HR Manager-Moldova

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 Manager

Code: SR-59-9304

Duty station: Chisinau with regular visits to the activties sites

Starting date: 15/04/2024

Contract duration: Until 31/12/2024

Reporting to: Head of Mission

Supervision of: 1 HR Officer (supervising 1 HR Assistant)

Functional supervision: Area HR Coordinator

Type of Duty Station: Accompanied duty station

General context of the project

INTERSOS began operations in Moldova on March 3rd, 2022, focusing on supporting the transit population. We established a mobile clinic at the Palanca border point to provide primary healthcare to refugees in coordination with UNHCR. Additionally, INTERSOS conducted protection activities such as identifying vulnerable individuals, offering referrals, providing psychosocial support, and sharing information on available services at the Palanca and Tudora border points.

During the fourth quarter of 2022 and throughout 2023, INTERSOS significantly expanded its operations in both northern and southern Moldova to provide support to the extensive network of individuals affected by the conflict. The organization extended its primary healthcare services to cover the entire country. Additionally, the protection projects were expanded to assist the affected population in enhancing their quality of life.

General purpose of the position

Contribute to the definition and implementation of the mission’s HR requirements, assessing the staffing needs and ensuring that are adequately met, and strengthening National Staffs capabilities and active participation to achieve the mission’s goals effectively.

Manage the National Staffs (policies/strategies, rules and tools) ensuring that INTERSOS acts as a responsible employer.

Is responsible for the design, regular update and implementation of the National Staff’s Internal Regulation.

Support the mission staff (National and International) with team management responsibilities in the application of Internal Regulations.

Main responsibilities and tasks

Strategy

• Support in designing and implementing the HR strategy to meet mission’s programmatic needs and supporting the design of the country strategy plan/cost recovery
• Develop and update HR policies, processes and systems to support the achievement of the mission’s goals
• Support the line managers and staffs for any change of local legal requirements and regulations
• Contribute to the development of budget for project proposals to ensure consistency and budget compliance
• In coordination with the SMT design and update the mission organizational chart

HR policies, procedures and reporting

• Contribute to develop and update HR policies and ensure that standard HR processes are implemented. Regularly visit the activties locations and verify the implementation of the Internal Regulations
• In collaboration with the Area HR Coordinator support to design, implement and update on regular basis the salary grid in line with the standard Function Grid
• Lead the HR team to ensure the implementation of a regular onboarding process for National Staffs (personnel documents, archive, induction, orientation, etc.)
• Supervise the HR Officer in ensuring that all contracts i.e. employment, service, secondment and consultancies, comply with INTERSOS policies, national laws and donors requirements
• With the support of the HR Officer guarantee that all personnel dossiers are kept in order and updated
• Follow up the implementation of the audit actions points related to HR aspects and together with HR Officer archive audit reports
• Visit regularly all bases to ensure INTERSOS premises meet minimum standards
• Write and share regular ad-hoc reports and HR monthly reports through IMP. Send HR reports to Area HR Coordinator and Head of mission if needed

Recruitment

• Is responsible to ensure a punctual, smooth and regular local recruitment process, according to the Recruitment Policy and labour law and oversee the whole selection process
• Guide the HR team to ensure the identification of best sources of recruitment according to the needs and objectives of the mission. Support the definition of the recruitment strategy based on the analysis of labour market

Management of National Staff

• Supervise HR team to ensure standard HR processes throughout the country offices and lead the development of HR procedures and processes
• Design, implement and update the National Staffs Internal Regulations in line with INTERSOS standards and with the local Labour Law and monitor and guarantee the implementation of the through regularly visits to the project locations
• Develop a standard induction process
• Support in managing disciplinary measures
• With the support of the HR Officer guarantee that all personnel dossiers are kept in order and updated (e.g. contract of employment, contract’s amendment, CV, national id, pictures, disciplinary measures, leave requests, resignation letters, etc.)
• Support the coordinators/supervisors/activity managers in the in the evaluation process (IRP) and make sure evaluations are properly archived
• Advise the line managers and (SMT) on HR procedures and policies
• Facilitate staffs management to contribute in building a pleasant work environment
• Propose and monitor the Duty of Care for the staffs, and promote initiatives for their well-being
• Support the design of Compensation and Benefits policy for National Staffs
• Support the Finance department in making sure that the payslips correctly include what is foreseen in terms of remuneration by the salary grid
• Is responsible for the preparation of the monthly salaries and payslips in order to ensure the punctuality and accuracy of staffs’ payroll and the payment of taxes ensuring compliance with national labour laws
• Support to ensure that the mission defines and sign a legal agreement with a local law firm/lawyer ensuring the compliance with the HR legal requirements of the country. Liaise with the law firm/lawyer for any HR matters
• Visit regularly field to support the HR team and provide them coaching and mentoring

Learning and development

• Plan and conduct internal HR workshops and trainings for national staffs according to organizational needs
• Support in the roll-out the Learning and Development policy for International and National Staffs
• Lead the follow up of local training opportunities for the National Staffs and share information coordinating with the Line Managers or any other relevant team member. Support in the identification of possible training needs and ensure a proper track of trainings attended

Representation

• Liaise with the legal advisor and with national and local authorities on the HR matters
• Participate in HR fora and working groups

Accountability and safeguarding

• Monitor regularly that the management of the staffs is in line with PSEA, CP Policies, Conflict of Interests and Internal Regulation and INTERSOS standard
• Support the Internal Audit and PSEA Referent for any investigation that may occur in the mission
• Support in liaising and follow-up with MEAL department for any HR-related complaint

Required profile and experience

Education

• Essential degree in Psychology, International Relations, Political Science, Economics. Master in HR Management desirable

Professional Experience

• Minimum 3 years’ experience in HR Management in humanitarian contexts with NGOs

Professional Requirements

• Essential computer literacy (Word, Excel, and Internet).

Languages

• Fluent written and spoken English

Personal Requirements

• Non-discriminatory attitude
• Active listening and empathy
• Behavioural flexibility and stress management
• Strategic vision
• Team building and cooperation
• Ability to work and integrate in a multicultural team