AC00401
DEPUTY HR COORDINATOR
Level 12
Career Path
Reports to (Hierarchical)
HR coordinator
Reports to (Functional)
HR coordinator
Job Family
Administration
Main Purpose
Support the HR Coordinator through delegated tasks and responsibilities according to the instructions of the HR Coordinator and MSF protocols in order to improve the management of human resources and contribute to the professional growth of MSF employees in the mission. Replaces the HR Coordinator in his/her absence.
Accountabilities
The HR Coordinator can delegate ad hoc any responsibility to the Deputy HR Coordinator, depending on the dimension of the Mission. Among others, the Deputy HR Coordinator could:
- Participate in the Human Resource planning, implementation and monitoring in the mission to properly achieve the mission’s objectives and respond to needs that may arise, particularly:
- Participate in the definition of job profiles, and the mission set-up in terms of HR needs
- Participating in the project opening and closing and its timeframe from HR perspective.
- Provide support to field teams in order to guarantee good performance and management.
- Provide support to field coordinators, field Administration Managers and other supervisors in all HR related issues, provide technical support ensuring they understand and apply HR management policies and tools.
- Provide support in the legal, administrative HR management of the mission, for both national and international staff , on issues related to Labour law, contracts, salaries, social security, labor relations, health insurance systems, etc
- Check together with HRCo the living standards of international, regional, delocalized staff and help monitoring international staff’s movements (visas, tickets, etc)
- Participate in the selection and recruitment processes, as well as in the induction programmes and welcome briefings/sessions in order to recruit and prepare the most suitable candidates for the mission
- Participate in the identification of staff development , training needs / potential to promote the professional growth of people within the organization.
- Report to the HRCo on the implementation of HR policies in the field as well as of any incidents / problems that may arise and make proposals to improve HR management in the field.
- Support HRCo in the overall administration of the Mission.
- Represent MSF in meetings with Authorities and other NGOs for issues related to HR and Administration, at the request of the HRCo.
- Support HRCo in all reporting tools under his/her responsibility.
Education
Essential University degree or further specialization in HR management.
Experience
- Essential experience in HR Management positions (minimum 2 years).
- Desirable experience in MSF or another NGO’s (minimum 2 years).
Language Level Description
C1 Proficient User
Effective Operational Proficiency or advanced
- Can understand a wide range of demanding, longer texts, and recognise implicit meaning.
- Can express ideas fluently and spontaneously without much obvious searching for expressions.
- Can use language flexibly and effectively for social, academic and professional purposes.
- Can produce clear, well-structured, detailed text on complex subjects, showing controlled use of organisational patterns, connectors and cohesive devices.
Technical Skills
HR Strategy Development
MASTER
Able to analyze the local HR context of the mission
Able to advise on the analyze of the HR organization of the project (workload, tasks allocation, needs calculation,...)
Able to define the HR strategy of the mission, integrating both operational needs and the one of the organization - global HR strategy (OC and international level)
Able to evaluate and plan the activities to put in place in order to implement the strategy
Legal
MASTER
Able to analyze the local legal context with the support of MSF tools
Able to organize the legal protection of the mission by identifying a local legal expert able to advise the organization, using guidelines and with the advise of legal adviser in HQ if necessary
Able to ensure the follow up of court cases, liaising with the HQ and the local legal expert
Able to write / co write a draft of any contractual document taking into account the local law and MSF policies and submit if necessary to the local and or HQ legal advisor
Able to ensure the follow up of the different taxes payment (fiscal obligation)
Administrative Management
AUTONOMOUS
Able to explain and ensure the proper implementation of policies, tools and processes related to legal management of the project (contract, rent,...)
Able to follow up legal aspects of the project management
Able to put in place a system to ensure the proper legal management of the project
Recruitment
AUTONOMOUS
Able to implement MSF administrative policies and tools (MSP, Health care package, GPS,...)
Able to implement processes autonomously and propose improvement in order to adapt them to the mission/project
Able to implement the function grid
Able to implement a salary revision
Career management
AUTONOMOUS
Able to support the supervisors to detect people with potentials based on competencies
Able to propose career development plan for national staff
Able to follow up career development plans
Training
AUTONOMOUS
Able to define objectives for specific trainings according to specific needs detected
Able to develop basic training sessions in own area
Able to make an assessment of training needs in a team/mission
Able to facilitate training sessions and to train other facilitators
Organization Design
MASTER
Able to advise the coordinators / supervisors / activity managers on how to define organizational structures and design organization charts
Able to advise coordinators / supervisors / activity managers on how put in place a system of meetings and communication flows adapted to the situation of their teams and to their activities
Team Management
MASTER
Able to advise coordinators / supervisors / activity managers on how to give and receive feedback in order to improve team work
Able to analyse (de)motivation factors in a team and advise coordinators / supervisors / activity managers in terms of motivation
Able to advise coordinators / supervisors / activity managers on how to delegate and on how to supervise
Able to advise and assist coordinators / supervisors / activity managers in case of conflicts or stress detected within a team
IT HR Tools
AUTONOMOUS
Able to use the IT system as a management tool, by extracting all the relevant data, analyzing them and drawing conclusion
Transversal Competencies
Strategic Vision
Has an overview and links current actions with organisational objectives
- Contributes towards the global vision.
- Relates the objectives of his/her project to MSF’s objectives.
- Is able to distinguish between working activities that give value to MSF’s objectives and those that do not.
- Sets and maintains an order of priorities in his/her work according to MSF’s strategic objectives.
Planning and Organising
Enables others to organize
- Provides support and offers alternatives to ensure that everyone in the team is able to plan/organise his/her own job.
- Ensures objectives are well defined, shared and acknowledged by the whole team.
- Involves the team in discussions on planning to increase efficiency.
- Is able to use other people’s planning to monitor activities.
- Enables others to organise and plan ahead, based on clear and structured vision.
- Organises plans and objectives according to the long-term vision.
- When a new situation arises, foresees the time required (by him/herself and others) and makes small organisational or time-related changes to deal with it.
- Provides reports from meetings with main points agreed and next steps proposed.
- Makes sure that everyone involved in a task is aware of its existence, knows the expected results and by when they are to be achieved.
Teamwork and Cooperation
Builds team spirit within the organisation
- Fosters and encourages collaboration between members of different teams, services and departments, even in difficult situations.
- Explains to others (in meetings, speeches, etc.) the importance of working in teams.
- Acts by example.
Leadership
Uses actions and indirect influences to persuade
- Gives solid and coherent arguments to support his/her points to the interlocutor, stressing the key information.
- Uses different communication tools and means (internal and external resources) to get the message across.
- Selects communication strategies to have a persuasive impact on the interlocutor.
- Seeks backup from experts and third parties to strengthen his/her point of view.
- Manages his/her emotions.
People Management and Development
Works on the growth and development of team members
- Offers each team member an equal opportunity to succeed.
- Publicly acknowledges good performance and positively reinforces it.
- Considers the personal development of each team member and proposes an individual development plan.