People & Culture (HR) Manager – SAFCER Response Full-Time

Purpose of position:

On 14 March 2019, Tropical Cyclone Idai made landfall near Mozambique Beira City, leaving devastating loss of life and large-scale destruction of assets and infrastructure in its wake. In the following days, some entire villages were submerged as flood waters rose across the central region of the country in the provinces of Sofala, Zambezia, and Manica. An estimated 1.85 million people have been affected by the cyclone and the subsequent floods within the three provinces. World Vision has established an Emergency Management Structure based in Beira (Sofala Province) for the Mozambique response in order to effectively coordinate efforts across multiple levels of the organization and through the

UN Cluster system.

The People & Culture (HR) Manager oversees the Human Resource department. The function will assure timely staffing of high performing capacities to the response. Relate with International staffing, Surge Capacity and Global Technical Resource Network to response to staffing needs as the Response progresses. Position assures long term employee relation and WV benefit and total reward policy are in place including P&C standards.

P&C Manager provides technical leadership and support to the Response Management structure in Human Resource Management. Provides support, counsel and overall analysis to the P&C department.

This position is part of the Southern Africa Flood & Cyclone Emergency Response (SAFCER) Response Senior Leadership Team.

Major responsibilities:

Conduct P&C Assessment and Strategic Planning with key Stakeholders:

• Conduct P&C assessment including P&C risks and National Office (NO) P&C capacity;
• Consult internal stakeholders in developing P&C strategy – Regional Office (RO) P&C, NO P&C;
• Consult with other INGOs to ensure good understanding of the environment, standardise practices and share resources;
• Collaborate with NO and Regional P&C to define division of labour of P&C responsibilities;
• Consult with all function leads to develop org charts, identify current and future staffing needs and develop work force plans;
• Develop and implement P&C strategy; and P&C plans;
• Ensure communication of P&C response activities to NO, RO & GC P&C and stakeholders.

Establish, Resource and Staff the P&C unit to meet Response needs:

• Appoint P&C leader responsible for leadership, management and coordination of unit;
• Determine P&C organisational structure and staffing plan;
• Recruit and deploy P&C staff and plan for capacity development;
• Ensure P&C staff handovers are conducted;
• Develop P&C budget in coordination with Finance;
• Plan for P&C transition/ integration.

Implement P&C Workforce Planning and Forecasting and develop appropriate Staffing Solutions (i.e. GTRN, ISS&D or National Hires) with the National and Regional P&C:

• Develop and implement an international staff recruitment strategy with International Staffing Solucations & Diversity (ISS&D);
• Develop and implement a national staff recruitment strategy with NO;
• Facilitate function leads to prepare/adapt JDs or TORs in an appropriate language, which include all responsibilities to meet performance objectives;
• Use screening questionnaires and selection criteria in recruitment processes and document the process and justification for decisions;
• Prepare roster of staff and share with key internal stakeholders on a regular basis;
• Coordinate with Administration, ISS&D and Global Technical Resource Network (GTRN) to ensure staff have the required travel and employment documentation (i.e. visas, work permits).

Develop and implement well defined Staff on-boarding and Exiting Procedures:

• Provide international staff with country information and security brief prior to travel;
• Develop and implement a national staff recruitment strategy with NO;
• Facilitate function leads to prepare/adapt JDs or TORs in an appropriate language, which include all responsibilities to meet performance objectives;
• Use screening questionnaires and selection criteria in recruitment processes and document the process and justification for decisions Coordinate with managers to ensure new staff receive a JD or TOR, are briefed on their role and provided;
• with required resources (i.e. computer, lotus notes access, etc);
• Ensure/remind handover.

Establish and implement Performance Management System and Processes:

• Coordinate with managers to ensure that seconded or deployed staff complete an end of deployment appraisal;
• Plan, implement, support and monitor a performance management system which ensures that staff have performance plans inclusive of KPIs for learning;
• Provide guidance and support to employees and managers in addressing unsatisfactory performance.

Coordinate Development and facilitate Implementation of Capacity Building Plans:

• Coordinate identification of training needs with function leads;
• Facilitate function leads and managers to plan for staff training and capacity building activities and incorporate these into a Response capacity building plan;
• Ensure staff receive basic training on the Red Cross Code of Conduct and WV’s accountability principles.

Establish and implement Response P&C Policies, Procedures and Systems (including Recruitment) to ensure Response Objectives can be met:

• Develop, document and consistently apply required policies (i.e. secondment polices, hardship policies, R&R, per diem policy, etc) specific to the context to meet response objectives;
• Ensure that appropriate waivers & exceptions to policy, processes, salary scales are provided to ensure that competent staff are deployed to deliver response objectives;
• Support RO/NO salary scales and grade level alignment (using HAY evaluation) to the extent that this does not slow down the rapid recruitment and retention of competent staff to meet response objectives Where no NO exists, work with RO/GC to benchmark with other agencies to develop a salary scale;
• Ensure employment policies comply with local employment law;
• Establish and implement P&C administration systems that ensure response is able to meet objectives and comply with audit requirements ( with appropriate waivers/exceptions);
• Establish and implement procedures to ensure finance is provided with accurate payroll information each month;
• Provide advice to response management on people issues with reference to the response context, adherence to local legislation, P&C practices and procedures.

Establish and implement Staff Well-Being and Engagement Mechanisms:

• Ensure previous response P&C learning from Global Learning;
• Facilitator are reviewed;
• Encourage the incorporation of best practice and innovation in response P&C;
• Ensure P&C has quality planning sessions to meet quality criteria of their TOR objectives;
• Ensure achievement of all P&C quality criteria is monitored and reported monthly;
• Ensure risks limiting achievement of objectives to quality criteria are reported & rapidly addressed;
• Ensure mechanisms are established to identify, document, and share function Design and implement staff care function with support from the GC Staff Care team, which takes account of context specific occupational stress management issues and staff needs;
• Facilitate managers to include R&R, compensation time and vacation into staff work plans;
• Establish and communicate critical incident management processes ensuring that P&C staff are trained and participate in the crisis management team where appropriate;
• Implement and/or support appropriate team building activities as context allows;
• Establish and promote open and transparent communication channels and mechanisms for staff feedback to facilitate staff engagement lessons learned.

Meet WV minimum Quality Standards & Support Improvement, Reflection, Learning & Innovation:

• Ensure previous response P&C learning from Global Learning Facilitator are reviewed;
• Encourage the incorporation of GC best practice and innovation in response P&C;
• Ensure P&C has quality planning sessions to meet quality criteria of their TOR objectives;
• Ensure achievement of all P&C quality criteria is monitored and reported monthly;
• Ensure risks limiting achievement of objectives to quality criteria are reported & rapidly addressed;
• Ensure mechanisms are established to identify, document, and share function lessons learned.

KNOWLEDGE, SKILLS & ABILITIES:

• University Degree in Human Resources or relevant discipline;
• 5 years of experience in emergency response sector in human resources, administration;
• Experience working in developing- or fragile economic countries;
• Certified Peer supporter and CISM trained;
• Strong interpersonal skills as positions provides strategic partnering consultancy and guidance to business unit leaders, managers, supervisors and employees in various human resource functions including employee and labor relations, HR policies and total rewards, performance management and talent management. Conflict management, problem solving, self-management (work life balance) during responses;
• Team player and good communication skills;
• Effective in written and verbal communication in English, knowledge of Portuguese preferred.

Preferred Skills, Knowledge and Experience:

• Leadership skills and ability, strategic orientation;
• Strong understanding of emergency response;
• Experience in multi-cultural environment;
• Able to work in a hard conditions;
• Experience developing staff by assessing development needs, coaching and mentoring staff, and identifying, developing, and delivering training;
• Ability to lead a geographically dispersed team;
• Understands to keeps high confidentiality to business processes;
• Has extensive experience with high sensitive personnel issues.

Work Environment/Travel:

• The position requires ability and willingness to travel domestically and internationally up to 30% of the time.