ACTED recrute un Admin/HR Manager Retour vers les opportunités

• Department : Administration/Human Resources
• Base : Tunis, with frequent travel to Libya
  

Assignment

The Administration/Human Resource Manager is responsible for assuring the conformity of ACTEDs Administration and HR policies and practices with the labour law of Libya and Tunisia and ACTEDs global procedures.

Due to the responsibilities tied to this position, this description is indicative and can include tasks not specifically mentioned below.

Hierarchical Link

• Under the direct supervision of CFM (Country Finance Manager) and CD
• This position supervises the Benghazi and Tripoli HR/Admin officers

Functional Links

• FLATs departments
• PMs
• Base Managers
• Local authorities

I/ Responsibilities

A) Administration/Liaison

• Develop and updated all administrative proceedures in the country (HR manual, memos, organigramme, etc)
• Follow all legal documentation for ACTED Libya (registrations, etc)
• Ensure completion, dissemination and compliance of all filling of al HR/Admin documentation (staff contracts, staff folders, etc)
• Draft/prepare all administrative letters for national admin matters
• Prepare all Administrative Documents such as internal notes, regulation, memos etc;
• Support the liaison officers as needed to draft letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in Libya;
• Follow up of Legal-related issues, in coordination with Country Finance Manager and Country Director.
• Ensure compliance of ACTED to legal requirements of the area of intervention;
• Management of ACTED premises lease & ensure contract are updated and renewed for each premises;

• Manage the guests in GH and set regular follow up/management regarding payment with Finance.

B) Human Resources Management

• I. National Staff:
  • Management of HR/Admin staff in Area Offices & Area Sub bases (if any);
  • Management of public holidays & keeping informed all staff (national/International).
  • Update and develop as needed the national salary grids annually, support benchmarking excersise of salaries
  • Control of documentation and consolidation/ finalization of monthly (HR Titanic) report for submission to HQ and salary payments;
  • Establish formal recruitment process and documentation for all national staff
  • Support and oversee recruitment of staff as needed (both Libya and Tunisia)
  • Ensure all staff (national & international) have comprehensive ToRs;
  • Follow up of staff appraisal form with relevant department managers;
  • Support the preparation of salary payments and tax regularization with finance department
  • Management of Award and or disciplinary action to staff as per ACTED HR Manual after approval of Country Director;
  • Management/Follow up of staff leaves, provide necessary forms for staff, while needed;
  • Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations
  • Update and maintain ACTED Organization Chart in accordance to the size of program (new staff, new dept. & new projects);
  • Follow up staff PAF (performance appraisal form) on regular basis and as well as on ad hoc basis as per requirements;

• II. International Staff:
  • Arrange the arrival and departure of each expatriate staff and their accommodation and settle in at ACTED office/GH
  • Follow with logistic to ensure there are fleet booked to pick up or drop staff from/to airport;
  • Manage the presence of ACTED International staff in the GH and communicate with logistic dept. to provide necessary requirements (food, bed clothes, towels, kitchen hygiene materials etc)
  • Supervise the work Cleaners in Office and GH;
  • Oversee and support the administration of Libyan visa’s for international staff with liaison officers

• III. Department supervision
  • Organize regular bases visits to cross check Admin/HR documents & review the HR system on monthly basis to ensure transparency and accuracy as well as base proper set up;
  • Ensure enforcement of HR/Admin practices and regulations with all ACTED staff; review policies and trainings with staff as needed
  • Supervise the HR officers and ensure their completion of necessary tasks; support any gap-filling of HR officers as needed
  • Ensure the training and capacities of base staff
  • Support Base Managers with any HR issues or problems at country level

• IV. Relations with management and ACTED HQ
  • Sent the HR Titanic monthly to HQ Admin focal points after validation by CFM and CD
  • Ensure all litigation cases are elevated to the Country Director/Finance Manager
  • Ensure any and all serios HR issues are discussed and followed with CD/Finance Manager

• V. International Staff:
  • Maintain and follow up of international staff attendance sheet and send on monthly basis to HQ with HR Titanic;

C) Recruitment:

• I. National Staff Recruitments:
  • Prepare vacancy announcements for National staff recruitment at in area of intervention after the Recruitment Request Form signed and approved by CFM and CR.
  • Cross check the budget availability with Finance prior to announce the positon or open the recruitments;
  • Ensure that ToRs are prepared by line manager prior to release the vacancy announcement;
  • Ensure that all CVs will be reviewed by relevant dept. or requester prior short listing;
  • Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s)
  • Ensure to collect all necessary documents of applicants as indicated in ACTED HR Manual;
  • Ensure to check successful candidate “Reference Check” prior to offer the position;
  • Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.)

D) Filing:

• I. General Filing:
  • Create Standard ACTED Admin/HR filing system (include official correspondences, premises contracts, governmental tax follow up, recruitment process documents etc);
• II. Personal Folders:
  • Create thorough personal folders system for national staff;
  • Store the staff personal folders in safe and secure cabinet with no access to unauthorized staff;
  • Ensure that the personal folder database have been updated on regular basis;

E) Capacity Building:

A general database with direct consultation of line mangers (Head of dept., Program Managers and to be updated for Country Director approval. This list will contain (list of staff, working period, performances evaluation and required training).

• I. Internal Training:
  • Conduct review and survey of staff performances with direct contact of line managers to identify requirement/needs for training and provide to CFM and CR for review and approval;
  • Brief Training for all new national staff on ACTED system, procedures, code of conduct and internal regulation.
  • Induction on HR department for new international staff – upon arrival to the Maiduguri office;
• II. External Training:
  • Support CFM in order to search various sources (websites, news papers, education trainings centres) to introduce staff for short terms courses & training;
  • Contact with line manager, program officers and FLAT officer to update database and nominate their staff;

Languages : English is mandatory, French is a plus