Duration of job. Projects: British Council delivers a portfolio of large-scale and local projects in English, Education and Society and the Arts.

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1 Role Profile Job Description Job Title Ref no: Human Resources Coordinator Directorate or Region Americas Department/ Country Location of post Bogota Pay Band G Colombia Reports to Decision Support Manager Duration of job Fixed Term 1 year Purpose of job: To manage the delivery of the Human Resources function for the British Council in Colombia. Mainly focusing on planning, supervising and implementing personnel administration, recruitment and hiring processes, H&S and all administrative and logistic processes related to human resources. As well as providing staff and management with the services and guidance that will ensure an efficient, secure and appropriately controlled environment in accordance with British Council values, local legislation; and Customer Service, Equality, Diversity and Inclusion and Green standards. Context and environment: The British Council in Colombia is partly UK government grant-funded and a non-for-profit organisation but an increasing share of its finances is generated through income as an entrepreneurial public service organisation. Colombia is an important commercial, cultural and educational partner for the UK and we need to transform the impact of our operation locally. Our aim is to consolidate and deepen our brand as a leading provider of education and training solutions. And we have ambitious plans for growth and innovation in major centres throughout the country. This means that we are always seeking partners to work with and new sources of income to support our projects, whilst opening up market for the UK. In Colombia, the British Council works mainly in English, Education and Society and the Arts. Contracts: The British Council delivers a series of consultancy and teacher training projects for both public and private sectors. Main contracts are currently with the Ministry of Education, the Ministry of Commerce and local education authorities. Projects: British Council delivers a portfolio of large-scale and local projects in English, Education and Society and the Arts. It is expected that the successful candidate will take a hands on approach and be willing 1 of 5 Recruitment Team September 2015

2 (and flexible enough) to perform effectively both in the transactional and the strategic arenas with very little support. Main Duties and Responsibilities: duties must be done in line with local legislation, Equality, Diversity and Inclusion and green policies and any other relevant corporate and regional policy. Duties include but are not limited to: To keep updated the Terms and Conditions of Service and provide advice to local staff and teachers regarding it. To meet payroll vendors and put them in contact with staff for solving personal queries. To explore options to increase the benefits for employees with minimum cost for the organisation and set up an annual plan based on those investigations. To ensure labour contracts are issued at least one week before starting date and renewals / termination of contracts letters are issued more than one month previous to due date for local appointed staff, teachers, temps and hourly paid contracts. Also to keep a system to control terminations of fixed contracts and inform line managers 3 months before the due date. To keep updated the HR filing and establish a control system to ensure contracts are up to date and renewed according to deadlines. To issue Labour Certificates for local staff, temporary staff and former staff within three working dates of receiving the request by . To issue and keep updated the Induction Pack for all new staff (full time, part time or temporary) at least one week before the starting date of the new employee. To design an Induction Programme including key meetings i.e. Country Director, Support Services Staff, EDI Coordinator, Child Coordinator, IKM & EFT Coordinator. Also to send the Programme to the Recruiting Manager to complete the first two weeks of meetings regarding Induction and have it ready for the starting date of the employee. To manage the Induction process for all new staff (full time, part time or temporary). To keep the staff database updated at all times with all the fields required to monitor and manage the HR information for the office i.e. BCP, Director s reports, etc. To update the BC organogram as soon as there is any change on the staff (full time, part time or temporary). To implement the checklists for new staff and staff leaving in coordination with Operational teams and complete them within 5 working days after arrival or previous to departure. To process visas for foreigners (Local UK Appointed Staff and families, Network teachers, Local Teachers and country appointed staff when applicable). To establish a system to ensure visas and work permits for foreigners are up to date and valid before starting date and during the duration of the contract. Also to control renew 2 of 5 Recruitment Team September 2015

3 dates and inform relevant staff 3 months before due date to avoid legal issues. To lead the local recruitment processes in terms of: advertisement, collect applications, coordinate the shortlisting and interview panels, prepare interview questions, check references and ensure compliance with corporate policy in all steps of the recruitment and selection processes. To support Recruitment Managers throughout the recruitment processes, including the Pre Shortlisting process, coordinate the preparation of relevant documents for interviews, do relevant verification of candidates before their appointment, among others. Also to ensure the filing is done after the recruitment process finishes To support Local UK appointed staff on arrival and departure in terms of visas, accommodation and relocation To provide relevant UK appointed staff information (both for Local and Regional staff) to E&Y in a monthly basis to be able to do the shadow payroll and pay relevant taxes to the tax authorities To ensure new staff complete mandatory trainings within one month of appointment and all staff to complete the relevant mandatory training according to their deadlines, annually, every two years, etc. To send reports to the Region / UK according to their deadlines and requests. To ensure payroll information is sent to Finance according to the internal deadlines. To centralise the general management of the agencies for temporary staff and its control, ensuring monthly reports are sent to Finance, and the staff database is updated at all times. To ensure all Health and Safety (Seguridad Industrial y Salud Ocupacional) processes, policies and procedures are complied at all times. To control the performance of the Health and Safety (Seguridad Industrial y Salud Ocupacional) consultant. Key Relationships: Internal: Human Resources Manager, Colombia Management Team, Finance Manager, Resources Manager, Regional Team, Country appointed and Local UK appointed staff External: local and UK authorities, British Embassy staff, Labour lawyers, ERT firms, Payroll providers, outsourcing companies Special Requirements: Unsocial hours and weekend work may be required. Please specify any passport/visa and/or Right to Work in Colombia. The British Council is not able to support or sponsor work visa applications from non- 3 of 5 Recruitment Team September 2015

4 nationality requirement. Colombians. Please indicate if any security or legal checks are required for this role. Yes Person Specification: Essential Desirable Assessment stage Behaviours Skills and Knowledge 1. Connecting with others (More demanding) 2. Working together (More demanding). 3. Making it happen (More demanding). 4. Being accountable (Essential). 5. Creating shared purpose (Essential) 6. Shaping the future (Essential) 1. Track record in Personnel administration: Experience and understanding of best practice in HR processes and systems; understanding HR matters relating to Colombian Labour Law. Knowledge of Payroll and hiring processes. 2. Project Management skills- Level 2: Examines project data and performance, reporting on progress and recommending corrective action as needed. 3. Communicating and influencing Level 2: Displays good listening, writing and speaking skills, setting out Interview (1, 2 & 3) Short listing and/or Interview 4 of 5 Recruitment Team September 2015

5 logical arguments clearly and adapting language and form of communication to meet the needs of different people/audiences. Experience At least five years of comprehensive on the job experience in Human Resources functions mainly related to hiring process, payroll, recruitment, and selection and all administrative/logistics tasks related to personnel administration. Short listing and/or Interview Proven experience in project management Qualifications University degree in Business Administration or Industrial Engineering, or a related area. Ability to operate in Spanish (both written and spoken) at a business level. Non-native speakers of Spanish should demonstrate at CEF level B2. Specialisation or Master on Human Resources, Organisational Psychology Short listing and/or interview Ability to operate in English at CEF level B2. Submitted by Adriana Gomez, Decision Support Manager Date September of 5 Recruitment Team September 2015