Finalization of Human Resources tools At Documentation, research and information center for indigenous peoples

1. Context of the mandate

The Docip Foundation is an organization which has around ten collaborators, mainly based in Geneva.

As its resources have increased, Docip has gone from a very small organization relying mainly on voluntary work to an organization that can afford to recruit professionals.

The Foundation is therefore becoming structured little by little. Thus, a consultancy made it possible to clarify the structure of its governance in 2019. In order to continue this clarification and its professionalization, Docip is now seeking the support of a human resources professional who will be able to produce management documents. reference on the subject.

If documents exist today and if documents on certain HR aspects have started to be written, external support will make it possible to finalize this work.

2. Mandate objectives and expected results

Clarification of the functioning of human resources within the Foundation.

Inclusion of existing procedures, documents and tools in a single “HR manual” type reference document (the name may be changed). This manual must include:

• Rules on employee engagement
• Rules on the organization of work
• Rules on leave and overtime pay
• A description of existing positions within the organization and their classification
• A specifications diagram
• A salary scale and the rules for its revaluation
• End of contract procedures
• The annual interview process
• Rules on harassment at work
• Management of volunteers, agents and interns.

As well as any other element deemed important by the person executing the mandate.

Establishment of adaptable standard documents, and in particular (any other document deemed useful must be added):

• Permanent employment contract and fixed-term employment contract
• Pink slip
• Response letter to resignation
• Time sheet
• Framework and evaluation grid for annual maintenance
• Application evaluation framework
• Integration of the regulation on signatures in HR documents
• Summary HR inventory to be transmitted to the Foundation Board on a regular basis

At the end of the mandate, the Foundation will have clear human resources tools and the Management will be able to provide basic documents to its employees.

3. Tasks and planning

1. Meeting with the director: identification of HR issues and existing (and missing) documentation.
2. Meeting with the Office: identification of HR needs
3. Collection and evaluation of existing HR documentation
4. If necessary: ​​survey of the parties (team, Office, CF, volunteers, interns) to clarify the questions raised by the documentary research.
5. Preparation of documents and HR manual
6. Presentation of results, final results and recommendations.

4. Duration of mandate

About 3 full days.

5. Quality guarantees and recommendation

In the event of problems or suggestions relating to the process, activities and results of the consultation, a spirit of openness and flexibility will be expected in the implementation of the mandate.

Contact person for Docip: the Director

If Docip is satisfied with the mandate, it undertakes to recommend the consultant.

6. Skills and qualifications

The consultancy will be carried out by a reference person with the following skills and experience:

• Higher training in Human Resources
• First similar successful experiments
• Knowledge of the human rights NGO community in Geneva
• Good command of oral and written French
• Good command of IT tools
• Ability to work in a team and deliver results within specified deadlines.

If the applicant sends their offer as part of a freelance mandate, they will be asked to provide proof of their registration in Switzerland. If proof of registration is not presented, compulsory deductions may apply.