Ukraine Crisis Response – Human Resources Coordinator – M/F

ALIMA, the international medical NGO with a human face, which places at the heart of its model the co-construction of projects and professional paths

ALIMA PRESENTATION

ALIMA’S SPIRIT: ALIMA’s purpose is to save lives and provide care for the most vulnerable populations, without any discrimination based on identity, religion, or politics, through actions based on proximity, innovation, and the alliance of organizations and individuals. We act with humanity and impartiality in accordance with universal medical ethics. To gain access to patients, we undertake to act in a neutral and independent manner.

Our CHARTER defines the VALUES and PRINCIPLES of our action:

1. Putting the Patient First

2. Revolutionizing humanitarian medicine

3. Responsibility and freedom

4. Improve the quality of our actions

5. Placing trust

6. Collective intelligence

7. Environmental responsibility

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender and sexual violence as well as towards inaction in the face of alleged or proven acts of violence. The protection of those benefiting from and impacted by our intervention is our top priority in everything we do. Everyone collaborating with ALIMA is committed to:

● Respect the charter, the code of conduct, the institutional policies including the policy of protection against abuse of power and sexist and sexual violence, the policy of prevention of corruption and fraud;

● Report any violation of the policies, framework documents, and procedures to a superior, to a referent

CARING – INNOVATING – TOGETHER:

Since its creation in 2009, ALIMA has treated more than 7 million patients and today deploys its operations in 12 African countries. In 2020 we developed 67 humanitarian medical response projects to meet the needs of populations affected by conflicts, epidemics, and extreme poverty. All of these projects are carried out in support of national authorities through nearly 357 health facilities (including 45 hospitals and 312 health facilities). Whenever possible We work in partnership with local NGOs to ensure that our patients benefit from the best and most relevant expertise wherever it is, whether within their own country or in the rest of the world. In addition, to improve the humanitarian response, we are carrying out operational and clinical research projects, particularly in the field of the fight against malnutrition and viral hemorrhagic fevers.

ALIMA’S TEAM: more than 2000 people are currently working for ALIMA. The field teams, closest to the patients, receive their support from coordination teams generally based in the countries’ capitals. These receive support from the 4 desk teams and the emergency and opening team based at the operational headquarters in Dakar, Senegal. The Paris and New York teams are actively working to raise funds and represent ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams working on behalf of other organizations such as medical NGOs BEFEN, ALERT Health, SOS Doctors / KEOGO, AMCP, research organizations PACCI, and INSERM, Bordeaux or Copenhagen Universities, the INGO Solidarités International, and many others.

COUNTRIES WHERE WE WORK: Mali, Burkina Faso, Central African Republic, Nigeria, Niger, Chad, Democratic Republic of Congo, Cameroon, Guinea, South Sudan, Sudan, Mauritania.

THE WORK WE DO covers: Malnutrition, Maternal Health, Primary Health, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Dengue, Lassa Fever), Hospitalization, Emergencies, Gender-Based Violence, Opening / Closing.**

UKRAINIAN CRISIS

ALIMA aims to provide emergency health care for the populations affected by the Ukrainian crisis. The objective is to reduce mortality and suffering among the populations affected by the war. ALIMA will focus on the most affected areas to maintain access to health care and to prepare and respond to any potential disease outbreak and to support influx of wounded patients in areas directly affected by the bombings. In Moldova, ALIMA will provide health care for refugees and support the health system to manage the influx of refugees from Ukraine.

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good conduct will be required. In situations where it is not possible to provide a criminal record or a certificate of good conduct, a declaration of honor will be requested.

POST TYPOLOGY

Work Location:

● Location: Ukraine or Moldova

● Project: giving support to the health services involved in the assistance to refugee

Management lines:

Line manager: Emergency coordinator

Technical referent: HR Desk

Staff under his/her hierarchical responsibility: HR Manager, HR Assistant. He/she is functionally responsible for the HR aspects of the Project Administrative Managers (PAR)

Collaborates with the coordinators (capital and field)

MISSION AND MAIN ACTIVITIES

Major responsibilities

To ensure the proper management of the mission’s human resources in accordance with the ALIMA management framework and local legislation. To be the leader in defining Human Resources strategy and advising managers. Be the focal point with the administrative authorities (Labour Inspectorate, Lawyer, Social Security, Taxes, etc.).

Represents ALIMA in inter-NGO administrative forums.

1. Administrative management of the mission, legal monitoring

● Ensure that the legal documents are updated for the proper functioning of ALIMA

● Ensure annual registration of lease contracts, house contracts, coordination and projects

● Ensure the legal monitoring of the mission by creating and maintaining a network of relevant information in its areas of responsibility and in particular on labour and tax legislation

● Contribute to the definition, validation and application of documents, procedures and policies for personnel management (internal regulations, contracts, recruitment policies, etc.)

● Initiate the definition and revision of documents, procedures and policies for which he/she is responsible in accordance with local legislation and ALIMA procedures

● Participate in the elaboration of the agreement protocols between ALIMA and the partners

● Produce the monthly report of the mission on the human resources and administrative aspects

2. Administrative Management of Human Resources

a. Recruiting

● Ensure the rigorous application of the recruitment policy on all bases and in all positions (from the definition of the need to the archiving of recruitment files)

● Train RAPs in ALIMA procedures, good recruitment practices and recruitment techniques

● Participate in the recruitment process for base managers (HR validation)

● Participate in the recruitment process of the ETAMs of the bases on request of the CP and/or the RAP

● Provide RAPs and team leaders with recruitment tests when required or advised

● Provide RAPs with a general induction of ALIMA and the mission, support the updating of the project section and ensure that each collaborator benefits from this induction

● Ensure that each new employee recruited to the base is briefed on the internal regulations, the code of good conduct, the anti-fraud policy and the policy for the prevention of harassment and sexual and gender-based violence

● Ensure that the induction process is understood by the stakeholders and implemented on the mission (coordination and bases) and ensure HR induction of all managers

b. Employment contract and follow-up

● Ensure that personnel files are complete and maintained in electronic format

● Implement and maintain efficient contract monitoring tools and ensure that RAPs use them (monitoring of contract dates, leave, etc.)

c. Payment of wages, taxes and social security contributions

● Supervise the use of the payroll software and train the RAPs on their responsibilities

● Validate payrolls each month for each base

d. Life and team composition

● Support the organization of monthly staff meetings

● Participate in staff representative / coordination meetings

● Participate in the resolution of work conflicts in collaboration with project coordinators, RAPs and team leaders

3. Operational Human Resources Management

● Support project coordinators and department managers in defining the composition of their teams

● Update and share mission organization charts with the bases, coordination and headquarters on a monthly basis

● Participate in the elaboration of the mission’s budgets for the HR part (organization chart, salary, bonuses…), international transport, rent.

4. Quality management of personnel

a. Job Profile – Performance Objective Plan – Review

● Provide RAPs and team leaders with standard job profiles

● Ensure that updated job profiles are available for each employee and that each employee has read and signed them, support the PARs and team leaders in case of blockage

● Train team leaders in the use of POP documents and reports

● Check that team leaders set objectives at the beginning of the period and carry out staff reviews at the end of the period

● Analyzes personnel reviews from a career path perspective

b. Training and capacity building

● Develop an evaluation report including the training needs expressed

● Be proactive in identifying sources of funding for training, and in identifying collaborations with other NGOs, training organizations present in the country

● To be responsible for the organization of training taking place in the coordination or in the city of the coordination

● Support the organization of training courses held at the base or at headquarters

● Propose and anticipate the secondment of personnel to other ALIMA missions

● Accompany the capacity building of all employees in support of team leaders

● Collect data related to the training provided in the field and propose an analysis of these data

● Apply post-training monitoring and evaluation methods to measure impact

● Liaise with the Head of Training at headquarters

5. Specific management of international staff

a. Administration

● In liaison with the administrative department in Dakar, ensure the administrative follow-up of the international staff: arrival and departure dates, paid holidays, passports, visas and plane tickets

● In collaboration with the Admin/HR Manager, ensures the renewal of expatriate visas, security visas and/or any other legal documents required by the police and the Ministry (Agreement, Convention with the Ministry of Trustees, Request for entry permit…)

● Monitor contract dates and bring to the attention of line managers at least 3 months in advance

● Ensures that the files of internationals are prepared and provides the necessary documents for those who do not have them (ALIMA card, mission order, residence permit, etc.)

● Organizes visitor briefings

b. Recruitment and follow-up

● Support the mission leader and the project coordinators in the planning of the breaks and provide a monitoring tool

● In collaboration with the administrators, alert for interim and final reviews

● Ensure the transmission of reports and end-of-assignment reports to the HR desk officer

● Support the Head of Mission in the management of human resources of expatriate staff (conflict management, anticipation of recruitment, drafting of job profiles, etc.)

6. Team management and leadership

● Set up an HR department for coordination with recruitment and training of a national team

● Define job profiles and performance objectives for team members

● Carry out the assessments of its team in an approach of professional course

● Facilitating training actions to develop/reinforce team skills on HR and cross-functional themes.

● Propose and support job changes in accordance with ALIMA policies

● Propose and anticipate secondments

● Promote staff mobility (internal and external) within the framework of the policies in force

● Identify the skills that team members need to acquire in order to master their positions and organize training to reinforce them

● Organize and lead team meetings

7. Reporting

● Develop an evaluation report including the training needs expressed

● Produce the monthly HR report and related documents

8. Implementation of preventive measures against abuse of power, gender-based and sexual violence (PSEA):

● Support the Head of Mission in the implementation of the PSEA action plan

● Implement standards for abuse prevention, including safe recruitment procedures

● Ensure that team members attend training and awareness sessions and follow abuse prevention rules

● Help create and maintain a nurturing and protective environment.

This job description is not exhaustive and may be modified as the mission evolves.

EXPERIENCE AND SKILLS

Training :

● Training in human resources management or in the field of international solidarity

Experiences :

● Previous experience in the humanitarian field, in the position of Finance and Human Resources Coordinator and/or Human Resources Coordinator

● At least 3 years experience in a similar position

● Experience in emergency and degraded security contexts is highly desirable

Skills:

● Analytical and critical thinking skills

● Organizational skills, rigor and autonomy

● Writing skills

● Excellent computer skills (Word, Excel…)

● Knowledge of HOMERE software

● Ability to prioritize and work under pressure

● Adaptability and diplomacy

● Ability to work as a team in multicultural contexts

● Training and coaching skills

Languages :

● A good command of oral and written English is essential ;

● French is an asset.

● Ukrainian is an asset

CONDITIONS

Contract term: contract under French law, 6 weeks.

Desired start date: As soon as possible

Salary: Depending on experience + Perdiem

ALIMA pays for:

● Travel costs between the expatriate’s country of origin and the mission location

● Accommodation costs

● Medical cover from the first day of the contract to a month after the date of departure from the mission country for the employee and their dependents

● Evacuation of the employee