HR Coordinator – Ukraine crisis

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: HR Coordinator
Code: —2403
Duty station: Poland, Moldova and Ukraine – the specific duty station will be set according to the crisis
Starting date: 1/05/2022
Contract duration: 6 months
Reporting to: Head of Mission; Area HRCo or HR Director
Supervision of: HR Manager, HR Administrator
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 the refugees, INTERSOS is setting up an emergency response operation in Poland and Ukraine.

General purpose of the position

In collaboration with the HOM, he/she will contribute to the definition and implementation of the mission’s objectives and ensure the HR capacity required, sizing and improving people capabilities, contributing and actively participating in order to achieve missions goals effectively, according to INTERSOS human resources vision and values.
He/she will work in close collaboration with the HQ National HR Coordinator to supervise all the aspects of the National staff management, the definition of policies and strategies and the development in order to build up the career strategy and possibilities of expatriation.
He/she will work in close collaboration with the mission HR Manager ensuring that INTERSOS is a responsible employer in the missions of the area, supporting the proper management of HR across the board and assuming full responsibility of the HR administrative issues in the missions.

Main responsibilities and tasks
In general:

• Ensure INTERSOS manages the Human Resources as a Responsible Employer:
• Is responsible for all human resources management issues of the missions, ensuring they are aligned with HR policies and Responsible Employer frame
• Ensures implementation and revision of all HR Policies for international staffs adapting standard INTERSOS policies to the missions
• Works in close collaboration with the HQ National HR Coordinator to develop local policies defining or adapting INTERSOS standard policies to the missions

Analysis of Human Resources needs:

• Contributes to plan and define the Human Resources needs in coordination with the HOM (International and National) in the missions, analysing local capacities and supporting on identifying the optimum team set-up to properly achieve mission’s objectives and identifying key indicators in order to follow up the results, and revise the HR plan accordingly
• In coordination with the HOM defines HR strategies at missions level for the National staffs to ensure the missions count with the capacities and competencies needed, in the short, mid and long term (recruitment, remuneration, management and learning development plans)
• Provides advices and technical expertise to the HOM and relevant Coordinators, in order to design job profiles, organisational charts and decision-making channels for international and national positions

Support to local recruitment:

• Identifies the best local sources of recruitment according to the needs and objectives of the missions as well as define recruitment strategy based on the analysis of labour market with the objective of recruiting professionals and people with potentials to develop within the missions/organisation
• Supervises the HR Manager ensuring that local staffs in the missions are properly recruited and that all staffs are managed according to INTERSOS HR vision, policies and values, and provides support and technical advice to the different Coordinators in order to grant fulfilment and coherence

Management of Human Resources (International and National):

• Defines and coordinates the internal communication policy, in collaboration with all field coordination teams, organizing personnel meetings and broadcasting INTERSOS values and vision, in order to boost team building, people commitment, active participation and adherence to INTERSOS values
• Ensures systematic briefings and debriefing of all International staffs in the missions and keep regular contacts to support them
• Provides expertise to Coordinators/supervisors/activity managers on how to manage HR (team management, conflict management, stress early detection, communication, meetings…)
• Facilitates the resolution of conflicts among missions staffs and looks for a viable solution in case a direct intervention is not possible
• Makes sure that cases linked to behavioural issues are prevented, detected and managed
• Ensures, in close collaboration with the relevant departments, that all international and internal movements in the missions are properly managed (visas, tickets, dates of arrival/departure, etc.) and ensures proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people
• Supports and coach as an expert all the Coordinators in their role of people’s managers

Management of International staff:

• Coordinates with Hr Managers and HQ HR Administration to follow up HR policies in particular Rest & Recuperation, house allowance, family benefits, staff separation clearance checklist, flight booking and leaves
• Guarantees and facilitates the participation of the first missionaries to the Induction in Rome HQ or in the region
• Ensures proper end of assignment, debriefing and capitalization of experiences and shares it with HR Department of Rome HQ (pool managers) for proposals of future missions

Management of National staff in collaboration with the HR Managers:

• Ensures alignment of mission’s objectives with HR institutional objectives beyond the missions (related with future HR capacity of the organisation such as supporting development of staff beyond missions roles, promoting spaces to train new staff (first missions) or staff under development plans, detachment, etc…)
• Follows the HR and Administration related issues at mission level (recruitment, management and development of teams, contracting of national and regional employees’, remuneration of local and regional staff, etc.).
• Guides and supervises the HR Manager in the local implementation of a fair rewarding policy in the missions in accordance to INTERSOS policies and local regulations checking monthly calculations of salaries and taxes, in order to ensure internal equity, adequate competitiveness and legal compliance
• Ensures a good knowledge of labour market: in terms of profiles available, level of qualifications, specificities, lead or request labour market studies and benchmarking studies
• Develops the missions mobility policy according to the needs and the context and in respect with policies and standards

Follow up of legal requirements:

• Supports the HOM and the HR Managers to comply with the HR legal requirements of the different Countries
• Supervises and manages administrative processes for all staffs and manage conflicts when they appear, in order to ensure labour legal compliance and to improve employer branding awareness
• Is responsible to make sure that Internal regulations and all HR related policies, procedures and administrative documents (i.e. employment contracts, payslip, etc.) are within the national legal framework
• Represents INTERSOS in meetings with Authorities and other NGOs for HR Administration related issues

Required profile and experience
Education
Advanced university degree. A first level university degree with a relevant combination of academic qualifications and experience may be accepted in lieu of the advanced university degree

Professional Experience
Over 7 years experience in human resources and with relevant experience on the field

Professional Requirements

• Organization
• Leadership
• Strategic vision**Languages**
  Proficient in english
  Local language preferable

Personal Requirements

• People management and development
• Strong teamwork and cooperation capacities
• Cultural sensitiveness