Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.
IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.
IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.
IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.
The Freetown Cluster Delegation is the hub to support the Red Cross-National Societies (Sierra Leone, Guinea, Liberia, and Guinea Bissau) to deliver the IFRC mandate with a focus on Disaster Management, Capacity Building of the National Societies and Humanitarian Diplomacy.
Job Purpose
Reporting to the Coordinator, Corporate Services, the position incumbent is responsible for support on Human Resources and Administration. He/she will ensure that the organisation’s leaders, managers, and staff within the delegation receive quality, value adding and consistent HR services and advice that supports the cluster and the operations whilst ensuring equity among staff and compliance with HR programs and policies.
The Incumbent will also provide administration support to the cluster by ensuring smooth facilitation of travel to guests and incoming delegates, organise their pick-up and arrange for their accommodation and other administration related service.
Job Duties and Responsibilities
Recruitment and Resourcing:
- Manage the full circle recruitment process for Delegates and National Staff – from advertisement and selection, interviews, contracting and onboarding.
- Ensure job descriptions are appropriate and relevant from a technical point of view by liaising with relevant technical units. Classify and grade jobs according to the Clusters standards before advertising.
- Promote equity, transparency, and consistency in the selection process.
- Work with recruiting managers on workforce plans to ensure the short turn around period for all recruitments.
Contract Management:
- Administer the end to end contracting for all types of contracts.
- In liaison with Regional HR focal points, review National staff contracts for accuracy and alignment with the local labour laws within IFRC countries of operations.
- Ensure timely renewal of contracts.
- Manage probations periods for staff and ensure timely confirmation or advise in case of non-confirmation or extension.
Compensation and Benefits Management
- Ensuring that the pay practices comply with state and federal laws and regulations.
- Manage the administration of the social security and pension for national staff and ensure the proper implementation of the same.
- Prepare payroll list and ensure it is validated by the Head of Country Cluster Delegation and Finance.
- Ensure timely remittance of taxes.
- Updating and maintaining payroll records.
- Maintain updated information on staff salaries, allowances and ensure compliance with current laws and regulations in close collaboration with the Finance Department.
- Manage Staffs insurance in collaboration with the insurance companies (update of the list of Staffs and their relatives for the medical insurance, to request their incorporation and disincorporation at each start and end of contract) Administering the organization’s benefits programs (retirement plans, leave policies, wellness programs, insurance policies)
- Ensure accurate preparation of final dues/termination benefits.
- Monitor a cost-of-living in the country and compare with other INGOs practices and give recommendations to the HOD on Cost-of-Living Adjustments (COLA)for staff.
Performance Management & Learning and Development
- Support managers to develop and establish highest levels of performance from their staff.
- Guide managers to perform the whole range of performance management activities (e.g. set objectives, appraisal, identify gaps and contribute to the definition of training and development actions as appropriate
- Provide guidance and support to managers and staff in cases of poor performance and disciplinary situations.
- Train staff in the use of the relevant tools e.g. performance online and advocate for highest standards of performance management
- Share information received from Staff Development with all the team
Job Duties and Responsibilities (continued)
Compliance Management
- Ensure Compliance to National Staff regulation, organizational policies, national labor and the federation procedures to in all activities.
- Maintain safe and secure filing system for Human resource documents.
HRIS Management(D365)
- Ensure the employee data is up to date in D365.
- Timely termination and removal of exited staff from the system.
- Timely hiring of the new staff in the D365 before their start date.
- Train new staff on D365 and also old staff on new features in the system.
Employee Relations
- Handle employee grievances including settling disputes and conflicts.
- Capacity staff on staff regulations
- Enhance employee engagement.
Administration
- Provide Welcome Pack (Travel, Security, Health information), phones, staff cards and IT equipment, apartment keys to the Delegate, Consultant and Visitor and ensure that information about changes have been dually communicated to all in collaboration with the fleet dispatcher.
- Supervise all the immigration processes.
- Ensure Delegates and dependants are up to date with their visas, biometric Resident and Work Permit.
- Initiative and administration of E-contract system a keeping track of expiry dates, renewals, notice periods, payments, etc.
- Ensure Delegates and National Staff complete their end of mission formalities with all Departments and turnover all Admin items (ID Card, keys, dongle, phone, laptop, sim card) before departure in collaboration with the other departments.
- Organise and supervise the debriefing of Delegates or National Staff at the end of their contracts, in collaboration with other departments.
- Maintain working relation with the respective ministries such as ministry of Foreign Affairs, Immigration and Ministry of Labour.
- Plan for travel, accommodation and visa for incoming and outgoing international delegates or national staff.
Ensure that all the permits and licences required for the running of the office are renewed on a timely manner.
Duties applicable to all staff
- Actively work towards the achievement of the Federation Secretariat’s goals
- Abide by and work in accordance with the Red Cross and Red Crescent principles
- Perform any other work-related duties and responsibilities that may be assigned by the line manager
Education
- Relevant University degree field or in social sciences (Required)
- Professional qualification in HR and registered with a professional HR Body (Required)
- Post Graduate qualification in Human Resource Management is an added advantage. (Preferred)
Experience
- At least 3 year’s relevant professional HR practice. (Required)
- Experience of facilitating recruitment and on boarding processes. (Required)
- Experience of working for the Red Cross and Red Crescent (Preferred)
- Experience working with governmental and international non-governmental organizations, authorities, and agencies. (Required)
- Experience of handling confidential information. (Required)
- Experience handling employee relations matters. (Required)
- Experience in preparing staff payroll. (Required)
- Experience all employee circle management. (Required)
- Experience handling administration. (Required)
Knowledge, Skills and Languages
- Proficiency in Computer Applications (Windows, spread sheets, etc.). (Required)
- Ability to communicate with internal employees and external stakeholders at all levels. (Required)
- Ability to work in a cross-cultural, cross-functional, and multi-cultural environment. (Required)
- Ability to work with complete integrity and confidentiality. (Required)
- Excellent organizational, planning and influencing skills. (Required)
- Diplomacy skills. (Required)
- Skills in training and developing staff. (Required)
- Customer service. (Required)
Competencies, Values and Comments
- Values: Respect for diversity; Integrity; Professionalism; Accountability
- Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust
- Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others
