JOB DESCRIPTION. Department: Human Resources Length of contract: Indefinite. Role type: National Grade: 8

Transcription

1 JOB DESCRIPTION Job title: Human Resources Officer Location: London, UK Department: Human Resources Length of contract: Indefinite Role type: National Grade: 8 Travel involved: 5% Child safeguarding level: TBC Reporting to: Human Resources Director Direct reports: N/A Organisational background Established in 2003, Malaria Consortium is one of the world s leading non-profit organisations specialising in the comprehensive prevention, control and treatment of malaria and other communicable diseases among vulnerable and under privileged populations. We increasingly find our work on malaria can be effectively integrated with other similar public health interventions for greater impact and therefore expanded our remit to include child health and neglected tropical disease interventions. We work in Africa and Asia with communities, governments, academic institutions, and local and international organisations, to ensure effective delivery of services, which are supported by strong evidence. Our areas of expertise include: disease prevention, diagnosis and treatment disease control and elimination systems strengthening research, monitoring and evaluation leading to best practice behaviour change communication national and international advocacy and policy development. Country and project background The human resources team ensures the smooth functioning of the Malaria Consortium by providing strategic and operational support in resourcing of competent staff, pay, benefits, learning and development of staff, performance management, employee relations and administration. The

2 Human Resources team works under the guidance of the Human Resources Director and the team has Human Resource Representatives (HR Focal points) working at different levels in all the countries that Malaria Consortium operates in. The Human Resource Officer is based in the UK office, and supports both UK and Global staff. The role works with HR Focal points in our country programmes. Job purpose To act as a global systems administrator for the human resource information system (HRIS), Cascade, to act as a point of contact and provide general human resource support on policies, procedures and insurance queries. The roles focuses on UK based and globally relocated staff. The Human Resources Officer is also responsible for supporting the Human Resources Director with employment relations, reporting, payroll, insurance and administration and provides a link between the country offices to ensure a consistent approach and high quality standards across Malaria Consortium. Scope of work This position has individual autonomy to advise and provide support on HRIS system in the UK and in our country programmes. The role also provides advice on policy and practice and ensures discussion takes place with the Human Resources Director on difficult policy related issues. Final decisions on employment related issues and policy will be by agreement with the Human Resources Director. Key working relationships Within this position, the key internal working relationships are the UK Human Resources team, HR Focal points, managers and staff. External working relationships will include contact with legal advisers, service providers and other non-government organisations. Key accountabilities (percent of time spent on each area) Systems Management 40% Optimise the use of HRIS at a global level ensuring that data is accurately captured; undertake a variety of administration functions (including creation and maintenance of menus, tasks, screens, profiles, security elements and passwords etc.); ensure screen configuration and development reflect country differences; set up and run standard reports Lead on the development of new workflows in Cascade Act as initial point of contact for the systems provider and as an internal support desk for HRIS queries Train UK based employees, HR Focal points and Country Directors to use HRIS. Employee Relations 15% Act as first point of contact for day to day human resource queries, policy interpretation, terms and conditions, updating policies and procedures as required

3 Provide support for employee relations issues when requested by the Human Resource Director Support the Human Resource Director with coordination of disciplinary and grievance procedures, ensuring discretion, confidentiality and impartiality Monitor the leaver s process across the organisation and carry out exit interviews for UK and global employees. Support the development of the organisational learning and development culture by providing training when required Act as first point of contact for medical insurance. Human Resource Policies and Procedures -15% Contribute to the development and implementation of robust policies, procedures, processes and systems to enhance HR delivery including updating the Intranet with relevant information First point of contact for queries relating to insurance and pensions Provide support and lead on specific human resource projects. Human Resource Reporting and Administration 30% Produce the monthly payroll in respect of new starters and leavers and ensure accurate and timely completion Together with the Human Resource Administrator support the maintenance of accurate and up to date personnel records of UK and global employees including archiving Produce KPI monthly reports and analysis; monitoring objectives, appraisals and turnover and produce exit interview related reports Monitor and chase probationary reviews and annual performance reviews Support general human resource and benefits administration and act as point of contact for medical insurance Undertake market research and assist in the analysis and reporting of pay and benefit data Provide cover to Human Resource colleagues Support the Human Resource Administrator with the drafting of contracts and other personnel documents during busy periods. Ensure invoices are prepared for payment for the HR Director Follow up on issues with human resource service providers Any other reasonable duties as may be designated to the position from time to time. Person specification Qualifications and experience: Essential: Strong knowledge and experience of HRISs, and ideally in supporting others to use HRIS Qualified in or working towards a CIPD accreditation. Desirable: Previous experience in using Cascade Previous experience of management reporting A degree in a Human Resource related field.

4 Work-based skills: Essential: Strong experience in a human resource support role; including preparation of contracts and supporting stakeholders Experience of providing policy advise Ability to maintain confidentiality of human resource information Ability to use judgement to determine when to deal with a query to conclusion or when to pass to another member of the team Organised and methodical and with good attention to detail Willingness and ability to work within a multi-site, international organisation Ability to analyse and interpret numerical data and processes Customer focused with good interpersonal skills Ability to work on own initiative with limited supervision Ability to deal with ambiguity and work towards a resolution Excellent written and verbal communication skills Excellent Microsoft Office packages - Word, Excel, and Outlook. Desirable: Experience in the not-for-profit sector, ideally with an international focus Experience of supporting process improvement and design.

5 Core competencies: Delivering results LEVEL B- Takes on pieces of work when required and demonstrates excellent project management skills Shows a flexible approach to taking on additional work / responsibilities when needed to achieve results Demonstrates excellent project management skills to agreed timescales (timelines, targets, donor requirements) Makes clear and timely decisions within remit of own role. Analysis and use of information LEVEL B- Uses evidence to support work Identifies and uses various sources of evidence and feedback to support outputs Uses evidence to evaluate policies, projects and programmes Identifies links between events and information identifying trends, issues and risks Ensures systems are in place to address organisation need. Interpersonal and communications LEVEL C- Adapts communications effectively Tailors communication (content, style and medium) to diverse audiences Communicates equally effectively at all organisational levels Understands other s underlying needs, concerns and motivations and communicates effectively in sensitive situations Resolves intra-team and inter-team conflicts effectively. Collaboration and partnering LEVEL B- Collaborates effectively across teams Proactive in providing and seeking support from expert colleagues Raises difficult issues with teams/ partners and stakeholders with a view to positive resolution Proactive in building a rapport with a diverse range of people. Leading and motivating people LEVEL B- Manages own development and seeks opportunities Actively manages own development and performance positively Learns lessons from successes and failures Seeks and explores opportunities within Malaria Consortium which develop skills and expertise. Flexibility/ adaptability LEVEL C- Supports others to cope with pressure Responds positively to change, embracing and using new practices or values to accomplish goals and solve problems and supports others to do the same Adapts team approach, goals, and methods to achieve solutions and results in dynamic situations Sets realistic deadlines and goals for self or team. Living the values LEVEL B Shows a readiness to promote Malaria Consortium s values amongst peers Promotes ethical and professional behaviour in line with Malaria Consortium s values.

6 Strategic planning and thinking and sector awareness LEVEL A- Manages own workload effectively Plans and manages own workload effectively Is familiar with Malaria Consortium s mission and current strategic plan Understands own contribution to Malaria Consortium s objectives.