Human Resources & Administration Manager At Mercy Corps

HUMAN RESOURCES & ADMINISTRATION MANAGER

Location: Port-au-Prince, Haiti

Job Status: Full Time, Regular

Salary: Level 7

About Mercy Corps

Mercy Corps is driven by the belief that a better world is possible. To that end, we know that our teams are at their best when they are diverse and when every team member feels like they belong. We embrace diverse backgrounds, perspectives, and skills so we can be stronger and make a lasting impact.

The program

Mercy Corps helps communities develop their own ideas to solve Haiti’s most daunting problems by using innovative approaches to bring new social and economic opportunities to Haitians and make their country more secure, productive, and just. Established in January 2010, Mercy Corps Haiti has offices in Port-au-Prince, Jérémie, and Miragoane, and more than 90 employees implement programs in economic development, agriculture, natural resource management, and humanitarian response. Mercy Corps’ economic development work is guided by the principles of pro-poor development and demand-driven strategies. Mercy Corps takes a progressive approach to development that moves communities and entrepreneurs from emergency relief to resilience to sustainable livelihoods.

The post

The HR & Administration Manager plays a key role for MCHT during this period of growth and stabilization. The HR & Administration Manager is responsible for ensuring effective HR and administration management for the MCHT HR & Administration team and acts as a resource to all staff, ensuring team member needs are heard and addressed. In addition to acting as a resource to staff to ensure well-being, the HR & Administration Manager will address user-friendly policies, procedures and guidelines to ensure management is appropriately responding to employee needs. This includes, but is not limited to: Talent acquisition and development; Coordinating employee engagement; Managing training and learning across the country; Compensation and benefits administration; Oversight of national performance management; Discipline and grievance handling; Personnel data management; Management of staff disengagement and management of third-party service provision (HMO, Group Life, etc.)

Key Responsibilities

STRATEGY & VISION

• Support the Country Director and set direction by prioritizing and organizing actions and resources to achieve objectives and contribute to the development of the strategy at the country level.
• Support the Country Director in the proposal and budget development process to ensure that the appropriate HR/administrative structure is in place at the mission and project level.
• Assist the Country Director in revising a country-wide HR/Administrative strategy, as appropriate, and ensure that new offices are equipped with HR/Administrative support.

GENERAL HUMAN RESOURCES MANAGEMENT

• Be responsible for ensuring that all personnel files for all hired personnel meet Mercy Corps global minimum standards, including recruitment documents, resumes, valid contracts, PAFs, timesheets, disciplinary documents and performance evaluations.
• Ensure performance appraisal processes are completed on time and with quality results. Train HR team and supervisors on how to properly conduct and follow up on appraisal processes.
• Work with the Country Director and Headquarters to review the salary scale and participate in regular national salary surveys to ensure salaries and benefits are competitive in the market.
• Coordinate salary scale realignment and ensure salaries and benefits are consistent with Mercy Corps’ new salary scale and Haiti’s standing protocols.
• Work closely with all HR staff in the country/region and ensure that HR services are delivered on time, of high quality and in compliance with policies and manuals.
• Liaise with leadership to ensure that national departmental and operational organization charts exist and positions are covered within budgets. Ensure that organization charts are regularly updated.
• Ensure that all interventions comply with Mercy Corps’ Gender Policy, Do No Harm Principles and Beneficiary Accountability Standards.
• Ensure that Mercy Corps Haiti personnel hiring practices strictly comply with Haitian labor laws, where applicable. This includes payment of appropriate taxes, benefits, etc.
• Ensure that MCH is updated in a timely manner with employment changes.
• Assist in developing operational budget for team members as requested.
• Ensure that all government required permits and documents are complete and up to date.
• Oversee timely and compliant payroll management and support the preparation of monthly payroll for national staff in association with the Finance Department
• Ensure that all national staff have a relevant and up-to-date job description.
• Ensure that all new staff are provided with a copy of the country’s National Personnel Policy Manual and are informed of benefits. Continue to provide policy support and advice as required.
• Advise staff (national and international) on improving policies and procedures.
• Assist the Office Manager in conducting or organizing training and/or human resources development activities in the field.
• Ensure that the liquidation of benefits for terminated employees is processed in accordance with MC policies and procedures.
• Support the integration and orientation of new recruits.
• Maintain confidentiality of all matters relating to national staff, including disciplinary procedures and contracts/pay rates.
• Conduct yourself both professionally and personally in a manner that brings honor to Mercy Corps and does not jeopardize its humanitarian mission.

RECRUITMENT, SELECTION AND PLACEMENT

• Coordinate with Program Managers to ensure all hiring applications are complete in accordance with Mercy Corps recruiting policies and procedures.
• Oversee the recruitment process for national team members ensuring that all required steps such as advertising, CV screening and interviews are properly followed.
• Certify that personnel hired by Mercy Corps strictly comply with the country’s labor laws and other applicable laws. This includes paying appropriate taxes, benefits, security clearance of candidates prior to employment, etc.
• Ensure that the Mercy Corps staff exit process is conducted in accordance with Mercy Corps human resources policies and requirements.

INTEGRATION

• Collaborate with headquarters and department head to organize and assist with the onboarding process for new hires.
• Ensure that orientation is organized for each newly hired national and expatriate staff member.
• Lead the development and implementation of consistent systems for onboarding new staff and service requests between HR and other departments.
• Ensure that HR staff provide new recruits with an MC ID card, email address and all relevant documents upon commencement of employment. This includes signing a job description, contract, policies and procedures, particularly the National Staff Manual and Security Manual.
• Ensure new staff are trained on timesheet procedures.

ADMINISTRATION MANAGEMENT

• Management (issuance/collection) of keys to all Mercy Corps premises. Ensure that key management is carried out correctly throughout the mission.
• Ensure there is proper documentation and storage of contracts for rental properties.
• Control of stocks of household, kitchen and hibernation service consumables
• Telephone contract management (Digicel)
• Meeting room reservation management
• Ensure that arrangements for accommodation (hotels and residences) and transportation for team members travelling to and from different offices are managed efficiently.
• Ensure that flight bookings for new expatriate recruits and international consultants are processed quickly and efficiently.
• Ensure that MC Haiti’s various service providers are paid in a timely manner.
• Ensure that all official documents, such as long-term expatriate work permits, are processed and renewed in a timely manner. The HR and Administration Manager will also work with the Finance department to ensure that long-term expatriate annual taxes are paid in a timely manner.
• Office yard maintenance and garden service
• Supervision of the support services team

TEAM MANAGEMENT

• Strengthen the capacities of the HR/administration department and build the department’s strategy.
• Develop the capacity of program teams and departments to understand their roles and responsibilities in terms of interaction with the Human Resources department, including training, regular coordination meetings, problem solving and planning activities necessary to ensure effective and timely implementation of the program.
• Support the implementation and compliance of new policies and systems and ensure they are accepted by staff.
• Assist team members with information, tools and resources to improve performance and achieve goals.
• Promote accountability, communicate expectations and provide constructive feedback informally and formally through regular one-on-one meetings and performance reviews.
• Create and maintain a work environment of mutual respect where team members strive for excellence.
• Hire, orient and lead team members as needed.
• Ensure a high level of trust and communication between field offices and field HR staff.
• Provide team members with information, tools and other resources to improve performance and achieve goals.
• Contribute to team building efforts in country, assist team members in identifying problem-solving options and ensure the inclusion of all team members in relevant decision-making processes.

POLICIES AND MANUALS

• Update the National Employee Handbook in accordance with the latest labor legislation and clarify with staff as necessary.
• Monitor HR and administrative laws, policies and “best practices” to ensure that personnel policies, employment practices and compensation programs comply with established Mercy Corps guidelines, procedures and policies and national laws.

FINANCE AND COMPLIANCE MANAGEMENT

• Adhere to Mercy Corps’ zero tolerance policy on corruption.
• Assist the Country Director in determining the role of HR in combating fraud and PSEA.
• Work closely with Financial Compliance to mitigate fraud, conflicts of interest and legal ramifications of Mercy Corps activities.
• Ensure that all internal control procedures relating to people are complied with and that necessary measures are put in place to ensure high standards of accountability and compliance.

SUPERVISORY RESPONSIBILITY: Admin Officer & HR Officer in Port-au-Prince; HR & Admin Officer in Miragoane and Jérémie.

REPORTS DIRECTLY TO: Country Director

WORKS DIRECTLY WITH: National Management Team, HR and Administration Staff in Haiti, Office Managers, Finance Manager, Senior HR Advisor at HQ, Ethics and Quality Assurance Officer, etc.

Responsibility to participants and stakeholders

Mercy Corps team members are expected to support all accountability efforts, particularly to our program participants, community partners, other stakeholders, and international standards guiding international relief and development work. We are committed to actively involving communities as equal partners in the design, monitoring, and evaluation of our field projects.

Experience and QUALIFICATIONS:

• 5 years of field experience in HR with INGOs with supervisory responsibilities.
• Proven understanding of complex environments, related security issues and appropriate responses, with experience in an insecure context.
• Professional experience in Haiti is an added advantage.
• Attention to detail, adherence to procedures, meeting deadlines and resolving problems independently and cooperatively.
• Knowledge of Mercy Corps systems and procedures required.
• A solid knowledge of donor regulations (USAID, BHA, FCDO, UN, etc.) is an added advantage.
• Excellent negotiation and representation skills.
• Effectiveness of organization, prioritization and results management.
• Excellent verbal and written skills in English and French required.
• Ability to work effectively with a team of diverse ethnic backgrounds in a sensitive environment.
• Be of Haitian nationality .

SUCCESS FACTORS: The successful Human Resources and Administration Manager will be a good problem solver with the ability to develop methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. He/she will maintain strong cooperative relationships with other departments and interact effectively with international and national staff, both in management and in training and mentoring, while demonstrating the ability to multi-task, meet deadlines and process information to support the progress of program activities. He/she will be able to live and work closely with a diverse team of individuals in a high-intensity and fluid work and security environment and will be willing to travel regularly to Mercy Corps field offices and project sites.

Working conditions

The position will be based in Port-au-Prince, Haiti with 25% field travel.

PROFESSIONAL DEVELOPMENT: As part of our commitment to professional development and based on our understanding that organizations that continually grow are more effective, efficient and relevant to the communities they serve – we expect all team members to contribute 5% of their time to professional learning/development activities that benefit Mercy Corps as well as themselves.

DIVERSITY, EQUITY, AND INCLUSION: Achieving our mission starts with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone brings their perspectives and authenticity, reaches their potential as individuals and teams, and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable, and inclusive than we are today.

EQUAL EMPLOYMENT OPPORTUNITY: Mercy Corps is an equal opportunity employer with zero tolerance for discrimination. We actively seek diverse backgrounds, perspectives, and skills to be stronger collectively and make a lasting global impact. We are committed to providing a respectful and psychologically safe environment where equal employment opportunity is available to all. We do not engage in or tolerate discrimination based on race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status, or any other protected group in the locations where we work.

Safeguarding and Ethics

Mercy Corps is committed to ensuring that everyone we come into contact with in the course of our work, whether they are team members, community members, program participants, or others, is treated with respect and dignity. We are committed to the core principles for the prevention of sexual exploitation and abuse set forth by the United Nations Secretary-General and the Standing Inter-Agency Committee (SICA); and we have adhered to the Inter-Agency Misconduct Disclosure System .

By applying for this position, a candidate confirms that he or she has not previously violated an employer’s policy regarding sexual misconduct, sexual exploitation and abuse, child protection, or human trafficking.

We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or on behalf of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and adhere to the policies and values ​​of the Mercy Corps Code of Conduct at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.

As a candidate, if you witness or experience any form of sexual misconduct during the recruitment process, please report it to the Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).