Officer, HR UK

JOB DESCRIPTION

International Medical Corps UK provides emergency relief to those struck by disaster no matter where they are, no matter what the conditions, working with them to recover, rebuild and gain the skills and tools required for self reliance.

International Medical Corps (IMC) and International Medical Corps UK (IMC UK) with headquarters in the United States and the United Kingdom respectively, work collaborate to maximize resources for the delivery of appropriate relief and development activities. International Medical Corps (IMC) is an US-registered independent affiliate organization of International Medical Corps UK (IMC UK), with which IMC UK shares the same name and charitable objectives and mission.

JOB SUMMARY

To provide general HR, Talent Acquisition, Administration, Health & Safety, Travel, Procurement support for HQ.

MAIN TASKS AND RESPONSIBILITIES

UK Recruitment, Selection & onboarding • Facilitates, and support implements all phases of the recruitment process for UK. • Screens applications and selects qualified candidates. • Schedules interviews; oversees preparation of interview questions and other hiring and selection materials. • Coordinate and advise interview process, attending and conducting interviews with hiring managers, and other stakeholders. • Conduct thorough reference check and coordinate background investigation • Extend job offers, contracts, onboard staff and coordinate orientation. • Onboard new staff and coordinate induction

Health and Safety • Manage inspection visits from the Health and Safety Executive or the Fire Brigade. • Maintain fire evacuation management procedures, Ensure First Aid compliance and conduct Risk Assessments (fire, work station and hazards assessment) and address issues raised. • Manage incident reports (files) and ensure that reports and complaints related to incidents are addressed promptly. • Support with updating IMC UK Health & Safety policy and procedures to ensure it is fit for purpose.

UK learning and development, Performance management including probation • Support coordination of performance management and probation for UK staff • Support UK learning and Development activities.

UK corporate procurement & asset management • Ensure correct implementation of UK specific protocol as described in compliance control document. • Ensure that the newly acquired assets are recorded in Asset List/Costpoint, whether newly purchased, donated to IMC or on loan to IMC. • Prepare, review and reconcile asset reports for UK HQ office. Comparison of new assets recorded against financial records (GL) and monitoring of existing assets status change, ensuring adequate back-up documents are on file for all relevant change. • To document in hard and electronic copy any assets’ status change. Donation Letters for items donated to IMC, Agreements on Loan for items loaned to IMC and GRNs for items procured above $5,000 to be available on file. • Ensure that all assets are properly tagged as per IMC UK guidelines and policy, in order to facilitate future audits. • Ensure that change of location, change of condition or change of assigned user names is updated within the Asset List immediately as the Asset Officer is aware of the change. • Gather logistics and financial information concerning the Asset List and update missing data fields in the Asset List/Costpoint program. • Organize mandatory semi-annually physical inventory verification for UK office at the end of fiscal year and the end of calendar year and accordingly update the Asset List/Costpoint. • Ensure technical analysis of the assets takes place during assets’ physical verification to determine damaged and obsolete equipment and initiate the disposition of equipment which is not cost effective to repair. • Ensure that no asset is transferred from UK office to another HQ office or to field mission without prior authorization from the Director of Finance. • Ensure that the form ‘’Assets, Attractive Items Handover” is used whenever an asset is assigned to an individual user, in order to register the transfer of responsibility for the asset to an individual employee. If the employee is leaving the office/organization then at the time of separation records should be checked by Asset Officer to ensure all assigned equipment is returned to the designated person responsible. A copy of the handover form should be provided to the central admin/finance record. • Ensure that the return of the asset or attractive item is registered on ‘’Assets, Attractive Items Handover” with the date of the return and signature of both the ex-Custodian and the receiving Officer. • Coordinate with the logistics focal points in LA, Croatia and serve as UK logistics focal point • Provide day-to-day supply chain support to UK managed programs in close coordination with other UK based departments. • Support the set up Blanket Purchase Agreements with UK-based suppliers and facilitate procurement activities in compliance with International Medical Corps UK and its affiliates and donors’ rules and regulations.

Travel To work closely with travel team based in LA and external agencies in the UK to facilitate: • Travel reservations, this includes arranging travel for but not limited to: All UK HQ requests. Also Roving, Consultants, Field, Volunteers, Interviewees as assigned; Source: minimum three quotes under fly America act or relevant UK/EU Act, when applicable and seeking lowest logical airfare options; send final Trip Confirmation emails summarising travel details for both traveler and local teams/reconfirm airport pick-up and security and support groups: Donor, conferences, meetings and trainings as needed • Help resolve staff travel issues such as trouble shooting unforeseen delays. Seek opportunities and offer suggestions to improve travel process; coordinate visa and travel procedures as needed by staff; Track and update returns, ticket validity, unused ticket log and refunds and train new staff on policies and procedures. • Facilitate entry/transit visa process & determine best place for submission by working with visa service, embassies and/or field offices. Maintain International Medical Corps UK sponsor letters, collect photos, passport and ensure delivery of docs via shipping couriers. • Hotel reservations pre-pay all room and taxes for all reservations – Requires initial per-payment directly to hotel and, follow up for check-out invoice. • Confirm lowest logical hotel booking. • Reporting accounting and filing • Update daily travel tracking • provide weekly and monthly travel report. • Month-end credit card reconciliation/back-ups for accounting. • Update Country contact sheets for travel.

Office Administration • Organise staff weekly briefing meetings and miscellaneous events as required. • Ensuring that Internet, telephones and Polycom are working effectively and liaise with relevant providers. • Support Bind all packs for the Board of Trustee meetings • Liaise with external cleaning company to ensuring that the office is clean and look professional at all times: Toiletries and cleaning supplies, maintenance of Dish washer, • Ensure that security of the office building including doors being locked, tidiness of work station and office, plumbing, and liaisons with office Management Company in case of electrical or any fault with the building utilities. • Receiving mails and ensuring that it logged, day stamped and passed to the recipient. Post incoming outgoing mails (booking courier, franking, loading credit on franking machines, take posts to post office. • Manage archiving of files as required and ensure files tagged and records kept up to date. • Manage the general enquiries mailbox, ensuring that all queries are dealt with by the correct department and in a timely manner. • Man the main office reception line and field calls accordingly.

To perform other duties, responsibilities and special projects as assigned by line manager. Please note that the duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive. This job description is subject to review to ensure that it reflects the strategic direction requirements of IMC UK.

Code of Conduct As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps UK’s and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps UK’s policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities International Medical Corps UK is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

JOB REQUIREMENTS *

QUALIFICATIONS

• Bachelor’s degree in HR, office administration, procurement, travel
• Significant relevant experience in main responsibilities stated.
• Experience in dealing with a cross section of staff and ensure that they are consistent, fair and can easily adapt to support colleagues with different priorities.
• Ability to work flexibly to meet business needs of the agency.
• Can do attitude and willingness to listen and learn
• Excellent attention to details
• Initiatives to addressing work related challenges
• Ability to priorities and effectively manage changing workload and priorities
• Proficiency in Microsoft Office package
• Apply to use relevant IT software and applications.
• Ability to connect the dots to deliver simple solutions to relatively complex issues.

Misconduct Disclosure Scheme

It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report. All offers of employment at International Medical Corps UK are subject to satisfactory references and background checks. International Medical Corps UK also participates in the Inter-Agency Misconduct Disclosure Scheme (https://misconduct-disclosure-scheme.org/). In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures. For more information about how we use the personal data in connection with scheme, please go to https://internationalmedicalcorps.org.uk/ApplicantPrivacy