HR Manager

HR Manager

Founded in 1956, The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization providing direct assistance to conflict-affected populations – refugees, internally displaced people (IDPs) and host communities – in more than 40 countries around the world. DRC has been implementing emergency response projects in Tanzania since the onset of the Burundi refugee crisis in 2015 in three refugee camps in the Kigoma Region at the border with Burundi. DRC’s integrated projects for refugees, asylum seekers and host communities comprise sectors such as Camp Coordination and Camp Management (CCCM), Protection (CBP, PSN, GBV, CP and Legal), Shelter and infrastructure, and Economic Recovery.

Overall purpose of the role:
HR Manager is responsible for ensuring that DRC's HR functions are carried out effectively across the country operation, in order to achieve the organization's objectives. The HR manager is responsible for ensuring that every manager in the country operation can receive both strategic and operational sparing and support.

Main Responsibilities:
Responsibilities:
Management & Coordination

• To ensure the efficient management of the staff members of the HR Department in the country office: this includes daily supervision of the tasks, follow-up of the targets defined and lead over the performance and development appraisals;
• To regularly visit the DRC offices and areas of the country operation and to provide technical guidance and oversight to HR duty bearers and contributors at base/ area level.

Recruitment and Selection

• Drive and support recruitment and selection activities by planning and assessing staffing needs. This includes ensuring the best available staff are recruited and retained for DRC, improving the Gender and Diversity ratio within the team and hiring more persons living with disabilities.
• Advertise positions and assist with scheduling the interviews; Participate in interview panels when needed
• Ensure compliance with recruitment process by quality checking the job adverts, posting the job adverts on internal and external job boards, support with sending the electronic form for reference checks, and issuing the offer letter after the process is concluded;
• Ensure all unsuccessful are being notified; the interviewed candidates are notified by the hiring manager and all the rest are notified via an automatic reply via the recruitment system
• Document and file the recruitment process
• Provide recruitment overview for senior managers

People Planning

• Work with the senior management team and senior staff on a number of initiatives related to employees including the facilitation and implementation of Staff Development plans which derive from the yearly performance process
• Keep well maintained staff files on all DRC staff, including noting down important discussions that HR and staff have for future reference and to avoid misunderstandings
• Build strong working relations between HR and all DRC staff with the objective of facilitation of discussions on all matters considered important to DRC staff including Management. From these discussions actionable objectives will be set for follow up
• Ensure managers have created job descriptions for the employees, and store them on the personnel file
• Ensure oversight and consistency in position titles and grades, across all field locations.
• Support senior management in workforce planning, succession planning and mobility within DRC country operation(s)
• Support management in restructuring and down- and/or upsizing
• Planning and budgeting for the HR function in the country

Performance

• Ensure that there is a yearly cycle for performance appraisals in the country operation
• Ensure both probation and performance appraisals are done in the country operation by monitoring Dynamics
• Advice managers on poor performance and ensure the documentation stored on the employees’ s-file is stored properly; act as an impartial mediator in the process
• Prepare legally compliant letters in consultation with internal or external legal advisors
• Advice managers on Code of Conduct cases in relation to potential disciplinary action

Development

• Drive the induction process in the country operation
• Drive the coordination of international staff pre-arrival process, arranging induction schedule, office & guesthouse tour, conducting internationals staff HR induction and maintaining oversight of logistics, visa/entry process and travel arrangements.
• Advise managers or staff on how to fund training and development opportunities
• Ensure exit interviews are conducted by establishing a process of informing managers to perform the exit interview
• Ensure exit forms are issued and send to exiting employees
• Coordinate team related needs and training

Well-Being

• Source insurance or other health option for national staff
• Guide managers on stress management
• Follow-up on DRC voices
• Ensure HR is accessible for all staff on HR matters relevant to them by building strong in person working relations through frequent in person team meetings

Contracts and Compensation

• Issue offer letters for national and international employees
• Manage the full contract process for national employees including contracts, extensions, addendums, and resignations
• Request international contracts to be done by HQ
• Negotiate terms of employment for national employees
• Ensure that the terms of employment for national staff are localised
• Lead salary benchmark process every two years or more frequently if needed
• Develop and maintain salary scale
• Administer payroll for national staff
• Maintain Dynamics data for national staff and update some of the data for international staff (the second is clearly defined)

HR Policies and Support

• Maintain and update Staff HR Handbooks as necessary
• Provide the Area Operation Management Team with Monthly HR reports that will allow for strategic decision making on relevant HR matters
• Proactively pursue continuous process improvement in HR related practices in order to enhance the quality and efficiency of output/delivery
• Produce the necessary policies and guidelines to reflect the local requirements
• Localization of the global policies and ensuring that the local labour law is taken into account
• Ensure managers are familiar will the necessary tools and procedures within people management
• Ensure to request technical support from either the region or HQ
• Manage the HR team in the country office and ensure they are capacitated to perform their job
• Respond to audit requests

Code of Conduct (CoC)

• Be one of DRC’s CoC Ambassadors
• Function as the CoC Registrar as part of DRC’s CoC system
• In consultation with Senior Management lead on the process of warning letter issuance, conducting Hearings and all other CoC processes that ensure strict adherence to DRC’s CoC is abided by at all times.
• Liaise with DRC’s lawyer on all HR matters.

Experience and technical competencies: (include years of experience)

• Minimum 6 years working experience in HR with at least 2 years in a senior HR management role within an NGO.
• Demonstrated understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Excellent skills in handling and advising on complex people management issues.
• Good facilitation skills and ability to deliver induction briefing/training.

Education:

• Postgraduate degree in the field of strategic human resources or business management, or similar

Languages:

• Full proficiency in spoken and written English

Information
Employment category: Band F

Reporting to: HOSS

Technical Line Manager: HOSS

Direct report:HR & Admin Officers, HR & Admin Assistants, HR & Admin Team Leaders

Unit/department: Support Services

Location: Kibondo

Key stakeholders: (internal and external)

• SMT
• HR Region and HR HQ
• External legal advisor
• HR in the area offices
• All managers

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Providing equal opportunities We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

DRC strives to attract, motivate and retain qualified national staff within its programs. As such, we strongly encourage national and diaspora candidates to apply for this position. However, candidates should take into consideration that DRC cannot employ, under an international contract, a national of the country in which he or she will be working (in this case, the United Republic of Tanzania)

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.

Application and CV
Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered.

DRC only accepts applications sent via our online-application form on www.drc.ngo under JOB.

Department: , Nairobi

Location: Kibondo

Application deadline: 23 Jul 2024