Human Resource Coordinator

Human Resources Coordinator
Juba with frequent field visit
Reporting to Country Director with dotted line to the Systems Director General Background of the Programme

GOAL is a global humanitarian organisation who works with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability. GOAL has been working in South Sudan since 1985 with a focus on health, nutrition, WASH, food security and livelihoods. GOAL is continually adapting and responding to the context to support the communities where we work. General Description of the Role
The Human Resources Coordinator is responsible and oversees all human resource activities for GOAL in South Sudan Programme, comprising the entire employee lifecycle from recruitment and selection to performance management and remuneration to offboarding. The HR Coordinator provides day-to-day HR support but also works strategically to ensure HR projects, policies and procedures are implemented in line with the organisation’s values, local legislation as well as best practice. Key Areas of Accountability/Duties

Human Resource Strategy, Policies, and Planning

• Work collaboratively with the Systems Director, Senior Management Team (SMT), Heads of departments, the national, regional and Head Office HR teams, and other stakeholders to maintain an organisational culture in line with GOAL’s values and goals.
• Maintain a high-quality and efficient HR function, including appropriate technology, systems and tools, including the use of metrics and people data to inform key decisions. Develop, implement and monitor HR Key Performance Indicators (KPIs).
• Guide management and employee actions by formulating and recommending HR policies and objectives for GOAL, and partner with management to communicate HR policies, procedures, and initiatives.
• Ensure that HR processes and regulations remain compliant with labour law, GOAL policies, donor requirements and best practice.
• Design, direct and manage a process of organisation development that addresses issues, such as strategic workforce planning and key employee retention. Lead a strategic workforce process that evaluates structure, job design, and personnel forecasting across GOAL South Sudan. 
• Support management by providing HR direction, advice and counsel.
• Maintain knowledge of trends, best practices, regulatory changes and new technologies in HR, talent management and employment law, and apply this knowledge to communicate changes in policy, practice, and resources to senior management.
• Lead the development and implementation of HR Department objectives and systems.
• In collaboration with the Systems Director and other senior managers, optimize organizational structures for maximum operational efficiency.
• Drive employee engagement in working with leadership to develop effective internal communications strategies, processes, tools and training to promote morale and performance.
• Initiate, oversee and coordinate updating HR software systems

Lead, Mentor and Manage Human Resource Staff

• Provide effective leadership, coaching and guidance to the HR teams across GOAL South Sudan offices and ensure a skilled, motivated and collaborative HR function
• Ensure GOAL’s performance management system is implemented for direct reports, including individual and project planning, regular feedback, coaching and mentoring, mid-term reviews and annual performance appraisals.

  Talent Acquisition and Recruitment

• Lead the HR team in developing and implementing a recruitment strategy, ensuring the right talent is hired at the right time, to meet changing and evolving needs.
• Guide the HR team in establishing and maintaining practises and procedures that identify, source, assess, select and hire the best talent, providing hands on support as needed.
• Ensure a timely, thorough and consistent onboarding and induction process for new hires.

Performance Management and Employee Development

• Lead on the proper implementation of GOAL’s performance management system and employee development/training programs.
• Lead on the development and execution of employee engagement and retention strategies by recommending innovative and continual improvements for employee engagement and by designing and implementing training, mentoring and professional development and succession plans.
• Ensure all managers and supervisors are trained in GOAL’s performance management system.
• Support, monitor and liaise with all line managers to ensure all aspects of the performance management cycle are being conducted regularly and appropriately. Coach and provide guidance to managers in the implementation of a performance improvement process with poor-performing employees.
• Develop and implement an employee development/training tracking system that addresses staff training needs (including staff onboarding, needs assessment, management development, etc.).

 Compensation and Benefits

• Conduct and participate in regular salary benchmarking exercises within the NGO sector to ensure GOAL South Sudan’s renumeration package is competitive, balancing staffing needs with available budgets.
• Liaise with external and internal stakeholders, including the HR Department at Head Office, on the review of GOAL South Sudan’s renumeration package and ensure all necessary approvals are obtained for the implementation of the annual pay budget.
• Keep abreast of changing employee benefits regulations, as well as the shifting needs of GOAL’s workforce and ensure that GOAL’s pay scale complies with local laws and regulations as well as organisational practice
• Work with managers to develop and review promotion and retention strategies for existing employees.
• Oversee the processing of timely and accurate monthly payroll for all South Sudan offices in cooperation with the Finance department. 
• Ensure administrative procedures related to taxes and payment of social security obligations are being followed in compliance with labour law.

 Employee Relations and Personnel Administration

• Create and implement employee relations policies and procedures to help increase employees’ engagement and job satisfaction.
• Promote and provide guidance on employee welfare, wellbeing and health programs.
• Provide strategic support to managers on employee relations and performance management, ensuring that issues are dealt with in a fair, timely and consistent manner, using appropriate counselling, investigative, intervention and mediation techniques.
• Consult with legal advisors and HR at HQ on complex employee relations issues in a balanced, fair and objective manner.
• Conduct and support with disciplinary and grievance processes and ensure all disciplinary and grievance cases are being tracked for consistency and learning purposes.
• Ensure GOAL’s Dignity at Work Policy and Grievance Procedures are fully operational and effective in enabling a supportive working environment for staff.
• Ensure that the HR team are tracking/monitoring and following up on key employee data, such as leave request, contract dates, probationary periods, timesheets, etc.
• Ensure contract terminations are appropriately documented and ensure all monies are paid to the departing staff member.
• Ensure the timely & accurate processing of new contract, contract extension, staff transfer, promotions and other changes of status.
• Prepares periodic reports for management, as necessary or requested, to track strategic goal accomplishment.
• Work closely with Internal Audit and Investigations in respect of resolution of identified areas of HR weakness and incidents.

Personnel Administration and Documentation:

• Prepare payroll every 2^nd week of the month and submit it to Finance/ Systems Director for review before it’s approved by the Country Director
• Review the staff database and HR files on a frequent basis, ensuring they are maintained to the standard and kept up to date.
• Ensure audit issues are addressed as per the agreed timeline.
• Ensure staff contracts are kept up to date and that all staff whose contracts are not going to be renewed are informed in line with the HR handbook and country labour laws.
• Ensure that timesheets are completed monthly for all staff and confirm that all exiting staff have completed the process. Also share the timesheet tracker on 10^th of every month.
• Ensure all contract terminations are appropriately documented, and all owed monies are paid to the departing staff member in a timely manner.
• Work with line managers and department heads to maintain leave plans for all staff, update the leave tracker on monthly basis and share with staff for better planning to avoid gaps where 2 staff members from the same departments leave at the same time.
• In consultation with line managers, ensure that there is cover for staff going on leave.
• Keep records in hard and soft copies of approved leave requests.
• Ensure the timely processing of new contracts, contract extensions, staff transfers, promotions, and other changes of employment status.
• Manage processes related to disciplinary actions, staff exiting and termination.
• Respond to employee related queries and provide services to all HR related inquiries and requests.
• Administer and participate in the review of the organization HIV and AIDS Workplace Policy
• Ensure work/residence permits/vaccinations is issued for all expat staff and other requirements. And ensure the trackers are maintained and kept updated/shared with expat team.
• Liaise with the external Legal advisor on labour issues at Ministry of Labour and the Courts

Safeguarding:

• To foster an inclusive working environment which is non-threatening and safe for all. An environment that addresses safeguarding adequately in its processes and where the barriers to raise and discuss concerns about safeguarding issues are identified and where possible mitigated.

Values & Behaviours:

• Strong commitment to upholding and promoting GOAL’s values; Respect, Integrity, Courage, Partnership and Humanitarianism.

Other duties:

• Keep track of issues relevant to HR such as the introduction of new policies.
• Network with GOAL Global HR Group/HR Managers from other INGOs to keep informed of HR-related issues.
• Ensure all staff have valid ID cards.
• Manage the HR & Admin team.

Qualification and Experience 

• Master’s/bachelor’s degree in human resources, business administration, or related field.
• Minimum of 5 years of experience in Human Resource Management.
• Comprehensive knowledge of South Sudan Labour Laws.
• Fluent in English both writing and speaking.
• Competent computer skills; Microsoft Word/Excel/PowerPoint/Outlook
• Excellent administration skills and a strong attention to detail.
• High level of discretion and confidentiality
• Calm, analytical with diplomacy and communication skills.
• Organized, a self-starter and an enthusiastic team player.
• Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions.
• Certification in Human Resources

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

 

GOAL has a Staff Code of Conduct, Safeguarding and Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty. Any candidate offered a job with GOAL will be expected to adhere to these policies and other GOAL and Donor policies.

 

GOAL’s Conflict of Interest Policy applies to all recruitment processes. Staff will be required to declare Conflict of Interest during the process.

Note: If you have any serious concern over wrong doing please report it at www.safecall.co.uk/report or email goal@safecall.co.uk  All information is treated confidentially by Safecall and you may remain anonymous if you wish

 

This Job Description only serves as a guide for the position available. GOAL reserves the right to change, revise, omit, and add in part /in whole this document any time without giving any reason thereof.