Human Resources and Admin Director

Director of Human Resources and Admin- Poland

ROLE PURPOSE:

As a member of the Poland Response office Senior Management Team (SMT) the role holder shares in the overall responsibility for the direction and coordination of a dynamic country office operating in a context and environment that undergoes frequent and rapid changes.

The post holder will be accountable for the provision of effective HR and Administration services in both emergencies and development programming contexts. The post holder will be expected to ensure compliance with SCI global standards, policies and practices and play a key role in effectively supporting program implementation activities in line with the strategic plans.

Location: Warsaw- Poland

Key Areas of Accountability:

As a member of the Senior Management Team, contribute to:

• Leadership of the Poland Response office
• Supports the development of an organisational culture that promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, supporting our people to deliver outstanding results for children and excellent customer service for colleagues, other members and donors
• Supports the design and implementation of a coherent organizational structure that is appropriate to program needs and consistent with agency practices
• Ensures Poland Response office complies with all Save the Children policies and procedures outlined in the Quality Framework where applicable
• Ensures that all required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the Regional Office
• Works closely with the Poland Response Director to support the growth of the programs (i.e. child safeguarding, HR), and collaborate with all Senior management team on the country office strategy

Human Resources

• Lead the Human Resources function to ensure that effective advice and support are provided to managers and staff on interpretation and application of policies and procedures and on other HR related matters
• Supervise the implementation of dual mandate HR practices and processes aligned with the organisation’s overall strategy and quality framework to meet the evolving needs of the organisation
• Ensure appropriate recruitment, retention and succession of staff including the design and implementation of compensation/ benefits and performance management ( through Develop to Perform) systems relevant for both development and emergencies, and career development for staff
• Ensure appropriate and adequate emergency HR procedures are detailed in the Emergency Preparedness Plan in order to enable rapid scale up and facilitate the HR aspects (such as deployment mechanisms) of the Emergency Response Team
• Monitor and advise on disciplinary matters in accordance with established policies and procedures and Labour Law of respective jurisdictions
• Ensure that any conflict, grievance and harassment cases are effectively mediated
• Ensure that staff and Save the Children partners are aware of and adhere to the Child Safeguarding Policies
• Monitor staff morale and well-being and ensure adequate support mechanisms are in place
• Clear about local labor laws and make sure that SCI is working in accordance to the local laws
• Accountable for building and maintaining the national staff benefit for emergency response in the CO. Including salary scales and benchmarking.
• Accountable for ensuring ORACLE HR system is updated in a timely and accurate manner. This includes setting up new starters, leavers, amending personal details, updating contract information, inputting performance ratings, training information and running of reports on a monthly basis.
• Accountable for the confidentiality in respect of all candidates’ and employees’ records whether manual or computer maintained and ensure that all records are held securely on Oracle and HR systems.

Administration and Facilities Management

• Lead administrative function to ensure the provision of effective administrative support across the organisation
• Ensure legal compliance with respective Government regulations and laws
• Oversee the overall maintenance of the office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized
• Ensure understanding and compliance with Health and Safety regulations
• Ensure appropriate insurance cover is in place and organisational risks are minimised considering suitability and types of cover available
• Ensure provision of high quality logistical support to guests, visitors including partner organisations involved in SC activities
• Review and assess running costs in order to make savings and or upgrade as needed
• Accountable for ensuring visa management for all CO New Hires, Visitors and Training participants are effectively handled by the admin team.

Talent and Learning, Talent Management & HR Systems

• Accountable for championing Talent Development and Learning in the CO in line with the global and regional priorities, setting the L&D plan and priorities ,and get conformation about budgets
• Accountable for whole Talent Management processes and capacity development initiatives to achieve the agreed priorities in the CO.
• Accountable for the implementation of succession planning in the CO, including developmental opportunities and staff readiness.
• Build the capacity of Country offices HR, and Senior Management Teams on Talent processes.
• In collaboration with the Humanitarian Response Team, Regional HR Director, HR counterparts in country offices throughout the region and the Country Directors, plan, coordinate and implement HR policies and procedures for emergency programs.
• Oversee the coordination and establishment orientation/induction and exit briefings for humanitarian deployments.

Staff Management, Mentorship, and Development – Support Services

• Ensure appropriate staffing within HR and Support Services function, coordinate the effective recruitment, training,.
• Ensure that all HR and Admin staff understand and are able to perform their roles in an emergency
• Lead HR and admin team; define expectations, goals provide leadership and technical support as needed, and evaluate direct reports regularly
• Incorporate staff development strategies and Performance Management Systems into team building process.

QUALIFICATIONS AND EXPERIENCE

• Recommended 7 years of progressively responsible experience managing human resources and other teams as well as overseeing admin functions. Experience in an international environment would be an advantage;
• Experience of reviewing and drafting HR policies, procedures and guidelines and of developing and implementing systems (including IT systems)
• Experience of managing HR projects
• Awareness of good HR practice in relation to child safeguarding
• Recommended post graduate degree in an area of related field
• A general appreciation of the issues concerning the NGO sector, both development and humanitarian issues
• Good analytical skills. Effective negotiator, with the ability to positively influence cross departmental and cross sector working
• Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts; very strong capacity for attention to detail, problem solving, and analysis of trends
• Credibility to lobby, influence and represent Save the Children at all levels
• Resource management, training , capacity building, coaching, and mentoring skills
• Ability and willingness to dramatically change work practices and hours, and work with incoming teams, in emergencies
• Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches
• Fluency in written and spoken English, Polish language is preferable