Human Resources and Administration Manager (Re-advertisement) at Danish Refugee Council

Who are we?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

About the role

The Human Resources and Administration Manager is responsible for ensuring that DRC’s HR and Administration functions are carried out effectively across the country of operation, in order to achieve the organization’s objectives. Design, and manage to achieve the Human Resources and Administration Strategic goals in country.

Lead, and provide overall advice, guidance, coordination and management to the Human Resources and Administration teams as well as technical support to field offices. Ensure efficient support and guidance to the senior management and programing in accordance with existing policies and regulations.

Geographic scope: Country (Yemen)

This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The HR and Admin Manager will contribute to the development of country strategies, which are translated into action plans and day-to-day tasks. The role will provide support and/or technical guidance to country operations while overseeing country activities.

Duties and Responsibilities

Management & Coordination

• To ensure efficient management of the HR and Administration teams in the Country Office; this include the daily supervision, and follow up of the tasks defined and lead over the performance and development appraisals.
• To conduct regular field visits to all bases and areas of the country operation, in addition to providing technical guidance to HR/Admin and non HR/Admin teams, including SMT, and ESMT.
• Represent HR and Administration in all in country meetings (Coordination meetings, Kick off meetings, Program review meetings, Closure meetings, Quarterly meetings, Country strategic meetings, and HR Clusters).

People Planning

• Work with senior management team and senior staff on a number of initiatives related to employees.
• Ensure managers have created job descriptions for the employees and store them on the personnel file.
• Ensure oversight and consistency in position titles and grades, across all field locations.
• Support senior management in workforce planning, succession planning and mobility within DRC country operation.
• Support management in restructuring, rightsizing and change management.
• Planning and budgeting for the HR function in the country.

Recruitment and development

• Drive and support recruitment and selection process by planning and assessing staffing needs and ensuring compliance with recruitment process.
• Work with senior management team and senior staff on new staff retention strategies and initiatives
• Ensure proper onboarding process.
• Support staff development activities including promoting the DRC Learning Catalogue.
• Develop/maintain local processes for staff development making use of the DRC Learning Catalogue.
• Assist managers to identify, recommend and approve Learning & Development initiatives for their employees through DRC’s Learning Catalogue.
• Ensue proper onboarding and induction plan and process.

Performance, well-being and compensations & contracts

• Proactively respond to and manage performance, counselling, employee grievances and disciplinary issues as required, with a focus on building manager competency and ensuring that documentations are well maintained.
• Lead the performance management process, and provide technical guidance to manager on poor performance.
• Act as an impartial mediator in disciplinary procedures and ensure it is administered in an equitable and fair manner and meets all legal and labor regulations and requirements.
• Lead people well-being initiatives, and support.
• Ensure that all national and international staff in-country have health insurance plan
• Lead salary benchmark process, define and review salary structure in partnership with the Senior Management team and coordinate annual compensation review process and compensation adjustments.
• Ensure in-country payrolls are well administered, and all statuary deductions are well made in accordance with applicable law in-country.
• Ensure that staff contracts’ template, HR documentation process are in line with DRC policies and in-country laws.

Human Resources Policies and Support

• Maintain and update Staff Human Resources Handbooks as necessary.
• Proactively pursue continuous process improvement in Human Resources related practices in order to enhance the quality and efficiency of output/delivery.
• Manage HR circulars, Memo’s, and relevant communications to staff.
• Work closely with SMT, RO, and HQ on sharing information and provision of support as required.
• Localization of the global policies and ensuring that applicable laws in-country are well taken into consideration.
• Ensure that in-country HR data for both national and international staff are up to date on Dynamics.
• Ensure that de-brief and exit process /off-boarding are implemented
• Administration
• In cooperation with HOSS, maintain and develop SOPs and policies related to Workplace, Travel, Accommodation, and Guest Houses.
• Overall management of DRC’s Offices’ buildings /compounds, and warehouses’ lease contracts and payments.
• Ensure that all DRC Offices, and premises are fully equipped, operating, and well maintained.
• Regularly review adequacy of space requirements; identify appropriate office space and facilitate housing for staff and short-term visitors; negotiate rental agreements, terms and conditions; manage landlord relations.
• Ensure oversight of internal and international travel process and policies.
• Oversee the planning and organization of conferences, meetings, retreats, and workshops.

As Manager the post-holder is responsible for the following:

• Accountable for achieving DRC’s strategic goals and objectives within the area of responsibility.
• Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources.
• Accountable for people management of direct reports, generally at least 3 employees. This includes hiring & firing, objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc.
• Accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC

Experience and technical competencies:

Required Qualifications

• At least 5 years’ experience in relevant field, of which at least 2 years in a senior Human Resources management role within an NGO
• At least 3 years’ experience with people management
• Proven leadership skills and a competence in people management
• Demonstrated understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Extensive knowledge on local labor law, and applicable laws in-country.
• Excellent skills in handling and advising on complex people management issues.
• Experience in developing Human Resources strategies and policies and driving implementation.
• Experience in managing and maintaining staff travel, housings and organization’s facilities and premises.
• Written and Spoken English Language,

Languages

• English and Arabic are essential.

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Education: (include certificates, licenses etc.)

• Bachelor degree in Human Resource Management, Business, or Social Science Degree specializing in Human Resources. Good experience might be considered and recognized.

We offer.

Contract length: (12) Months

Position Band: This position will be placed in the Management (F1) band.

Start date: January 2024

Duty station: Sana’a

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.