This position is contingent upon funding.
PROGRAM/DEPARTMENT SUMMARY:
Cyclone Pam was a Category 5 storm that left a trail of massive devastation across the islands of Vanuatu on 13 March, 2015. Initial reports currently estimate the official death toll at 11 people, but many anticipate that number will rise once they are able to more thoroughly inspect the outer islands of the scattered archipelago. It is expected that at least 80% of the population (of 250,000) are affected across all 80 islands of the country. Mercy Corps has deployed a team of emergency response experts to assess the situation following one of the strongest storms in recorded history. The most pressing initial needs will be for clean water, sanitation, temporary shelter, and food. We know that the storm has devastated some of the country’s most vulnerable people. While working to meet immediate humanitarian needs and begin coordinating with institutional donors, the United Nations, the Vanuatu government, and others, the response team will also determine possible strategies for helping communities rapidly transition from relief to long-term rebuilding and recovery in the hopes of securing some funding.
GENERAL POSITION SUMMARY:
The Human Resources Manager is a position based in Port Vila with travel to the outer islands as requested. The position provides specialized support to Mercy Corps’ programs in Vanuatu, assisting in the achievement of Mercy Corps goals by facilitating policy and systems for human resource needs to ensure efficient and effective operations. This position will ensure human resources practices and objectives that will provide an employee-oriented, high performance culture that emphasizes empowerment, quality, goal attainment, and the recruitment and ongoing development of a committed and skilled workforce. The Human Resources Manager will coordinate implementation of services, policies, and programs through Human Resources staff.
ESSENTIAL JOB FUNCTIONS:
Human Resource Management
* Implement transparent and appropriate HR practice, standards/procedures and policies in accordance with Mercy Corps Employee Handbook to strengthen the Human Resources (HR) function overall. This should include the rollout of the Handbook in the field offices, training of HR/Admin staff, setting up of electronic and paper personal files, setting up the personal database files and leave tracking.
* Manage and ensure that all MC Human Resources are in compliance with the human resource protocols, record keeping (including PRF’s, PAF’s, timesheet, employee data sheets, ID cards, disciplinary papers, performance evaluations and other HR files) and management of required information for compensation and benefits administration.
* Identify weaknesses in current HR systems. Advise supervisor on outstanding issues and assist in designing and implementing, as required.
* Provide guidelines and technical assistance related to the Human Resources function to all Mercy Corps staff in Vanuatu.
* Oversee the monthly procedure of time allocation for all staff including collection, review and compilation into payroll, and training new staff on timesheet procedure.
* Process monthly timesheet summary in conjunction with finance staff and ensure payroll is delivered in a timely manner to all offices.
* Participate in recruitment, disciplinary and termination meetings of all national staff in coordination with Operations Manager and Program/Project Manager.
* Ensure recruitment systems allow Mercy Corps Vanuatu to hire top-quality staff members.
* Responsible for the orientation of all new national staff on Mercy Corps Vanuatu systems, policies and procedures.
* Lead a review of policy and implementation guidelines based on Vanuatu laws.
* Maintain annual holiday schedule including determination of exact holidays in advance of the holiday and informing all staff.
* Oversee the clearance of terminated employees, as per Mercy Corps Vanuatu policies and procedures.
* Manage all human resource related legal issues in compliance with the Vanuatu labor law and structures.
* Determine and recommend employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale and motivation within the Vanuatu Country and Field offices.
Training and Development: * Supervise the Staff Development Team in the effective implementation of the performance management system that includes performance development plans and work plans and employee development programs. This including building the capacity of national staff through internal and external trainings.
* Coordinate the Staff Development team in the continuous development and delivery of the country-wide staff development strategy, as required.
* In coordination with the Staff Development Team, lead high-qualify new staff induction and orientation programs for new employees and visitors to MC Vanuatu.
* Identify and develop diverse and skilled sources of talent; coordinate hiring activities across field offices to insure continuity and best practice.
* Work closely with all senior managers to ensure that staff development plans are in place for all team members and that indicators of success are developed and measured.
* Through the course of 12 months the HR Manager will be expected to identify a national counterpart and nationalize the function of HR Manager.
Administrative:
* Responsible for all visa, work permit, residence permit and other legal documentation required for all expatriate staff.
* Ensure all expatriate administrative records and documents are properly filed in an orderly and logical manner, these including copy of valid passport, copy of valid residence / work permits and any other documentation.
* Assist the Humanitarian Director and eventual Country Representative in liaising with the local government in relation to the above.
* Assist the Humanitarian Director and eventual Country Representative as necessary in liaising with legal counsel.
* Responsible for proper reception and accommodation of visitors and new arrivals: pick up and drop off at airport, guest apartment or hotel bookings, provision of guest telephone (charged), ‘constant companion’, security briefing document, etc. in coordination with Security and Logistic teams.
* Coordinate translation services: processing translation requests from staff through service contracts with qualified translators.
Accountability:
Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work: participation, transparency, feedback and learning, and complaint mechanisms.
Organizational Learning:
As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
SUPERVISORY RESPONSIBILITY: HR team, Admin and Liaison Officer, Translator (as these positions are recruited).
ACCOUNTABILITY:
REPORTS DIRECTLY TO: Humanitarian Director
WORKS DIRECTLY WITH: Mercy Corps Operation staff, Finance, Program Managers and partner organizations, other Mercy Corps staff and HQ Leadership and Organizational Effectiveness team
KNOWLEDGE AND EXPERIENCE:
* A BA/S or equivalent in relevant field; MA/S preferred.
* 3-5 years’ NGO experience successfully managing multi-sectoral programs in the field focusing on Human Resources
* Experience working in international relief and development in administration, staff supervision and development, training, and inter/intra - agency communications.
* Demonstrated ability to meet deadlines and attention to detail.
* Ability to work effectively as part of team.
* Strong inter-personal, cultural and diplomatic skills.
* Demonstrated proficiency with the MS Office software (i.e., Word, Excel, Power Point) is required.
* Fluency in English is required.
SUCCESS FACTORS:
The successful candidate will be proactive, creative and a problem solver. S/he will be conscientious with an excellent sense of judgment. S/he will be able to thrive in a fast-paced environment and will be capable of multitasking. S/he will demonstrate strong understanding of cultural and social environment in the region and have the willingness and ability to work effectively with a wide verity of people.
LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:
The HR Manager is based in Port Vila and requires regular travel to areas impacted by the typhoon. Accommodation will vary depending on post and may include hotels, but team members should expect group living in austere environment and must be able to be 24 hours away from medical care. Long term members may be placed in individual housing as conditions stabilize. The security situation will be closely monitored as the response develops. Team members should expect variable levels of insecurity. Air, road, boat, and ferry travel may be necessary to move between the established operations base and affected areas. Transportation conditions are likely to be impaired during the initial stages of response efforts.
Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.
