Human Resources Coordinator – All Countries – M/F At ALIMA

ALIMA PRESENTATION

THE ALIMA SPIRIT: ALIMA’s purpose is to save lives and 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, impartiality and respect for universal medical ethics . To access patients, we are committed to intervening in a neutral and independent manner.

THE VALUES and PRINCIPLES of our action, included in our CHARTER:

1. Patient First
2. Revolutionizing humanitarian medicine
3. Responsibility and freedom
4. Improving the quality of our actions
5. Trust
6. L’intelligence collective
7. Environmental responsibility

CARE – INNOVATE – TOGETHER: Since its creation in 2009, ALIMA has treated more than 13 million patients, and today deploys its operations in 12 African countries and Haiti. In 2023, we have developed more than 64 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 health authorities through health structures (including hospitals). We work in partnership, in particular with local NGOs, whenever possible to ensure that our patients benefit from expertise wherever it is, whether in their country or in the rest of the world. In addition, to improve the humanitarian response, we are conducting operational and clinical research projects, particularly to combat malnutrition and viral hemorrhagic fevers.

OUR PROJECT THEMES: Malnutrition, Maternal Health, Primary Health, Pediatrics, Malaria, Epidemics (Ebola, Cholera, Measles, Coronavirus, Lassa Fever), Research, Hospitalization, Emergencies, Gender-Based Violence, vaccinations, mental health, etc.

THE ALIMA TEAM: Nearly 2,000 people currently work for ALIMA. The field teams, closest to the patients, receive their support from the coordination teams generally based in the capitals of the countries of intervention. These receive support from the 3 desk teams and the emergency and opening service teams based and the medical service at the operational headquarters in Dakar, Senegal. The Paris and New York teams actively work on fundraising as well as representing ALIMA. The rest of the ALIMA Galaxy includes individuals and partner teams who work on behalf of other organizations such as the medical NGOs BEFEN, Alerte Santé, SOS Médecins Burkina Faso, KEOOGO, AMCP-SP, Demtou Humanitaire, the research organizations PAC-CI, Inserm, the Universities of Bordeaux or Copenhagen, the NGO Solidarités International and many others.

OUR COUNTRIES OF INTERVENTION: Burkina Faso, Cameroon, Guinea, Mali, Mauritania, Niger, Nigeria, Central African Republic, Democratic Republic of Congo, Sudan, Chad, Haiti, Ethiopia.

ALIMA promotes and defends the principles of fundamental human rights. ALIMA has a zero-tolerance approach towards those guilty of acts of gender-based 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. Anyone collaborating with ALIMA commits to:

• Respect the charter, the code of conduct, 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 policies, framework documents and procedures to a superior, a supervisor, a referent, a referent

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS

Level 3: The job holder is responsible for implementing HR processes and may be required to make field visits. He/she may therefore be in contact with children and/or vulnerable adults. Consequently, a criminal record check or the presentation of a certificate of good character will be necessary. In situations where it is impossible to provide a criminal record or a certificate of good character, a sworn statement will be requested.

MISSION LOCATION: As needed – an ALIMA intervention country

FUNCTIONAL AND HIERARCHICAL LINKS

Hierarchical superior: Head of Mission

Technical referent: HR Desk referent

Staff under his hierarchical responsibility: HR Manager/Admin in coordination, HR Assistant and domestic staff.

He/she is functionally responsible for the HR aspects of the Administrative Project Managers (RAP).

Collaborates with coordinators (capital and fields).

Establishes collaborative links with national authorities and humanitarian colleagues

MISSION AND MAIN ACTIVITIES

Major Responsibilities

• Ensure the proper management of the mission’s human resources in compliance with ALIMA’s administrative management framework and local legislation. To this end, be the ALIMA representative to the administrative authorities (Labor Inspectorate, Lawyer, Social Security, Taxes, etc.).
• Define, adapt, plan and supervise the implementation of the mission’s human resources policies, ensuring that they are consistent with the context, local legislation and operational issues.
• Contribute to the definition and implementation of the mission objectives, in particular concerning the aspects linked to the sizing of the teams, the profile and the required HR capacity, to the strengthening of staff skills in order to effectively achieve the mission objectives while taking into account the HR vision and ALIMA values.
• Be the focal point and advisor for legal and HR management issues for mission managers.

Main tasks and responsibilities

A-Administrative Management of the Mission

1- HR policies, administrative issues and legal compliance

• Be responsible for all administrative matters of the entire mission.
• Contribute to the definition (or adaptation), validation and ensure the application of HR management documents, procedures and policies on the mission (internal regulations, employment contracts, recruitment policies, etc.).
• Ensure that all HR policies and procedures as well as HR-related administrative documents (employment contracts, pay slips, etc.) comply with the national legal framework (in particular, ensure compliance with labor law) and ensure that they are regularly updated.
• Ensure compliance with the internal regulations, the code of conduct and the Alima charter, and initiate disciplinary measures in the event of non-compliance with these internal rules.
• Ensure legal monitoring of the mission by creating and maintaining a relevant information network, in particular on labor and tax legislation.
• In collaboration with other members of the coordination, particularly COFIN and CDM, ensure the annual registration of lease contracts and the terms of contracts, houses, coordinations and projects.
• Contribute to the definition of the management framework for award-winning personnel of the MSP (Ministry of Health and Population) and participate in the development of memoranda of understanding.
• Represent ALIMA during meetings with the Authorities and other NGOs when they concern HR or Administrative issues.

2- Personnel file and employment contract

• Ensure the quality and completeness of personnel files across the mission in paper and electronic format.
• Implement efficient contract monitoring tools and ensure that RAPs use them (monitoring of contract dates, leave, etc.).
• Ensure that legal archiving obligations are met.

3- Remuneration, payment of salaries, taxes and social contributions

• Define and coordinate the implementation of the mission remuneration policy in accordance with local regulations.
• Verify and validate monthly salary and tax calculations, to ensure internal fairness, adequate competitiveness and legal compliance.
• Ensure the proper use of payroll software and train new Project Administration Managers (PAMs) as needed.
• Ensure declarations and monthly payment of social security contributions and income taxes.

4- Administration du personnel international

• Ensure, in close collaboration with the BAP (Office of Personnel Administration at headquarters) that all international movements of the mission are correctly monitored (visas, tickets, per diem if necessary, departure/arrival dates, etc.)
• In collaboration with the Admin/HR manager, ensure the renewal of expatriate visas, security visas and/or any other legal documents required by the police and the ministry (Approval, Agreement with the Supervisory Ministry, Entry Authorization Request, etc.).
• Track contract dates and bring them to the attention of line managers at least 3 months in advance. Any international field position must be open at least 3 months before the end of the occupant’s mission.
• Ensure that international staff files are created and provide the necessary documents for those who do not have them (ALIMA card, mission order, residence permit, etc.).
• Support the mission manager and project coordinators in planning breaks and provide a monitoring tool.
• Ensure good conditions of arrival on the mission and accommodation (room, food, etc.) by informing all the people/departments concerned.
• Ensure the monitoring and management of mission ends, debriefing and capitalization of experiences at the mission level and share them with the HR team.

B-HR Strategy and Team Composition

1- HR strategy

• Be an active member of the coordination team, contributing to the definition of the mission’s objectives and strategic plans.
• Define HR strategies at the mission level to ensure that the mission has the necessary capacities and skills, in the short, medium and long term (recruitment, compensation, management and learning and development plans).
• Ensure consistency between the mission objectives and ALIMA’s HR objectives beyond the scope of the mission (i.e. relating to future HR capabilities: for example, promoting the development of staff beyond the functions performed in the mission, promoting training spaces for new staff (first ALIMA mission) or career plans, secondment, etc.)
• Ensure good knowledge of the job market: in terms of available profiles, level of qualification, specificities, conduct or request labor market studies and benchmark studies.
• Participate and contribute to the network of inter-NGO HR Managers/Coordinators in the country

2- Team sizing and HR needs

• Advise the coordination team and project coordinators in defining the composition of their teams both in terms of profile and number, required arrangement.
• Participate in the development of mission budgets for the HR part (organization chart, salary, bonuses, provision for replacements linked to internal/external mobility of staff, etc.), international transport, rents.
• Regularly update and share mission organization charts monthly with projects, coordination and headquarters.

C-Recruitment, Performance and Career Development

1- Recruitment

• Ensure the rigorous application of the recruitment policy on all projects and in all positions (from defining the need to archiving recruitment files).
• Identify the best source(s) of recruitment based on the needs and objectives of the mission and define the recruitment strategy based on the analysis of the labor market with the aim of recruiting professionals and people with the potential to develop within the mission/organization.
• Train Project Admin Managers (RAP) in ALIMA procedures, best practices and recruitment techniques.
• Participate in the recruitment process for mission executives (coordination and projects) (HR validation).
• Make recruitment tests available to RAPS and team leaders when mandatory or requested.

2- Boarding/induction

• Ensure that a welcome pack is made available to all newly recruited employees.
• Ensure that all new hires (international and national) go through the full onboarding process and receive adequate briefings.
• Provide RAPs with a general induction of ALIMA and the mission, support the updating of the project part and ensure that each employee benefits from this induction.
• Ensure that each new employee recruited is briefed on the internal regulations, the code of good conduct, the anti-fraud policy and the policy for preventing harassment and sexist and sexual violence.
• Ensure that the induction process is understood by stakeholders and implemented on the mission (coordination and bases).

3- Job Profile

• Provide RAPS and team leaders with standard job profiles.
• Ensure that updated job profiles are present for each employee and that each employee has read and signed them, support RAPs and team leader in the event of a blockage.

4- Performance Objective Plan – Review

• Ensure the proper implementation of the performance management system across all projects and mission coordination (in evaluating people’s performance and in implementing associated action plans to improve people’s capabilities and their contribution to mission objectives).
• Train team leaders in the use of POP documents and reports.
• Ensure that team leaders set objectives at the beginning of the period and conduct staff reviews at the end of the period.
• In collaboration with the RAPs, ensure follow-up for interim and final reports based on the contract dates of the personnel concerned.
• Analyze staff balance sheets using a career path approach.
• Ensure the archiving and classification of mission staff balance sheets.

5- Training and capacity building

• Coordinate the identification of training needs for mission staff.
• Compile all training needs annually and develop an annual training plan for the mission, in line with the existing training policy.
• Be proactive in identifying sources of funding for training, and in identifying collaborations with other NGOs and training organizations present in the country.
• Be responsible for organizing training courses taking place in coordination or in the city of coordination.
• Communicate on existing training/capacity building systems (language policy, FIFI, etc.)
• Propose and anticipate staff secondments within other ALIMA missions.
• Support the capacity building of all employees in support of team leaders.
• Collect data relating to training provided in the field and propose an analysis of this data.
• Apply post-training monitoring and evaluation methods to measure its impact.
• Ensure the link with the Training Officer at headquarters (Communication of action plans, partnership initiatives, data sharing, etc.).

6- Mobility and career management

• Support team leaders in identifying high-potential employees.
• Contribute to disseminating information on detachments/ALLUR to national mission staff.
• Be proactive in the mobility possibilities of employees with potential in the mission. Promote the mobility (internal and external) of staff within the framework of current policies.
• Define, approve and/or coordinate the implementation of career development programs for high potential employees to increase long-term engagement and contribution.

D-Team Management and Animation

1- HR team

• Establish an HR department to coordinate with the recruitment and training of a national team.
• Define job profiles and performance objective plans for your team members.
• Carry out team reviews using a career path approach.
• Facilitate training actions with a view to developing/strengthening team skills on HR and cross-functional issues.
• Propose and support job developments in accordance with ALIMA policies.
• Identify the skills that your team members need to acquire to master their position and organize training to strengthen them.
• Organize and lead team meetings.

2- Communication and conflict prevention

• Support the organization of monthly staff meetings.
• Participate in staff representative/coordination meetings.
• Provide expertise to coordinators/supervisors/department managers on how to manage HR (team management, conflict prevention and management, early detection of stress, communication, meetings…).
• Participate in the resolution of work conflicts in collaboration with project coordinators, team leaders and the mission leader or seek a viable solution in the event that direct intervention is not possible.

E-Reporting

• Extract monthly HR indicators from the database.
• Write a monthly HR report and communicate it to the head office HR representative.

F-Implementation of preventive measures against abuse of power, sexist and sexual violence

• Support the head of mission in the implementation of the abuse prevention action plan.
• Participate in training and awareness sessions.
• Apply standards relating to the prevention of abuse, including the procedure for safe recruitment.
• Ensure that team members attend training and awareness sessions and apply abuse prevention rules.
• Contribute to creating and maintaining a nurturing and protective environment.
• Ensure that cases related to issues of abusive individual behaviour are prevented, detected and reported through the internal mechanisms in place.

REQUIRED PROFILE

Formation :

You have a university education at Master’s level in law, administration, human resources management or in the field of international solidarity or any other equivalent diploma.

Experiences:

You have previous experience in humanitarian work in field positions (minimum two experiences as a project admin manager) or proven experience as an HR professional. You have previous experience in HR Manager, Finance and Human Resources Coordinator and/or Human Resources Coordinator positions with proven team management skills. Experience in emergency and degraded security contexts with multicultural teams is highly desirable.

SKILLS :

You have analytical and critical thinking skills; organizational skills, rigor and autonomy. You have writing skills and excellent computer skills, including the use of Google Suite (GDoc, Gsheet, etc.). You are proficient in the advanced use of HR or HRIS software, particularly Homer and/or Odoo. You have a good disposition to prioritize and work under pressure. You are adaptable, flexible and diplomatic. You have training and support skills and the ability to work in a team in multicultural contexts.

LANGUAGES :

Fluency in French is essential and knowledge of English is an asset.

CONDITIONS

Duration and type of contract: 12-month fixed-term contract with possibility of renewal

Start date: Immediately

Salary: according to experience and per diem

ALIMA supports:

• travel costs between the expatriate’s country of origin and the place of assignment
• accommodation costs
• medical coverage from the first day of contract to one month after the departure date from the mission country for the employee and their dependents
• repatriation insurance for the employee