Human Resource & Administration Officer

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.

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.

• 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

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.