Assist in the implementation of Human Resources policies and procedures and in the correct administrative management of the staff working in the base or area, according to the indications of the HR Manager and the INTERSOS procedures, in order to ensure legal compliance with local laws.
2. Standard accountabilities (fixed)
HR policies, procedures and reporting
• Under the supervision of the Field HR Officer, support managers and staff on HR policies and procedures, and monitor the implementation of the rules in line with the Internal Regulation and the Labour Law.
• Contribute to the onboarding process for national staff, including personnel documents, induction and orientation.
• Assist the Field HR Officer to ensure that all contracts – employment, service, secondment and consultancy – comply with INTERSOS policies, national laws and donor requirements, and are archived.
• Support the Field HR Officer in collecting all HR documents at field level and ensure that they are sent regularly to the HR main office for proper archiving.
• Provide support in the case of an audit, under the supervision of the Field HR Officer.
Management of national staff
• Participate in ensuring standard HR processes.
• Guide and support managers and staff on HR policies and procedures, and monitor the implementation of the rules in line with the Internal Regulation, the Labour Law and the standard INTERSOS policies.
• Support the Field HR Officer and the line managers in the performance management process (IRP).
• Assist in ensuring that all staff are properly briefed and inducted.
• Assist the managers to draw up the annual holiday planning and the staff shifts, in order to forecast HR needs and to ensure HR availability for the project activities.
Recruitment
• Support the Field HR Officer in ensuring a fair and transparent recruitment process, in accordance with the Recruitment Policy.
• Promote and advertise the job opportunities through the most suitable recruitment channels.
• Ensure that all participants in the recruitment process sign the Conflict of Interests declaration.
• Provide support in reviewing the CVs and cover letters, and screen all applicants according to the selection criteria in order to provide a list of suitable candidates.
• Maintain contact with candidates throughout the selection process to ensure efficiency.
• Schedule and conduct interviews and tests with applicants who meet the specified criteria for the position, in accordance with the recruitment process and in close coordination with the line managers.
• Support the conduct of reference and background checks.
Administration
• Where requested by the Field HR Officer, contribute to administrative and legal related tasks and to payroll procedures, ensuring that all data related to the monthly salary calculation of national employees in his/her area of competence is correctly collected – days off, unpaid leave, sick leave, overtime and similar.
• Enter data into the database and the personal files and keep them up to date in order to facilitate the management of HR processes. Collect all personnel documents and archive them.
• Update the local social security and tax office employee files in order to meet the legal requirements and duties.
• Make all administrative information available to the staff, including postings and meetings.
• Support the Field HR Officer in translating documents into the local language, and assist the HR Manager in meetings upon request.
Representation
• In the absence of the Field HR Officer, liaise with the local authorities on HR matters, upon request of the HR Manager.
Accountability and safeguarding
• Support the regular monitoring that HR management is in line with the PSEA and Child Protection Policies, the Conflict of Interests provisions and the Internal Regulation.
3. Contextualised accountabilities – Afghanistan mission
Records, attendance and payroll inputs
• Collect and verify the monthly attendance records, including the biometric attendance report, leave requests and movement or mission orders, and submit them to the Field HR Officer within the monthly payroll deadline.
• Reconcile any difference between the biometric record and the supporting documents before submission, and report to the Field HR Officer any day that is not covered by a record or an approved document. Attendance and payroll data is never completed or corrected on the basis of what is stated verbally.
• Maintain the personal files complete and up to date, and ensure that no file is archived or removed while a case concerning that staff member is open.
Recruitment at field level
• Maintain the complete recruitment file for each process at base level – approved Staff Request and job description, advertisement, longlist and shortlist, test papers and scoring sheets, interview forms with the written comments of each panel member, the signed final selection sheet, reference check forms and the written confirmation of security clearance – and transmit it to the HR main office.
• Ensure that the documentation of every recruitment is retained and available for internal or external audit, including for processes where no candidate was selected.
Confidentiality and conduct
• Maintain strict confidentiality of all personnel data, salary information, disciplinary matters, candidate applications and complaints, and never discuss them outside the HR line.
• Never disclose the identity of a person who has raised a complaint or a concern.
• Declare in writing to the Field HR Officer any personal or family relationship with a candidate or a staff member, and withdraw from any process in which such a relationship exists.
• Never request, accept or offer any payment, gift or benefit in connection with recruitment or with any HR process, and report immediately any such request.
• Comply with the INTERSOS Charter of Values, Code of Ethics, the Policy for the Protection from Sexual Exploitation and Abuse (PSEA), the Safeguarding Policy and the Anti-Fraud Policy, and report any concern through the established channels.
• Perform any other task related to the function of the position, as assigned by the supervisor.
