Consultant - HR and Admin Manager

Job description

BACKGROUND TO THE ASSIGNMENT: 

International Medical Corps, which has a history of providing healthcare services and training in Ukraine that dates back to 1999, is expanding its activities in the country and the surrounding region in response to the war there. 

The situation throughout Ukraine is deteriorating rapidly as the conflict intensifies, prompting a sharp increase in humanitarian needs as access to essential services and supplies are disrupted and more and more people flee their homes. In addition, millions of Ukrainians have fled to neighboring countries, including Moldova, Poland and Romania, increasing pressure on host governments as they work to provide shelter and essential services to the new arrivals. 

Our response activities will include operation of mobile medical teams and providing emergency and primary health services, mental health and psychosocial support, gender-based violence services, child protection, nutrition, and water, sanitation and hygiene. If requested, we also are prepared to deploy our Emergency Medical Team and mobile health facility to provide emergency and primary healthcare wherever it is needed. 

PURPOSE OF THE ASSIGNMENT: 

Responsible for staffing, coordination of benefits, coordination of human resource activities and enforcing company policies and practices in International Medical Corps Country Program Field Offices. To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation: 

SCOPE OF THE ASSIGNMENT:  

The applicability of each duty and responsibility may varies depending on (1) the type of country program projects implementation and (2) its staffing management. 
 
The country program projects implementation could be for (1) an emergency response implemented or developed domestically or internationally or (2) developing existing projects internationally. 
 
The staffing management will be applicable according to International Medical Corps proposal activities and its current representation in country. The duties below are representative of general scope for this job profile and will be applicable accordingly for staff management of (1) national staff only, or (2) international staff only, or (3) both national and international staff.

EMERGENCY RESPONSE HR COORDINATION 

• When applicable the primary responsibility of this position is to support the implementation of services in an emergency setting. 
• Leading and managing all aspects of Human Resources activities in the field during Emergency Response and ensure compliance with local labor laws and International Medical Corps policies and procedures. 
• When country program projects are not yet implemented, assist on the implementation of International Medical Corps office from start up and up to registration in country and coordination of HR administrative support in compliance with local labor law and company policies and procedures 
• When applicable assist current HR operations in country program to support additional services implementation for an emergency response, liaising with in country HR leads to understand local processes and procedures. 

HR MANAGEMENT 

• Partner with the Country leadership team to understand the field program objectives, developing the HR strategy for the country, while ensuring its alignment to the country's strategy. 
• Serve as a member of the Country Senior Management Team (SMT) 
• Act as an expert for all HR matters and promote the HR department as a partner to the field program objectives and goals. 
• Actively participate and contribute in proposal design, writing and kick off meetings, specifically advising on organizational structure, position scoping and other inputs critical to ensuring a strong HR foundation that supports program quality. 
• Manage the HRIS data administration and payroll system, providing staff and managers with the essential reports to support decision making and management 
• Implement HR programs and policies, ensuring that every aspect of human resource management incorporates the vision, values, and culture of the organization. 
• Actively promote safeguarding and protection from harassment, bullying and sexual misconduct in the workplace. 
• Act as credible, reliable, and impartial facilitator in preserving a healthy and productive work environment, in conflict resolution, and disciplinary processes. Promoting peaceful conflict resolution, wellbeing initiatives and advocating employee assistance programs, and resilience activities. 
• Develop, maintain and ensure compliance to HR policies, procedures, standardization of HR forms across offices and sharing of best practices between field locations; working with HR team to conduct relevant training for HR staff in all sites on HR administrative processes and procedures, specially aimed at transparent recruitment process, contract management, HR reporting and staff personnel files management 
• Implement an effective management system for office and residential facilities supplies, cleaning, maintenance and occupancy. 
• Ensure appropriate trackers are in place for timely renewals and terminations of leases, contracts and related services. 
• Participate in wider HR working groups and donor meetings and communicate with external agencies including administrative and legal authorities and government and other relevant external agencies. 

NATIONAL STAFF 

• Coordinate MAST training and support and feed reporting and tracking system 
• Manage the talent acquisition process for all national positions and ensure policies and procedures are followed according to labor laws and internal regulations. 
• Manage and ensure that all national staff, volunteers and consultants effectively receive orientation and onboarding materials and promote liaison with leadership to ensure orientation is up to date. 
• Ensure International Medical Corps Country HR Manual is developed and applied to the country programs and it is regularly updated, ensuring compliance with national legislation, humanitarian principles, donor requirements, and IMC HR global policies and guidance. 
• Ensure all national staff contracts are in place for all types of staff including volunteers and consultants according to local labor law 
• Ensure administration of benefits are compliant with local legislature 
• Oversee the timely recording employee data, records, headcount and benefits, ensuring monthly trackers and reviews are implemented. 
• Ensure accuracy of employee's timekeeping and timely execution of monthly payroll together will all relevant departments. 
• Coordinate performance reviews and management with managers and monitoring employee attitudes, productivity, and performance outcomes, while supporting depart heads to effectively implement the PMP and link it to staff development and capacity building and training. 
• Support the management team, coaching and development of national staff to build a cadre of skilled, committed and motivated staff 
• Assess capacity, plan up skilling actions, and monitor improvements. 
• INTERNATIONAL STAFF 
• Manage the offboarding process of all national staff
• When applicable liaise between hiring managers and HQ Recruitment team to promote an effective and smooth talent acquisition process of international staff. 
• Support HR HQ to feed reporting and tracking system for international staff recruitment, travel/onboarding and Compliance Mandatory training as applicable 
• Manage and ensure that all international staff, volunteers and consultants effectively receive orientation and onboarding materials for new hires and visitors; liaison with leadership to ensure orientation is up to date. 
• Ensure Visa and residency issuance service for international staff and external visitors are streamlined, efficient and cost effective. 
• Support HR HQ on administration and documentation related to international staff and volunteers. 
• Support HQ HR on offboarding process of international staff and volunteers. 
• Coordinate with Logistics department to ensure that Logistics provide appropriate fleet management and transportation for all international staff, volunteers and visitors. 
• Ensure suitable accommodation and living arrangements are provided to all international staff, volunteers and visitors 

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive

Payment:

Payments are delivery-based. Any deliverable not meeting the required specifications will have to be reworked and resubmitted at no additional cost.  Payments are made upon submission of progress reports on completed tasks, outlined against planned outputs. Based on the report and satisfactory performance, payments will be certified by the supervisor. 

Title Rights:

International Medical Corps shall be entitled to all property rights including but not limited to patents, copyrights and trademarks with regard to material, which bears a direct relation to, or is made in consequence of, the services provided to the organization by the consultant.   

Insurance: 

Consultants are fully responsible for arranging, at their own expense, such life, health and other forms of insurance covering their period of service on behalf of International Medical Corps as they consider appropriate.  Consultants are not eligible to participate in life or health insurance schemes available to International Medical Corps employees 

Taxation:
International Medical Corps undertakes no liability for taxes, duty or other contributions payable by the consultant on payments under this contract.   

Termination of Contract:

Either party may terminate this contract before the expiry date of the contract by giving notice in writing to the other party.   

The period of notice shall be 5 days in case of contract less than 2 months duration and 30 days in the case of contracts for longer periods; provided however that the in the event of termination on the grounds of misconduct or the in the event of termination on the grounds of misconduct or poor performance by the consultant, International Medical Corps shall be entitled to terminate the contract without notice. In the event of the contract being terminated prior to its due expiry date, the consultant shall be compensated pro rata for no more than the actual amount of work performed to the satisfaction of International Medical Corps. 

International Medical Corps, which has a history of providing healthcare services and training in Ukraine that dates back to 1999, is expanding its activities in the country and the surrounding region in response to the war there.

The situation throughout Ukraine is deteriorating rapidly as the conflict intensifies, prompting a sharp increase in humanitarian needs as access to essential services and supplies are disrupted and more and more people flee their homes. In addition, millions of Ukrainians have fled to neighboring countries, including Moldova, Poland and Romania, increasing pressure on host governments as they work to provide shelter and essential services to the new arrivals.

Our response activities will include operation of mobile medical teams and providing emergency and primary health services, mental health and psychosocial support, gender-based violence services, child protection, nutrition, and water, sanitation and hygiene. If requested, we also are prepared to deploy our Emergency Medical Team and mobile health facility to provide emergency and primary healthcare wherever it is needed.

The position is based in Poland and may require in country travel based on security.

Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps and donor compliance and ethics standards and adheres to those standards.

Safeguarding
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.