Human Resources Coordinator – DRC At INTERSOS

INTERSOS is a non-profit, non-governmental humanitarian organization whose objective is to assist victims of natural disasters and armed conflicts. INTERSOS bases its action on the values ​​of solidarity, justice, human dignity, equal rights and opportunities for all peoples, respect for diversity, coexistence, and attention to the most vulnerable social groups.

Terms of reference

Job Title : Human Resources Coordinator

Code: SR-38-9614

Country: DRC

Duty station : Goma with frequent visits to INTERSOS intervention bases in the DRC

Start date : 06/01/2025

Contract duration : 12

Under the supervision of: Head of Mission

Functional supervision: Regional HR Coordinator

Dependents: HR manager/HR officer/HR Assistant

Duty station: No family

General context of the project

INTERSOS has been present in the DRC since 2010. We currently work throughout the East of the country, with 4 main bases located in the capitals of the intervention provinces: Aru (Haut Uele) Bunia (Ituri), Goma (North Kivu), Bukavu (South Kivu). Goma represents the national coordination.

Our work focuses on the following areas: Protection; Nutrition and Food Security – in collaboration with UNHCR, UNICEF, UNFPA, WFP and the Humanitarian Fund.

We work with approximately 313 national and international employees, with a budget of approximately USD 6 million.

General objective of the position

Define and implement the HR strategy in line with the Mission objectives and INTERSOS’s human resources vision and values. Ensure the required HR capacity and facilitate learning and development actions at the mission level, to ensure that the right structure and skills are in place to achieve the mission objective.

Oversee aspects of national staff management, policy and strategy definition and development in order to build career strategy and expatriation opportunities.

Work closely with the Mission Human Resources Manager ensuring that INTERSOS acts as a responsible employer in the mission, supporting good human resources management at all levels and ensuring that human resources administration processes are appropriate, in line with HR policies and local employment laws for international and national staff.

Main responsibilities and tasks

Strategy:

• Lead the design and implementation of the HR strategy to meet the programmatic needs of the mission and support the design of the country strategic plan and HR forecasting and budgeting
• In coordination with the relevant departments, lead the design of the structure, organization chart and mission management lines, in accordance with the Intersos standard organization chart
• Responsible for developing and updating human resources policies, processes and systems to support the achievement of mission objectives and ensure that missions have the necessary capacities and skills, in the short, medium and long term (recruitment, compensation, learning management and development plans)
• Ensure standardization of HR processes across country offices and lead the development of HR procedures
• Liaise with NGOs and local stakeholders for HR matters
• Ensure support to line managers and staff for any changes in local legal and regulatory requirements
• Contribute to the development of the budget for project proposals to ensure consistency and compliance of funding

HR Policies, Procedures and Reporting:

• Formulate, maintain and update human resources management policies for the mission and ensure that standard HR processes are implemented in all country offices.
• Responsible for designing, updating and implementing the salary grid in accordance with the standard functional grid. Update it regularly with the support of the Regional Human Resources Coordinator.
• Lead the HR team to ensure a regular onboarding process is in place for national staffs (staff documents, archives, integration, orientation, etc.)
• Ensure that all contracts (i.e. employment, service, secondment and consultancy assignments) adequately comply with INTERSOS policies, national laws and donor requirements.
• Ensure the order and updating of personnel archives
• Report HR indicators to the management team and country managers in order to inform decision-making, planning and adjustment of mission and project strategies.
• Be responsible for providing auditor requests regarding HR files for national staff.

Recruitment:

• Responsible for ensuring a punctual, smooth and regular recruitment process, in accordance with recruitment policy and local labor legislation
• Supervise the HR team to ensure the identification of the best local recruitment channels based on the needs, access and objectives of the mission and define the recruitment strategy based on the analysis of the local labor market with the aim of recruiting professionals and people with potential for development within the mission
• Ensure good knowledge of the job market (available profiles, qualifications, specific contexts, etc.)

Management of national staffs:

• In collaboration with the Head of Mission, ensure that misconduct by national staff is corrected and appropriate action is taken in accordance with Intersos policies, humanitarian principles and local labor law and is responsible for managing disciplinary measures. Liaise with the Regional Human Resources Coordinator in cases of behavioral misconduct by international staff.
• Lead the HR team to provide support to activity coordinators/supervisors/managers in the performance management process (IRP) and ensure that national staff are properly and regularly evaluated.
• Provide consultative support to line managers and SMTs on all HR aspects (team management, conflict management, early stress detection, communication, meetings…)
• Support the creation and maintenance of a positive working environment and facilitate the resolution of conflicts between staff members in search of a viable solution in the event that direct intervention is not possible.
• Ensure that cases of behavioural issues are prevented, detected and managed. Monitor and encourage duty of care and promote staff wellbeing initiatives
• Responsible for the remuneration and benefits policy for national staff, ensuring that it is regularly benchmarked against other international NGOs and actors in the country.
• Ensure that the payroll process is regular, punctual and compliant with national legislation.
• Ensure that the mission has a valid legal agreement or contract with a local law firm or attorney for all HR matters.
• Provide technical support and supervision to the HR team and coach and mentor them

Learning and development:

• Plan and deliver internal HR workshops and training for national staff based on the needs of the organization.
• Support the Staff Development Coordinator (PDC) in the deployment of the learning and development policy for international and national staff
• Lead the HR team in monitoring and proposing learning opportunities and ensuring proper follow-up of training courses taken

Management of international staffs

• Support the HRCO and HoM of the interregion in the dissemination of HR policies for international staff
• Ensure that international staff receive regular and ongoing support from the HR Coordinator through regular one-to-one meetings.
• Ensure that all international staff participate in the internal performance review process and provide support when needed.
• Ensure the implementation of a regular integration process for international staff (staff documents, archives, integration, orientation, etc.)
• Ensure that international staff receive adequate support on HR administrative matters (leave, exit process, work permits, timesheet, evaluation, tax payment)
• In collaboration with the regional human resources coordinator, ensure the successful completion of the assignment, debriefing and capitalization of experiences.
• Under the supervision of the Head of Department and the Regional Human Resources Coordinator, contribute to the prevention, detection and management of misconduct by international staff.
• In collaboration with the liaison team, provide support to international staff for the issuance of visas, work and residence permits, ensuring compliance with national legislation
• Support the Head of Mission in the recruitment process of international staff

Representation:

• In collaboration with the legal advisor, he is responsible for liaising with national and judicial authorities on human resources issues.
• Participate in HR forums and working groups

Accountability and protection

• In collaboration with the Regional Human Resources Coordinator, he is responsible for the protection of staff who implement measures to protect the health , well-being and human rights of individuals.
• Ensure that personnel management complies with the PSEA, CP policies, conflicts of interest and internal regulations and the INTERSOS standard
• Support the internal audit and LEFP referent for any investigation that may take place within the framework of the mission
• Liaise and follow up with the MEAL department for any HR complaints
• Ensure due diligence obligations are met for international and national staff

Required profile

Education

Essential degree in psychology, international relations, political science, economics. Master’s degree in human resources management desirable

Professional experience

4 years of experience in human resources management, including at least 2 years in human resources management positions in humanitarian contexts within NGOs

Professional requirements

• Autonomous with concern for respecting procedures
• Understanding and applied knowledge of the principles, concepts and processes of human resource management and experience in this field
• Proven leadership and collaboration skills – Experience in a country with very heavy labor laws on the operationalization of HR decisions
• Excellent skills in handling and advising on complex people management issues
• Prior experience in the DRC or in a country with a comparable context and challenges is highly appreciated.

LANGUAGES

• Essential French
• Basic level of reading and writing English required
• Swahili would be a plus.

Personal requirements

• Strategic vision
• Leadership
• Strengthening team spirit and cooperation
• Ability to work in a multicultural environment
• Non-discriminatory attitude
• Active listening and empathy
• Behavioral flexibility and stress management
• Commitment to INTERSOS and humanitarian principles
• Knowledge of the principles of prevention of sexual abuse and exploitation