JOB DESCRIPTION. Direct line management: N/A Indirect reports: HR Focal Points

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1 JOB DESCRIPTION Job title: Human Resources Location: London and Recruitment Advisor Department: Human Resources Length of contract: Indefinite Role type: National Grade: 10 Travel involved: 15% Child safeguarding level: Reporting to: Dotted line manager: Human Resources Director Organisational background Direct line management: TBC N/A N/A Indirect reports: HR Focal Points 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 underprivileged 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 engagement, employee relations and administration. The Human Resources team works under the guidance of the Human Resources Director and the team has Human Resources 1

2 Representatives (HR Focal points) working at different levels in all the countries that Malaria Consortium operates in. Job purpose The post holder is responsible for providing a professional and effective human resource support for managers and staff in a portfolio of countries, and provides advice to country management teams on local staff employment. This post holder is also responsible for reviewing and implementing HR policies & procedures, and for leading on specific HR projects and initiatives such as salary reviews, employee engagement surveys. Scope of work Manage the recruitment process for all international staff within the country portfolio and national staff of countries where there is no HR representative. Provide specific advice and guidance to managers and employees on a variety of HR issues including recruitment, employee relations, L&D and employee engagement Design, develop and implement HR policies and procedures to ensure legal compliance and best practice Lead specific HR projects and initiatives and act as the HR Manager in countries where there is no HR representative. Key working relationships The key internal working relationships are the UK Human Resources team, HR Focal points, Regional Programmes Directors, Country Directors, managers and staff within the country portfolio. External working relationships will include contact with legal advisers, HR service providers and other non-government organisations. Key accountabilities (percent of time spent on each area) 1. Policy and Advice (20%) Contribute to the development of MC s Human Resources strategy, annual plan and global policies. Ensure that the MC s Country specific HR policies, employees handbooks, practices and processes are reviewed and updated according to the policy review date or sooner, ensuring that they are fit for purpose and consistent with external good practice and legal requirements. Advise, train and coach managers and staff on MC s HR policies, procedures and best people management practices in accordance with legal requirements Monitor appraisals and advise Country Directors/Line Managers on performance management issues. Carry out HR inductions and exit interviews for global roles within portfolio, identifying key trends and ensuring that other departments are aware of issues requiring improvement. Contributes towards the creation of initiatives that promote staff engagement. 2

3 In collaboration with the Development and Performance Specialist, to contribute to the design and delivery of HR training and performance management approaches Lead on specific projects as directed by the HR Director Maintain ongoing communications with national and global employees to proactively advise them of future job opportunities within the organisation and identify issues that impact employee engagement. Support HR focal Points to clear the HR related items from the country/region risk register. 2. Recruitment and Selection (45%) Manage the job evaluation process within portfolio; ensuring consistency of job titles and grades across the organisation Lead on all aspects of the recruitment and selection process of international staff in the region, in liaison with line managers, ensuring that MC s recruitment policy and process and good practice is carried out in all recruitment and selection activity. Specific responsibilities include job description development, recruitment planning, advertising and short-listing, selection interviews and tests, job offers, salary calculations and issuing contracts. Support and advise HR Focal Points on recruitment activities and lead on national recruitments on those countries where there is no HR presence. Keep updated with relevant new recruitment sources and propose improvements to processes and selection tools to ensure that the recruitment process meets current and future organisational needs. Work closely with HR colleagues to ensure a coordinated approach to recruitment throughout the organisation, ensuring effective forward planning and awareness of available staff resources to fill vacancies. Develop and maintain accurate and relevant recruitment statistics using the HRIS, Cascade to enable identification of key trends and solutions. Manage and maintain the recruitment module in Cascade. Train and support the HR Focal Points and senior managers on the Cascade Recruitment Module. Ensure the recruitment module in Cascade is correctly used with up to date information and data is being entered correctly. 3. Consultant Management (20%) Contribute to developing and implementing the consultant management policy and processes. Developing and maintaining a CV database for consultancy roles. Be the global focal point for the Malaria Consortium Consultant database, including: o efficient support by providers to Malaria Consortium s country offices; o act as the internal support desk of the consultant database; o troubleshoot issues between the provider and country HR staff, escalating to the HR Director where relevant; 3

4 o stepping in where needed to ensure employees have access to relevant sections in the system; Identifying and assessing short term consultants. Supporting managers in the development of TORs and advising in international rates for consultants. Ensure that the quality of work of consultants against TORs is monitored and documented. 4. Management and organisation (13%) Act as the HR representative in countries where there is no HR function. Coach and support the performance and development of junior HR staff to ensure the provision of an efficient and effective service. Support the HR aspect of BD initiatives as directed by the HR Director Proactively propose changes to systems and procedures to improve the efficiency of the department. Ensure the HR database and the virtual and paper filing systems for all staff in portfolio are up to date and produce reports and analysis as requested by managers and HR Director. Provide information required for payroll input to the Senior HR and Systems Officer. Manage the administration of the own job remit. Cover for absences in the HR department, and undertake any other reasonable duty commensurate with the post as requested by the HR Director. 5. Representation and relationships building (2%) Review the preferred supplier list for recruitment agencies and headhunters ensuring cost effective agreements for the organisation Maintain and develop good relationships with similar organisations in the sector, with ongoing dialogues concerning policies and trends within relevant networks Developing relationships with relevant institutions across the regions of operation Organise and participate in recruitment marketing activities in the UK and Europe, including formal presentations to large groups of potential overseas staff. Represent the organisation on external meetings as and when required. Contribute to cross-departmental initiatives. Person specification Qualifications and experience: Essential Degree in a Human Resources related field. Intermediate CIPD qualified or above or equivalent. Experience of providing an HR service to a multi-site operation in the development or humanitarian sectors. Good working knowledge of current UK employment law. 4

5 Strong experience of developing and implementing HR policies, procedures, and projects. Strong experience of managing and undertaking a high quality high volume recruitment process at a senior level. Strong experience of providing a broad range of high quality HR policy advice (including disciplinary and grievance) to managers and staff. Strong experience of dealing with complex employee relations issues in different countries. Strong experience of developing and communicating HR management information. Good experience of undertaking and supervising payroll. Excellent written and spoken English. Experience of establishing strong working relationships with colleagues in different positions and cultures. Ability to demonstrate a flexible approach to managing and prioritising a high workload and multiple tasks in a fast paced environment with tight deadlines. Experience of proactively identifying and addressing issues. Desirable Advanced CIPD qualification level. Trained job evaluator. Direct work experience in Africa and/or Asia. Work experience with INGO involved in health programmes development and implementation. Experience of managing consultants. Work-based skills and competencies: Essential Ability to work in multi-cultural environments. Excellent interpersonal and consultative skills, including the ability to communicate, present, negotiate and influence a variety of audiences face to face and at a distance. Fluent in English, excellent communication skills, both written and verbal. Demonstrable ability to lead on process development Ability to maintain confidentiality of human resource information. Impeccable attention to detail. Good numerical skills. Organised and methodical with ability to multitask. Confident user of Microsoft Office packages - Word, Excel, and Outlook, and HRIS. Ability to use judgement to determine when to deal with a query to conclusion or when to consult or pass on to another member of the team. An understanding of and commitment to MC s values, in particular equal opportunities. Willingness to travel. 5

6 Desirable Proficiency in another European language (especially French and/or Portuguese). Knowledge of the employment laws of countries where the organisation operates. Core competencies: Delivering results LEVEL C Supports others to achieve results Displays a positive and enthusiastic approach and is not deterred by setbacks, finding alternative ways to reach goals or targets Supports others to plan and deliver results Supports others to manage and cope with setbacks Analysis and use of information LEVEL C Works confidently with complex data to support work Interprets complex written information Works confidently with data before making decisions: for example, interpreting trends, issues and risks Acquainted with the validity, relevance and limitations of different sources of evidence 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 others 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 C - Effectively leads and motivates others or direct reports Gives regular, timely and appropriate feedback Acknowledges good performance and deals with issues concerning poor performance Carries out staff assessment and development activities conscientiously and effectively Develops the skills and competences of others through the development and application of skills Coaches and supports team members when they have difficulties 6

7 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 C - Supports others to live Malaria Consortium s values Demonstrates personal integrity by using position responsibly and fairly Cultivates an open culture within the wider team, promoting accountability, responsibility and respect for individual differences Strategic planning and thinking and sector awareness LEVEL B - Is aware of others activities and vice versa in planning activities Takes account of team members and others workloads when planning Maintains awareness of impact on other parts of the organisation, keeping abreast of other s activities, objectives, commitments and needs Has a good understanding of the sector in which Malaria Consortium works 7