Job Description Position Human Resource Specialist Grade C2 Department & Location HR & OD Department, BCO, Dhaka Date Date Revised: November 2013 January 2016 Reports to (position): Director HR & OD, BCO, Dhaka Purpose: Working in 50 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively. Please see http://plan-international.org/about-plan for Plan s Strategy. Plan Bangladesh is presently implementing its third country strategic plan (CSP III) developed for five years covering fiscal year 2011 to 2015, where the country objective has been defined as to support the creation of responsive and accountable duty bearers and active civil society organisations that allow children and youth to realise their rights in Plan s working areas. This goal will be achieved by designing and implementing quality programs and projects in a cost effective and efficient way. To support achievement of this strategic goal Plan Bangladesh would need human resources with appropriate skill, knowledge and attitude and committed to bring changes for the lives of the children and communities it works. In view of the above the Human Resource Specialist will be responsible for HR policy formulation and update in these areas in line with organization s strategic directions; providing support to human resource management, specifically in the area of HR planning and budgeting; recruitment, selection and placement; managing compensation and benefits for staff including processing salary, life and health group Insurance facilities and review of the same time to time and be inline with the job market; ensuring HR compliances including coordinating and facilitating HR Audits to the department. Dimensions of Role: Financial measures or statistics relevant to post such as budget; list of direct and indirect reports The position holder prepares payroll and manage project outline for all PIB staff salary including short term (approximately 300 staff with an annual budget of USD1.8M). The position holder does not have any delegated authority for expenditure. Has one direct report (HR Officer) and no indirect report. Occasionally the post holder needs to supervise the short term supports staff to the department. The position holder maintains a close coordination and communicates with the Department heads, PUMs, Project Manager for HR requirements, carry out recruitment and selection process for all offices of Plan Bangladesh including the grants projects and oversees the HR changes. He/She needs to communicate with the Insurance company for group life and group health benefits related issues of staff and external vendors for job add publications. Based at the country office, the position holder provides HR related support on the above specific areas to all PUs, Project Offices and Operations Support units of the organization. Takes appropriate stance to identify and mitigate risk related to insurance coverage of staff and their dependents according to the policy; as well as HR compliance related risk and mitigation of the same. The position holder need to occasionally represent Plan in the INGO HR Forum and other related forum in absence of or as assigned by Director-HR*OD. Typical Responsibilities - Key End Results of Position: What is done and why, but not actions or how ; include indicators for success
Key Result Area (KRA) 1: HR Planning, budget and management of POs for national staff and international staff; update of relevant policies Annual staffing plan is prepared and finalized and incorporated in the country annual budget; monthly update of staffing plans for the country is done and report shared with HR Manager by the first week of every month. HR part of the annual budget is prepared with required documentations and forwarded to HR Manager: - regional/country guidelines followed - deadline met PO is prepared, reviewed and modified meeting deadline and incorporating required changes Updated HR policies related to recruitment and selection, forms, tools compiled in Manual Regular orientation and dissemination on new or updated policies KRA 2: On time Recruitment, Selection & Placement against each vacant position as well as for new projects as per HR planning and budget; staff members are oriented on their contractual rights and responsibilities; Ensure recruitment policies and procedures are strictly followed throughout the whole recruitment process; gender and CP aspects are carefully reviewed and auctioned during the recruitment and selection process. Staff are hired within the stipulated time frame in a cost effective ways. Ensure appropriate job offer and employment contract to the selection candidates following fixation of salary as per organizational policy, in consultation with Director-HR director and ensuring internal equity as applicable. Ensure Induction for all new staff members and ensure value for money; all new staff members are oriented on their rights and responsibilities as per employment contract on the day of their joining. Effective involvement in HR planning for new projects KRA 3: Compensation and benefit administration for all PIB staff members including short term staff members Produce error free calculations in preparing new salary chart and salary revisions following job market review. Prepare monthly salary for all staff including short term staff members ensuring appropriate supporting documentations and approval within the agreed timeline and process. Support management and supervisors on salary fixation, adjustment/deduction as and when required following the organizational policy and procedure. Work with Grants and Finance team to ensure cost recovery from salary of staff having shared responsibilities with grants project. Ensure quarterly charge back by finance on this issue and share report with Director-HR&OD. Provide salary information to HR Co-coordinator and ensure update of the same in the HRIS for new and existing staff when salary changes take place; send such information to accounts dept. KRA 4: Implementation of HR changes as per Management actions
Work with the respective department heads, project managers, PUM, other CMT members and Director-HR&OD to plan required HR changes within organization as necessary; All HR changes actions are implemented (within 7 days of approval) after ensuring that these are in line with HR Policies, procedure and country labour law. Ensure such changes are reflected in the salary; and update of HRIS through HR Coordiantor. KRA 5: Employees are Insured under life and health insurance including family members and ensure yearly renew of the contract Ensure all employees and their dependents are included under group life (employees only) and Group Health (employees and their immediate family members) coverage by providing information and completing formalities with the service provider. Claims are processed within 10 working days from filing of claims or as agreed in the contract with the service provided. Zero inconsistencies vis-à-vis benefit schedule in claims processing KRA 6: HR compliances, HR reporting and work as the point person to support HR Audits in the organization. Indicators: Outline of the HR compliances for PIB is prepared in line with the global Control Framework Audit (CFA) shared with the HR Team and other relevant staff at different office. Ensure HR compliances in the recruitment & selection, salary processing, salary fixation and maintaining personnel files. Prepare check lists/tools to ensure compliances in these areas and carry out periodic complances checks. Ensure compliances for the personnel files of all employees of PIB. Provide staffing related information for report. KRA 7: Develop a competent workforce by providing mentoring, guiding support and implement staff development plan to the direct reports. Indicators: Performance planning processes are completed on time for all the direct reports; team work is visible across the project implementation with defined responsibilities among the team members. Staff capacity building processes are initiated on time as per policy and processes for the direct report. Periodical review and discussion with the staff are done for staff performance improvement. Dealing with Problems: The job holder needs to solve problems and operational constraints through logical thinking and analysing the environment but with in the established guideline, policy and procedure of the organization related to recruitment, selection and staff benefit,. The job holder needs to establish protocols and processes for smooth and on time operation of HR businesses related to recruitment & selection; compensation management and insurances coverage for employees and their dependents. The job holder needs to have good negotiation skills Communications and Working Relationships: Internal contacts:
Communicate with all departments of operations and programmes to conduct day to day HR business Work closely with Finance team to prepare salary and budget External contacts: HR department of other development organizations For exchange and sharing of organizational views Knowledge, Skills and Behaviors Required to Achieve Role s Objectives: Gained through education, training, & experience (core and functional competencies required for this job with level i.e. proficient, knowledgeable or aware) Master degree in Human Resource/ Management/Psychology/Behavioural Science/Business Administration 3 years experience in human resource management in reputed organisation Working experience in development organization Core competencies: (Set of knowledge, skills and attitudes necessary for all Plan-Bangladesh staff) Understanding Plan: Understands the role of Plan and context in which Plan works (proficient). Leadership: Cultivates an environment where people are confident to take the initiative to get things done, be innovative and learn new ways of working. (proficient) Communicates effectively: Adopts an appropriate communication style when communicating with the whole range of colleagues, partners, Children and communities; exhibits active listening and effective feedback; ability to clearly and convincingly express thoughts and ideas in written and verbal form. (proficient) Facilitating CCCD: Adopts appropriate tools and methodologies to facilitate interventions for the disadvantaged children, families and women. (Proficient) Management: Manage resources (budgets and work) to deliver results to agreed quality standards; able to apply planning-leading-organizing-controlling skills. (proficient) Positive team style: Adopts a team style which adds value to work and reinforces good working practices. (proficient) Child protection awareness: Demonstrates an understanding about the Child Protection Policy and compliance, applies the possible protection measures within the scope of job, and provides inputs for strengthening child protection measures. (knowledgeable) Functional competencies: (Set of knowledge, skills and attitudes specific to the managerial, technical or support requirements of the position which may also be discipline specific) HRM theories and concepts: Knows and takes into consideration appropriate recruitment and selection tools and techniques, compensation and benefits administration, HR information system and country s labour laws and regulations Interpersonal relationship building and collaboration: Effectively interacting with others in order to produce meaningful outcomes HR compliance management: Ability to enforce HR policies, systems and procedures including tools and forms Information management:
Understands the key information requirements needed to deliver an effective HRM service-effectively extracting, utilizing and communicating key HRM information HR acquisition skills: Ability to plan, identify opportunities and strategies for recruitment and staffing Compensation survey skills: Ability to gather information on salaries and analyze and apply information Design of employee benefit programs: Ability to identify and plan activities for staff development Demonstrates the attitudes of: Demonstrates the attitudes of: Integrity, transparency, proactive stance Respect for gender equity Adherence to child rights and protection Willingness to work for and on behalf of the organization at the time of disaster within Plan working areas or outside. Physical Environment and Demands: - Based at the BCO with at least 20% travel to projects areas Level of Contact with Children: Low contact: No contact or very low frequency of interaction Mid contact: Occasional interaction with children High level: Frequent interaction with children Organizational chart: Certification I have read the Job Description and agree to undertake the activities and responsibilities specified. I also acknowledge that this profile is an indicative indication of job activities and I understand that I may be required to undertake additional tasks as required within the mandate of Plan POSITION HOLDER Name: Date: