HR and Admin Coordinator

JOB DESCRIPTION

HR and Administration Coordinator (National Position)

Concern Worldwide is a non-governmental, international, humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. Concern has been working in Turkey since August 2013 and currently looking for a qualified HR and Admin Coordinator (National Position).

Job Identification

Job Title HR and Admin Coordinator

Location Şanlıurfa, Türkiye

Reporting line Systems Director

Responsible for Direct line management of HR and Administration functions

Liaises with All Staff

Contract Type Fixed Term

Contract Length 12 months, renewable

Job Purpose: The HR and Administration Coordinator, a member of the Extended Management Team (EMT) and Country Management Team (CMT) has a pivotal role in managing the human resources and administration functions for Concern Türkiye Programme. The HR and Administration Coordinator is responsible for managing all Concern Turkiye HR and Administration systems in line with Concern policies, best practices, Concern Türkiye Staff Handbook and relevant local laws. S/He is privy to private and sensitive information and must understand the need for total confidentiality.

RESPONSIBILITIES

Human Resources Management

• Manage the HR department based on a thorough understanding of globally accepted good HR principles and practices.
• Ensure the implementation of the Concern Turkiye Staff Handbook by training, coaching and mentoring HR staff and line managers in Turkiye.
• Establish and maintain a centralized, comprehensive, confidential electronic and paper filing system for all employees.
• Support all programs in identifying their staffing needs.
• Manage the payroll of national staff in liaison with Finance team to ensure all local staff receive the correct monthly payments on time.
• Maintain accurate records of staff leave etc. and ensure all staff are aware of entitlements and procedures for applying for leave etc.
• Provide informed and confidential advice for any staff to assist them to understand entitlements and duties as Concern staff etc.
• Monitor the implementation of Performance Development Review and probation system, ensuring that it operates equitably and consistently across the organization, and ensure records are filed for all staff.
• Maintain a confidential grievance and complaint procedures that staff can rely upon in line with Concern grievance procedures. Manage collective and individual staff grievances, seeking advice from senior management as required and in accordance with grievance policies.
• Ensure exit interviews are carried out by HR with all staff leaving Concern and undertake analysis of these.
• Maintain an updated organogram of the organization, and the different programs.
• Centralize all employee data, create HR dashboards, analyse the findings and propose improvement plans as appropriate.
• Design and create a positive employee experience during their journey with Concern.
• Produce relevant HR qualitative and quantitative reports
• Responsible for providing best practice advice and guidance to managers and employees, as necessary, in relation to a wide range of HR matters, ensuring that, as an organization, we are continually providing the best response
• Maintain HR related Administration tasks in line with Concern standards and national workplace health and safety standards
• Monitor any changes to Government legislation affecting staff, and ensure the dissemination of such information to Senior Management
• To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme as per our Concern Code of Conduct
• In conjunction with the Systems Director, review Concern’s salary scale, remuneration and benefits package for local staff in comparisons with other agencies and provide informed recommendations for the senior management.
• Continually ensure the effective roll-out of organizational safeguarding and gender commitments, ensure Concern is a safe and family friendly organization for all staff.
• Work with Head Office staff on projects or global initiative as and when needed

Recruitment

• Manage the recruitment of local staff posts to ensure all vacancies are filled with the right people in a timely manner, including job identification, assisting job description preparation/review, staff vacancy request, vacancy announcement, shortlisting, setting up interviews, partaking in interviews, thorough reference checks, employee contracts, and induction.
• Provide support to managers in preparation of job descriptions, in job analysis and staffing plans to enable effective workforce planning.
• Regularly review and improve the induction and on-boarding experience of new joins, this being a key step in performance management by setting expectations of and for staff.
• In conjunction with the Systems Director take responsibility for the safeguarding employment cycle pack, ensuring we adhere to the highest standards of safeguarding our staff and the people we work with.

Facilities management

• Responsible for management and maintenance of all Concern facilities in Turkiye, including the management of all lease contracts; ensuring that all leases are paid on time; maintain the lease tracker to ensure that this is up to date at all times
• Set up and manage a key register for all Concern properties in Turkiye ensuring that all keys issued and returned are registered, ensuring that all keys and copies are accounted for.
• Regular communication with landlords on any maintenance issues etc.
• Ensure all premises are maintained and conducive to a good working/living environment.
• Ensure all purchases (stationary, office & guest houses supplies etc.) for office and houses are timely and in line with Concern’s procurement processes
• Prepare payment requests for finance department with all the necessary documents for purchases made for administration expenses.

Staff movements, Visa & Work permits

• Responsible for timely renewal of visas & work permits for all non Turkiye staff and permission requests for travel to restricted areas where required
• Develop a cordial relationship with government officials by regularly meeting the relevant government ministries for visas and government reports with support of manager
• Process all visas / work permits and ensure that these are renewed before the expiry
• Responsible for the management of hotel and flight bookings for all Turkiye staff and visitors and processing any travel permissions as required
• Compile and submit to Dublin Head office on a weekly basis, the international staff movements register

Staff training and development and Capacity Building

• Establish and maintain a learning and development system, assess the individuals training needs in collaboration with line managers and in alignment with Concern’s policies
• Follow up on staff trainings, keep an updated record for all training participations and training budget
• Design, plan and implement a capacity building plan for all relevant Concern Turkiye staff on key elements of the different components of the HR department
• Contribute to the daily capacity building and strengthening of decision making capacities of Turkiye national staff.
• Work with Head Office learning and development department to ensure we are delivering the best opportunities for our staff.

People Management:

• Line manage all HR and Administration staff across the country programme, contributing to their capacity building and career development through technical support and on-the-job training and coaching, including in particular a thorough induction at the start of their contract for any new starters.
• Ensure that all department positions have accurate job descriptions and that each member of the team fully understands outcomes which are expected of them, by setting SMART objectives, and that they are aware of the success criteria relating to their work.
• Ensure that all department staff are aware of and comply with all of Concern’s policies and procedures.
• Monitor and review performance of the Department staff and hold staff accountable for meeting their success criteria; give corrective and constructive feedback where required and take quick, decisive action in the case of poor performance.
• Ensure that work within the team(s) is planned and organised in a way which will meet the organisation’s needs in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.
• Champion employee wellbeing initiatives and promote staff resilience, health and safety initiatives. Regularly monitor the work / life balance and culture, respond accordingly.

Representation:

• Liaising with Concern’s legal advisor to ensure all relevant regulations and legal procedures are being followed.
• Ensure regular coordination with the Ministry of Labour and any other relevant authorities and other relevant actors on matters related to HR.
• Represent Concern at inter organization meetings, at government offices, serve on committees and tasks forces that are HR related
• Manage the declaration process for the social security and other relevant ministries in liaison with the finance team to ensure all the declarations are done properly and on time.

Other:

• Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives.
• Ensure that gender equity is maintained in training, career promotion, and organizational benefits for female and male staff
• Take active measures to address equality issues, particularly relating to gender, in programme as well as operational activities.
• Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organisation.
• Promote and ensure compliance with the requirements of Concern’s safeguarding policies including the COC and its associated policies.
• Understand, comply and promote all of Concern’s policies and procedures (CCoC & APs, finance, logistics, HR, security management etc.).
• Contribute to ongoing security management and planning as necessary.
• Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).
• Undertake other related duties as may reasonably be assigned by the Country Director or the Systems Director

Minimum skills and experience

• Relevant graduate qualification in Human Resources (e.g. HR Management) or equivalent. A Master’s degree would be preferred
• At least three years’ experience in the management of Human Resources and Administration function with a preference for at least two years’ team management and budget management experience with an INGO.
• Strong team management experience
• Very strong negotiation and mediation skills, with proven experience in same. Experience in liaising with government agencies.
• Manager level experience of handling cessation and all other compensation and benefits, learning and development, payroll management, HR planning, employee relations, health and safety, and training & development
• Ability to use initiative, multitask and work to agreed priorities and objectives
• Excellent English and Turkish language skills (written and spoken). Arabic and Kurdish language skills preferred
• Computer literate and good knowledge of Word and Excel.
• Empathy with Concern’s mission, vision and goals, and our target group
• Able to work under pressure to strict deadlines
• Delegation, time management and prioritizing skills.
• Ability to work with people from diverse backgrounds and cultures.
• Excellent communication and interpersonal skills, and ability to motivate others.
• Excellent teamwork skills and the ability to build good relations both internally and externally.

The expected competencies include

• Maintains confidentiality.
• Invites and acts on affirming and adjusting feedback from others.
• Empowers and coaches others to achieve results and develop their own solutions to problems.
• Promotes gender equality, challenging the reinforcement of negative gender stereotypes within the workplace.
• States logically with clearly articulated points and recommendations.
• Customer focus – proactively and effectively works with others to achieve best results.
• Works in an organized manner and meet required quality and timelines

If you feel that your qualifications and experience match our requirements, and you share a commitment to Concern’s values, please send your CV and cover letter by email to [email protected].

• Only short-listed candidates will be contacted for interview;
• Please note that both CV and Cover letter should be in English;
• Application Closing Date: 17.05.2023; Note that as this is an urgent recruitment, we shall be shortlisting and interviewing applicants on a rolling basis and the vacancy may close earlier than the closing date.

Equal opportunities: Concern values diversity in the workplace and is a committed equal opportunity employer. We encourage applications from all suitable candidates regardless of gender, race, family or marital status, ethnicity, age, sexual orientation, disability, class, caste or religion.

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work with vulnerable adults and children are recruited by us for such roles. Subsequently, working with Concern is subject to a range of vetting checks, including criminal background checking.