Job Title: Human Resources (HR) Manager ( 70 %)

Location: Aden, Yemen.

Job Holder Reports To: Country Director (CD)

Reporting to Job Holder: HR Senior Officer, HR focal point in the Base, PSM

Overall Purpose:

Working as an important member of a diverse, multi-cultural team who are committed to serve the world’s most vulnerable with practical and compassionate care, the HR Manager is key to the efficient and effective running of the country office, ensuring programme human resource and administration needs are met.

The HR Manager role is responsible for providing strategic leadership, guidance, and management of the Human Resources and Administration functions in a way that is reflective of Medair’s values. Ensures all activities are carried out and documented with integrity in accordance with Medair local and Global Support Office (GSO) policies and procedures, donor guidelines, and the Yemeni Labour Law. 
Project Overview    In Yemen, Medair is working to help support communities, through Health, Nutrition, and Wash activities to meet essential needs of the most vulnerable. 

FUNCTIONAL PERSONNEL LINKS 

Internal    

• Country Director
• Project Coordinator
• Project Managers, Managers and Senior Officers
• Field and GSO Advisors
• HR Partner
• Medair Project Support team 

External    

• Local and International NGOs and relevant UN agencies 
• Benefits providers (health insurance, social security, etc.)
• Legal counsel (as appropriate) 
• Local authorities

Major Duties and Responsibilities

Human Resource Management

Strategy and Policy

• Contributes to the Medair country programme strategy and leads the achievement of strategic human resource goals, effectively communicating a vision and plan with relevant stakeholders. 
• Ensures all Medair country programme human resource practices adhere to local Yemen laws and regulations, are in line with organisational policy and practice, and meet donor requirements. 
• Monitors official and formal communiques, decisions, and newly instated laws and regulations relevant to the work of the organisation, ensuring timely and clear communication with senior management.
• Leads in developing, maintaining, and updating HR internal policies, procedures, handbook, and regulations in adherence to best practices. Oversees the country programme’s archives of all updated versions of Medair policies in English and Arabic and ensures policies are applied in a fair and equitable manner.
• Provides sound leadership and advice to managers, including problem resolution on complex and sensitive policy interpretation and procedural issues to line managers and staff. 
• Promotes and acts on ideas for continuous improvement in HR systems and processes.

Recruitment and Onboarding

• Coordinates with senior management and heads of departments to develop recruitment and staffing plans.
• Review clear recruitment policy and oversees the recruitment, selection, and placement processes, maintaining transparency with all internal and external stakeholders. 
• Ensures accurate and complete records of recruitment activities and results are kept and available for review.
• Supervises the onboarding processes for all new staff provided by the HR team, including creating personnel files, coordinating comprehensive induction programmes, and issuing standard new-hire documents and supplies.
• Delivers the HR briefing to all new staff.

Performance Management

• Promotes a performance management culture and ensures the compliance of line managers with the Medair Performance Management cycle as directed by GSO. Provides support through the provision of communications, training, materials, and reminders, documenting performance results accordingly and delegating to the HR focal points in the base, as appropriate.
• Supports line managers in the objective setting, measurement, and management of performance during probation to enable timely interventions, including managing a fair probation termination or alternative decision process, as needed.
• Advises and supports line managers for effective management of underperformance, providing support through any disciplinary or capacity review process. Provides support in the implementation of performance improvement or development plans and counsels and mediates in appraisal discussions.
• Review and if needed implement a clear and fair promotion policy for Medair in Yemen.
• Develops culture and ideas for improving recognition of high performing staff and sharing team accomplishments.

Training and Development

• Leads in the design and implementation of a learning and development (L&D) plan to develop the capacity of national staff to perform optimally in their roles, overseeing the maintenance of a training resource library managed by the HR team. 
• Ensures that L&D is maximized by measuring the impact of training programmes and sharing learning across the organization.
• Ensures regular refresher trainings are scheduled and delivered on topics such as Code of Ethics, Fraud, Sexual Harassment, etc., providing direction to the HR focal points to contribute and to maintain staff training records.
• Sources in-house and external training opportunities in coordination with the Logistics Department.

Compensation and well-being

• Oversees and ensures the accurate, timely administration and preparation of payroll and benefits in coordination with the Finance Department. 
• If required, leads the salary and benefits review process alongside senior management, including salary and cost of living surveys.
• Communicates with relevant authorities and benefits service providers regarding any new staff, amendments, claims, or end of contracts, providing direction to the HR team to submit supporting documentation or reports, as needed.
• Maintains resources for staff well-being and mental health. Links staff with appropriate service providers, as needed.
• Promotes a healthy working environment and proactively communicates areas of improvement with senior management.
• Monitors compliance with and actively enforces implementation of health and safety and other legislation. 

Administrative

• Manages and ensures the secure, accurate, and timely maintenance and archival of the HR systems (soft and hard copies).
• Supervises the HR team and HR focal point to maintain up to date records and accurate tracking of staff hours worked, leave accrual, etc.
• Manages database of all employment contract types and lengths. Proactively liaise with management regarding any contract amendment, renewal, extension, or completion. 
• Supports in the management and investigation of cases: grievances, appeals, discipline, as well as safeguarding issues, seeking legal advice as required in coordination with senior management.
• Oversees the offboarding processes for all staff provided by the HR team, including timely clearance and final payments for end of contracts, release documents, exit interviews, and experience letters.
• Submits accurate and timely internal reports as required. Contributes on requests for external reports.
• Ensures relevant documentation, correspondence, translation, and archiving is carried out with accuracy in a timely manner
• Oversees the practical scheduling and organizing of staff meetings and workshops as requested by senior management.
• Develops and monitors administrative processes and trackers, as needed.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed

Human Resources Management for Nationally Recruited Staff

• Manage the day-to-day Human Resource functions of the programme as they relate to nationally recruited staff including, but not limited to:
  • Manage and co-ordinate the recruitment process for new / vacant positions in conjunction with the relevant line manager. This will include updates to job descriptions, advertise the vacancy, draw up the short-list, interview potential candidates and make the appointment
  • Ensure all nationally recruited staff have a current employment contract
  • Work with line managers to ensure all new staff receive a relevant and appropriate induction when commencing employment with Medair
  • Support line managers on staff wellbeing
  • Follow the correct procedures according to Medair policy and local labour laws when renewing or terminating a staff member’s contract
  • Ensure relevant HR documentation is made available to staff in a language they understand or is explained verbally to those with limited reading ability
  • Organise appropriate debriefing, if required, following any critical incident
  • Ensuring exit interviews are carried out and appropriate records are kept when individuals leave Medair
• Regular review, update and / or develop of employment documentation for nationally recruited staff, including job descriptions, employment contracts and staff guidelines, ensuring they meet the requirements of local labour laws
• Support line managers as necessary on disciplinary action and grievance procedures, ensuring that the correct procedures are followed and records are kept in accordance with Medair guidelines and local labour laws
• Represent Medair before all local and national ministries related to labour
• Organise appropriate debriefing, if required, at end of contract or following any critical incident
• Manage health and other work-related insurance coverage schemes for nationally and regionally recruited staff 
• Manage nationally recruited staff payroll
• Manage and coordinate the successful implementation of Medair’s HR Information System (Medair people) for nationally recruited staff in Yemen, as a single database of informations in Medair.

Human Resources Management for Internationally Recruited Staff

Liaise with field management and GSO Human Resource Partner on HR issues for internationally recruited staff including, but not limited to:

• Support line management to identify staffing needs
• Provide pre-assignment programme specific information
• Co-ordinate and process any required visas, alien registration, or work permits
• Communicate arrival information to relevant individuals within the team
• Work with line managers to ensure new staff receive a relevant and appropriate country / programme briefing and that a full induction and handover is carried out.

Manages HR and Admin staff and HR focal points, professional development, including objective setting, regular feedback, appraisals, and L&D.
Qualification / Experience

 
Work conditions: This is a position based in Aden with regular field visits in our base in Yemen. 
    
SALARY: According to Medair standard salary scale

JOB COMMITMENT 

TYPE OF CONTRACT: 70% Contract
PLANNED START DATE:  August 2024
TRAINING: As required
DURATION OF COMMITMENT: 5 months with a possibility to extend depend availability of fund