Manager (HR & General Administration) At Save the Children

TITLE: Manager (HR & General administration)

TEAM/PROGRAMME: HR & Administration

LOCATION: Monrovia, Liberia

GRADE: 2

CONTRACT LENGTH: Open ended

CHILD SAFEGUARDING:

Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

Save the Children seeks a Human Resources/ Administration Manager for Liberia Project Office.

The Office is implementing USDA McGovern-Dole International Food for Education and Child Nutrition Program (LEARN Project), and other Breakthrough Action, Digital Education, & humanitarian projects. The postholder will be based in the main office in Monrovia but not only supports regional offices in Zwedru, Grand Gedeh County and Buchanan, Grand Bassa County but also field satellite offices in Phebe, Bong County, Fish Town, River Gee County and Yarpah Town, River Cess County working with over 100 project office and field staff

As a member of the Senior Management Team (SMT) the role holder shares in the overall responsibility for the direction and coordination of the Project Office (CO). The post holder will be accountable to the Director of Support Services for the provision of effective HR and general administration services in programming contexts. The post holder will be responsible for ensuring compliance with SCI global standards, policies and practices. The position also plays a key role in effectively supporting program implementation activities in line with the annual and program strategic plans.

SCOPE OF ROLE:

Reports to: Director of Support Services

Staff directly reporting to this post: HR & Admin Officers (2), and Facilities Supervisor

KEY AREAS OF ACCOUNTABILITY:

As a member of the Senior Management Team, contribute to:

Supports the development of an organisational culture that reflects our dual mandate values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, supporting our people to deliver outstanding results for children and excellent customer service for colleagues, members and donors
Supports the design and implementation of a coherent organizational structure that is appropriate to program needs and consistent with agency practices
Ensures Liberia Office complies with all Save the Children policies and procedures outlined in the Program Quality Framework
Ensures that all required support is provided promptly, at scale and in line with the rules and principles during emergencies, working closely with the Regional Office
Works closely with the Deputy Chief of Party to ensure sub-offices have effective operational support services, devolving/decentralizing key responsibilities and management of functions as needed to support the effective program (i.e. budget holding, procurement)
Administration and Facilities Management:
Lead administrative function to ensure the provision of effective administrative support across the program office
Oversee the overall maintenance of the office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized
Ensure understanding and compliance with Health and Safety regulations
Ensure that internal and external communications systems function effectively and efficiently
Ensure appropriate insurance cover is in place and organisational risks are minimised considering suitability and types of cover available
Ensure provision of high-quality logistical support to SCI guests and other visitors to the country office
Ensure technical support and advice is available through mentoring and providing distance support for the Administration and HR staff in all field offices.
Ensuring that procedures and reporting are implemented accurately and on time, particularly related to leases, inventories, and insurance and audit recommendations.
Using simple survey techniques to ensure that the SMT has a good understanding of the knowledge, attitude and practices of staff in relation to key Save the Children Polices and their own health and safety.
Provide support to the field offices to ensure minimum standards are adhered to under Save the Children’s operational guidelines and policies.
Human Resources:
Lead the Human Resources function to ensure that effective advice and support are provided to managers and staff on interpretation and application of policies and procedures and on other HR related matters
Supervise the implementation of dual mandate HR practices and processes aligned with the organisation’s overall strategy and quality framework to meet the evolving needs of the organisation
Ensure appropriate recruitment, retention and succession of staff including the design and implementation of compensation and performance management systems relevant for both development and emergencies, and career development for staff
Monitor and advise on disciplinary matters in accordance with established policies and procedures and Labour Law of Liberia
Ensure that any conflict, grievance and harassment cases are effectively mediated
Ensure that staff and Save the Children partners are aware of and adhere to the Child Safeguarding Policies
Monitor staff morale and well-being and ensure adequate support mechanisms are in place
Oversee the recruitment and induction process of both international and national staff as well of consultants according to organizational best practice and compliant with both organizational policy and the appropriate local legislation.
Oversee the development and administration of competitive salary and benefits packages.
Oversee implementation of effective performance management systems, annual performance evaluations and continuous coaching from supervisors and provide appropriate training to line-managers.
Leading and supporting the HR team to effective HR systems and processes for the recording of employee data using the HRIS-effective staff database system.
Ensure that up-to-date personnel records are maintained according to organizational best practice and compliant with both organizational policy and the appropriate local legislation.
Ensure the provision of good quality, appropriate and clearly communicated advice to line managers, including Field Offices, on all aspects of HR.
Provide assistance and guidance to senior management staff to identify trends in employee relations issues and work with them to rectify issues.
Ensure HR and Admin policies are in line with the HR Best Practice Standards and Liberian Labour Laws.
Establish evaluation procedure for monitoring the effectiveness of the induction process and feedback to line managers.
Ensure high level of confidentiality regarding personnel data and ensure that all employee information is kept up to date, is complete and held in a secure place.
Staff Management, Mentorship, and Development:
Ensure appropriate staffing within the HR and Admin Team, coordinate the effective recruitment, training, and promotion of staff as appropriate and ensure availability of appropriate professional development opportunities for staff.
Ensure that all HR and Admin staff understand and are able to perform their roles
Lead HR and Support Services team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly
Incorporate staff development strategies and Performance Management Systems into team building process.
Manage the performance of all staff in the HR and Admin work area through:
- Effective use of the Performance Management System including the establishment of clear, measureable objectives, ongoing feedback, periodic reviews and fair and unbiased evaluations;
- Coaching, mentoring and other developmental opportunities;
- Recognition and rewards for outstanding performance;
- Documentation of performance that is less than satisfactory, with appropriate performance improvements/ work plans or other actions

Safeguarding Children

Take the lead in promoting the Save the Children Safeguarding Children’s Policy ensuring that all staff are fully briefed on the policy and that and annual work plan is developed and implemented to meet the requirements of the policy within the programme.
Ensure that technical support and advice is provided through mentoring and providing distance support to the focal person within field offices responsible for oversight of the Child Safeguarding Policy.

Representation and Networking

Lead on representation and networking on all aspects related to human resources and administration.
Liaise closely with HR matrix managers at the regional office and with global HR officers in Save the Children members’ headquarters as is appropriate.
To ensure that the programme has a good understanding of the registration proceedings in Liberia and in particular related to securing work permits. In this to develop where possible personal relationship with key players in the NGO networking group and other government ministries and agencies.
SKILLS AND BEHAVIOURS (our Values in Practice):
Accountability:
Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their
own personal development and encourages others to do the same
Widely shares their personal vision for Save the Children, engages and motivates others
Future orientated, thinks strategically.
Collaboration:
Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
Values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to
Creativity:
Develops and encourages new and innovative solutions
Willing to take disciplined risks
Integrity:
Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE:
Ideally someone who has strong knowledge/experience of HR and Admin
A minimum of 7 years management experience in a corporate or an INGO environment, including experience in the development of strategic and operational HR and support services plans and their implementation in a professional work environment over a sustained period of time
Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
Demonstrated credibility with colleagues and stakeholders at all levels of an organization
Excellent oral and written communication skills in English
Strong interpersonal skills with the ability to demonstrate skills in leading a multi- disciplined team through a period of change
Leadership skills, including the ability to supervise and motivate qualified professional staff with strong personal value systems
Analytical, decision making and strategic planning skills and the ability to handle multiple priorities
Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervise staff
Team building skills
Competent level skills in core IT applications, particularly MS Office
A commitment to the values and principles of Save the Children
Experience of exposure to developing countries
High level of commitment to the principles of development and to the organizational and programmatic goals of Save the Children.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.