environment.

Effectively manage and provide harmonious solutions in cases of conflicts, complaints and cases of harassment within the organization, training on the route of complaint of Labor and Sexual Harassment.

Ensure compliance with local regulations in relation to the General Labor Law, Internal Work Regulations, Occupational Safety and Health and all those in force.

Ensure permanent updating and socialization of the internal work regulations, coexistence manuals, hiring and in general on any type of information that employees and consultants, eventual personnel must know in order to have an adequate management.



Occupational Health and Safety

Lead the implementation of the OSH Management System at the national level, as well as proactively report any deviation or breach of the law that puts the institution at risk.

In coordination with the leaders, ensure compliance with the OSH procedures and protocols established for the field or office visits, as well as the current legal regulations that ensure the protection and well-being of the staff.

Coordinate training and awareness talks to staff so that they know and comply with internal regulations, safety standards and health prevention.

Ensure compliance with the Annual OSH Plan and Annual OSH Program so that the established activities are fulfilled, and monitor monthly and annual OSH indicators.

Coordinate and monitor a quality service of the Occupational Physician for the implementation of adequate medical surveillance and monitoring of possible COVID cases.



Administration, Facilities and Asset Management

Supervise administrative function to ensure monitoring the Permis de Sejour process for expatriate staff, accommodation, and travel arrangements for staff.

Maintain documentation on relationships, registration agreements including any Accord Cadre with government agencies.

Oversee the overall maintenance of residences/office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized.

Review and annually update all contracts and leases before forwarding them to the Country Director for signature.

Ensure compliance with health and safety regulations in close coordination with the Safety and Security Manager.

Ensure that internal and external communications systems function effectively and efficiently.

Ensure adequate insurance coverage and keep up-to date with suitability and types of coverage available.

Oversee the annual preparation of the renewal of licenses and permits (Quitus, Permis de Sejour, NIF, etc).

Provide logistical support to guests, visitors including partner organisations involved in SC activities.

Ensure provision of high quality logistical support to guests, visitors including partner organisations involved in SC activities

Review and assess running costs in order to make savings and or upgrade as needed.

Ensure understanding and compliance with Health and Safety regulations

Support field office facilities management.



Staff Management, Mentorship, and Development

Ensure appropriate staffing within HR and Support Services function, coordinate the effective recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff.

Ensure that all HR and Support Services staff understand and are able to perform their roles in an emergency

Lead HR and Support Services team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly

Incorporate staff development strategies and Performance Management Systems into team building process.

Manage the performance of all staff in the HR and Support Services work area through:

Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;

Coaching, mentoring and other developmental opportunities;

Recognition and rewards for outstanding performance;

Documentation of performance that is less than satisfactory, with appropriate performance improvements/ workplans or other actions





HR in Humanitarian Response

Ensure that the Human Resources aspects of SCI emergency response interventions are observed under the standards of good HR practices and comply with SCI legal regulations and policies.

In close collaboration with the humanitarian team and country management, lead the deployment processes of all emergency response personnel.

Work closely with the Country Management Team to plan and execute the emergency intervention needs of personnel and human resources and administrative responsibilities with the Safety Management Plan.



Safeguarding Framework

Supervise and coordinate the management of the Safeguarding Coordinator to ensure the effective implementation of the Corporate Safeguarding Standards at the level of all offices in the country, as well as compliance with the annual Safeguarding plans and the correct application of the Policies and Corporate procedures.

Ensure the implementation of policies and procedures that promote a safe work environment for its workers where they can work free from any risk of harassment, intimidation or abuse.

Ensure that all staff are trained and know their responsibilities regarding the Child Safeguarding Policy and the Prevention and Intervention Policy against Sexual Harassment, as well as the Anti-Harassment and Initiative policy, ensuring the necessary investigation and actions in cases that violate this policy.

Coordinate and ensure the effective response to Safeguard cases, ensuring the correct administration and management of the DATIX system, complying with the global procedures and standards in this regard.



SKILLS AND BEHAVIOURS (Our Values in Practice)

Accountability:

Takes responsibility for decision-making and efficient resource management, and holds team and partners accountable for delivery of their responsibilities by delegating effectively, affording staff professional autonomy, providing the necessary development to improve performance, and applying appropriate consequences when results are not achieved;

Creates a managerial environment?across the Country Programme to lead, enable and maintain our culture of child safeguarding, achieving results together with children and role modelling Save the Children values.



Ambition:

Sets ambitious and challenging goals for self and team, takes responsibility for own personal development, and encourages team to do the same;

Engages and motivates others by widely sharing their personal vision for Save the Children;

Future orientated, strategic and global thinker.



Collaboration:

Builds and maintains effective relationships with team, colleagues, members, donors and partners;

Values diversity as a source of competitive strength;

Approachable, diplomatic, and supportive, with well-developed listening skills.



Creativity:

Develops and encourages new and innovative solutions both on a personal level and by building and leading teams willing to take disciplined risks.



Integrity:

Honesty, openness, and transparency;

A strong commitment to Save the Children’s vision of a world in which every child attains the right to survival, protection, development, and participation.

QUALIFICATIONS AND EXPERIENCE

Essential:

University degree along with additional diploma in management or equivalent

Recommended a minimum of 8-10 years of management experience in a corporate or an NGO environment, including experience in the development of strategic and operational support services plans and their implementation in a professional work environment over a sustained period of time

Experience of reviewing and drafting HR policies, procedures and guidelines and of developing and implementing systems (including IT systems)

Awareness of good HR practice in relation to child safeguarding

Relevant experience and knowledge of Haiti’s labour law

Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts

Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies

Demonstrated credibility with colleagues and stakeholders at all levels of an organization

Excellent oral and written communication skills in English and French,

Strong interpersonal skills with the ability to demonstrate skills in leading a multi- disciplined team through a period of change

Leadership skills, including the ability to supervise and motivate qualified professional staff with strong personal value system

Analytical, decision making and strategic planning skills and the ability to handle multiple priorities

Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff

Team building skills

Competent level skills in core IT applications, particularly MS Office

Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches

Fluency in written and spoken French and English

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

SCOPE OF ROLE:

Reports to: Country Director with indirect reporting lines to the Regional Human Resources Manager based in Panama.

Country Dimensions: The Country Office encompasses three Offices: Port-au-Prince, Marchand Dessalines, South and Grand-Anse, with a current staffing complement of 140 staff. In Haiti, our current portfolio includes projects in basic education; children’s protection, sponsorship and emergency response programming.

Staff directly reporting to this post: 3 staff including the HR Coordinator, the Administrative Assistant and the Child Safeguarding Officer together with their respective teams, and indirect reports from the field Offices.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
CHILD SAFEGUARDING:

Level 3:? the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.



The employee must adhere to the child protection policy that supports the SCI child safety objective. In addition, he / she will have to know the local procedure for complaints, the protocol of the safeguarding of the child and the Code of Conduct of SCI indicating rules of behavior of every day as much in the personal life that professional.

CV, Letter of interest/ copies of Diplomas or/ and certificates