Job Description
JOB PURPOSE:
This role will be a temporary support to Ukraine response on operational HR across all areas of work in Poland.
Poland Country Team
In March 2022, Oxfam launched its response to the influx of refugees and other people forced to flee from Ukraine in Romania, Moldova, and Poland. A Country Team, which sits under a Program Management Unit for the region, has been established to provide leadership, oversee, support, and provide technical assistance to the response throughout Poland. The country team is comprised of no. of technical coordinators (WASH, Protection, Cash and Voucher, Partnership and MEAL) and operations personnel.
Poland Programs
Oxfam is supporting a partner-led humanitarian response for the assistance and protection of refugees and other vulnerable people from Ukraine and the communities, organizations and authorities that are hosting and supporting them in neighbouring countries. The response is strongly driven by the protection needs of refugees and the need for national organizations and authorities to be supporting in scaling up for the refugee response, delivering quality protection support, as well as advocacy for the rights and protection of all refugees and people on the move needing protection.
KEY RESPONSIBILITIES
- Lead end to end recruitment process for the mission in Poland response to ensure that recruitments follow agreed procedures and best practice. The position will:
- Process the advertising of vacancies through e-Arcu and national external sites; and ensure that they are promoted via GHT vacancy bulletin.
- Facilitate longlisting in liaison with recruiting managers (if requested).
- Ensure that Interviews are scheduled timely.
- Participate on interview panels (if requested).
- Facilitate requesting and approvals of references for all recruitments including headhunted, secondments, and consultants.
- Advising recruiting managers in the Poland response team on recruitment processes and practices (including the HR minimum requirements, preparation and composition of interview questions, documenting of candidates’ responses and interview panel decisions)
- Ensuring use of an effective system of record keeping for all recruitments, maintained within the guidelines of the Data Protection Act and that works across Affiliates where relevant.
- Support with contracts, pay above cases, pension/gratuity related queries, medical/insurance claims and issues related to Tax/VAT by liaising with Reward Shared Service Team as relevant.
- Production of contracts and letters of appointment, statements of terms and conditions of employment, undertake amendments as necessary and assist with any contractual related queries, when necessary.
- Support on onboarding/induction. Starter & leaver administration; arranging briefings / inductions and debriefings / exit interviews. Link with Logistics team to ensure visa and travel arrangements, IT equipment and accommodation have been arranged for the new starters and contract staff.
- Provide a comprehensive administrative support service to Country Lead e.g. updating any team contact details as needed.
- Able to apply, use and inform others about Oxfam HR policies, procedures, processes, systems and National Laws.
- Carry out contract briefings and debriefing and using the GOLD HR System to input and address salary/payroll related issues including monthly payroll and end of contract payments.
- Ensuring use of an effective system of record keeping, both electronic and manual, maintained within the guidelines of the Data Protection Act and that works across Affiliates where relevant
Experience, Knowledge & Competencies
Essential:
- Awareness of and demonstrated commitment to Oxfam’s values, mission and work
- Awareness of global justice, social change, women’s rights and gender equality and commitment to delivering humanitarian work through feminist principles.
- Knowledge and experience of operational HR issues and people management.
- Good interpersonal, relationship building and communication skills – written and verbal.
- A logical and clear approach to workload management.
- Accuracy and attention to detail and good organisational skills.
- Ability to work effectively as a member of the team and to operate flexibly.
- Gender and cultural sensitivity and commitment and understanding of the values of Oxfam and the principles of equal opportunities.
- Good level of numeracy and ability to produce and interpret management information.
- Fluency in written and spoken English and Polish.
- Computer literacy – word-processing, email, excel, HR databases.
- Organised and able to work effectively - a logical and clear approach to workload management; ability to pay attention to detail with the drive to achieve results
- Adaptable and flexible and be able to manage changing priorities
- Interpersonal awareness including listening skills and being able to consider different perspectives
- Pressure tolerance including being able to manage multiple priorities
Desirable
- Knowledge of Humanitarian HR issues and an understanding of international development and humanitarian work.
- Experience in a similar HR role within Oxfam, including use of relevant HR Systems i.e. OGB Peoplesoft system, familiarity with Oxfam policy and HR practice.
- Project management experience, the ability to work with others and a proactive approach to achieving defined goals.
The deadline of applications is on 6 October 2022.
