Area HR Coordinator – Ukraine emergency response

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Area HR Coordinator – Ukraine emergency response

Code: SR-59-2580

Duty station: Home-based (30%), with frequent missions to Ukraine, Moldova and Poland (70%)

Starting date: 12/09/2022

Contract duration: till end of the year

Reporting to: HR Director

Supervision of: HR Coordinator/HR Administrator Manager

Dependents: Non-family duty station

General context of the project

The war broke out in Ukraine in March 2022. Since then, millions of people have fled to the neighbouring countries, raising a big concern on how to manage such an immense flux of people. In order to support refugees, INTERSOS is setting up an emergency response operation in Poland and Ukraine.

General purpose of the position

• Is the guarantor of the coherence and quality of the HR response to operational needs whilst respecting the contextual specificities of missions and of HR vision, ensuring INTERSOS act as a responsible employer.
• Convey HR needs and operational issues in missions to HR department contributing to the effective and fast matching and placement of the human resources
• Is familiar with projects of the area of his competence and actively participates in the decision process for HR strategy in the missions.
• Regularly meet with the regional departmental referents to define HR strategies and discuss HR matters

Main responsibilities and tasks

Coherence and quality of administrative and HR management

• Guide and provide counsel to HR Coordinators and HR Managers for the elaboration and revision of HR strategy adapted to specific missions needs
• Contribute to the analysis of HR needs. Mobilise the mission to provide an HR set up which is clear, precise, complete, quality-driven and predictable. Supervise the quality of set up in missions (Coordination and project)
• Support in the designing of the structure of the missions and link with the regional departmental referents of the relevant departments to finalize the ideal HR set up
• Contribute to development of budget of the human resources of the missions
• Ensure promotion and supervision of respect and contextualised practical application of INTERSOS Human Resources principles, policies, procedures and tools by HR Coordinators and HR Managers, to ensure optimal efficiency. Is guarantor of their coherence and longevity
• Monitor Human Resources and administrative quality of the missions
• Follow legal-judicial situation in missions
• Steer HR Coordinators and HR Managers towards an optimal management of HR information tools (IMP, IRP, etc) and their use as a management tool
• Link with Pool Manager to guarantee the quality of induction process of expatriates before arriving on mission
• Link with HR Coordinators and Pool Manager to guarantee the debriefing of expatriates at end of the mission
• Overview the quality of the Staff Requests
• Link with the missions and provide necessary information to Deployment Administrator regarding deployment process to guarantee timely start of the mission of new recruited expatriates and fill the Deployment Form

HR Management:

• analyse country context in the decision-making process and subsequent enforcement
• ensure that HR decisions respect legal aspects and good HR management
• assist the HR Coordinators in their responsibility of National Staffs in and assures the continuity thereof
• follow up of expatriates during the mission especially in most critical contexts
• in collaboration with HR Coordinators is a key element in resolution and management of conflicts
• collaborate in the design of the salary grid based on the local market
• guarantee the duty of care

Definition of HR demand

• Know HR issues on the field and is an indispensable relay between missions and HR department, and take part in the definition of HR strategies

Replace HR Coordinators in case of gaps

Required profile and experience

Education

• At least Bachelor’s Degree in Political Science/International Relations, Economics, Psychology or similar subjects.
• A Master’s in HR Management is considered an asset.

Professional Experience

• Minimum 4 years of relevant experience within the humanitarian field (at least 2 in HR positions in the field)
• Previous work experience in complex and volatile contexts
• Previous experience in the region is an asset

Professional Requirements

• Professional knowledge in HR
• Experience with the start-up of HR department the in mission is an asset

Languages

• English
• Polish, Ukrainian, Romanian are an asset

Personal Requirements

• Leadership, people management and development, teamwork and cooperation
• Strategic vision
• Managing performance and development
• Empowering and building trust
• Communication skills
• Behavioural flexibility