Human Resources & Administration Manager

Location Monrovia with frequent travel to field areas

Position Status Full-time, Regular

Salary Level: 07

Current Team Member: N/A

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

Mercy Corps has been present in Liberia since 2002, focusing its interventions on Governance, Youth Livelihoods, Economic Growth and Development. With funding from the EU, SIDA, AFD, UAE MOFAIC and USDA, Mercy Corps works together with communities in Liberia to respond to their various needs bringing benefits to more than 40,000 participants through the provision of employment and entrepreneurship opportunities and access to energy.

General Position Summary

The HR & Administration Manager is responsible for managing all aspects of the Human Resources (HR) and the Administration Department of Mercy Corps Liberia. They will ensure that Mercy Corps global policies and procedures are established and adhered to. They will manage systems to ensure efficiency and effectiveness across the HR & Administration department, including ensuring that systems are driven and adapted by data.

S/He will manage the overall operation of the HR and Administration of the Monrovia office and provide support to field offices. Working closely with the operations team, they will ensure that all details of activities operate under the administrative rules and procedures of Mercy Corps. S/He will ensure that the tasks assigned to administration, documentation, leases, office management, visitors and travel management, personnel management, are performed timely and in compliance with Donor and Mercy Corps’ procedures and regulations. Finally, the HR & Administration Manager will be responsible for leading team culture at Mercy Corps Liberia by providing leadership to the wider team on what it means to be a part of Mercy Corps Liberia.

Essential Job Responsibilities :

Strategy & Vision

• Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
• Develop a countrywide HR strategy and ensure mission level HR structure is optimal.
• Participate in the proposal and budget development process to ensure appropriate HR structure is in place at project level.

Human Resources:

• Oversee all HR activities of Mercy Corps Liberia and manage the work plan of the HR department.
• Manage all HR functions in accordance with Liberian Labour law (Decent Work Act) and procedures of Mercy Corps, i.e., recruitment, selection, orientation, performance evaluation, career development, training, diversity training, risk management and maintenance of complete records.
• Develop and evaluate HR policies and procedures, and recommend changes required to new or existing policies; revise the National Team Handbook as and when required following Mercy Corps standard guidelines for the review process.
• Make sure that personnel management matrices (matrix personnel, leave, attendance, performance, discipline, presence / absence, contracts etc.) are used and maintained by officers.
• Ensure that the hiring and personal files are maintained with transparency as per Mercy Corps standard protocols.
• Manage Mercy Corps Liberia Health and Medical Insurance Policy.
• Conduct salary and benefits surveys, classify positions, set compensation levels and, coordinating with other managers, make sure that job descriptions are updated for all positions. Coordinate and monitor the compensation and benefits for all employees and ensure consistency, equity and fairness in the organization and comparability with other appropriate organizations.
• Manage disciplinary and other procedures related to the termination of contracts in accordance with the internal policies of Mercy Corps and the labor law of Liberia.
• Ensure that all HR related paperwork, personnel files and other documents are complete, maintained and updated.
• Implement and ensure all staff members are effectively using the performance planning and management system, establishing performance expectations and managers are regularly providing constructive feedback.
• Provide direct support to other MC Liberia offices and ensure all offices meet minimum HR standards.
• Develop and coordinate orientation process for all new staff.
• Develop and maintain a comprehensive dashboard for HR, to ensure follow-up and analysis is updated on a weekly and monthly basis
• Ensure that the records at Social Security are kept updated to date and filled properly.
• Ensure that staff final clearance is done in a timely manner.
• Work closely with finance/compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.
• Train new staff on timesheet procedures.
• Oversee timely and compliant payroll management. Support the preparation of national staff monthly payroll in association with the Finance Department.
• Ensure that all Mercy Corps staff contracts are transparent and in compliance with Liberian laws and Mercy Corps/donor policies.

Administration and Legal Responsibilities

• Oversee the smooth flowing of routine, administrative work of the Mercy Corps office and program support operation.
• Ensure office and personnel policies are in compliance with Mercy Corps Field Administration Manual and National Team Handbook.
• Advise the Country Director, heads of projects and other management staff on government policies and procedures, the taxation system and the interaction with the government.
• In close coordination with MC’s lawyer, ensure that Mercy Corps’ Liberia staff regulations, contracts, documentation, policies and procedures are in line with the laws in Liberia and in compliance with Mercy Corps and Donor regulations.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

Team Management

• Recruit the HR & Admin team and ensure that staff receive necessary inductions / training.
• Create a work atmosphere of mutual respect conducive to professional growth and development of excellent personnel at all levels.
• Promote accountability by conducting staff annual performance reviews with direct supervisees, and ensuring that supervisory staff personnel do the same.
• Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
• Develop Scope of Work, Terms of Reference and PDs for short-term, contracted staff members and consultants.

Finance & Compliance Management

• Ensure all internal control procedures are adhered to and that necessary measures are put in place to ensure high standards of accountability and compliance.
• Uphold Mercy Corps’ Zero tolerance of corruption policy.

Program Support

• Coordinate with program, finance and operations staff to ensure operational systems are in place to support field activities.

Influence & Representation

• Represent Mercy Corps on any external HR and Administration related forums, meetings, coordination etc.

Organizational Learning

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries

• Mercy Corps team members are expected to support all efforts toward accountability, specifically
  to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility

• HR/Admin Officer (Roving)
• Sr. HR/Admin Officer (Monrovia)

Accountability

Reports Directly To: Country Director

Works Directly With: Country Leadership Team, Head of Offices, Operations Manager, Finance Manager, HQ Senior Global HR Officer, Program Managers

Knowledge and Experience

• Minimum 5 years’ experience in Human Resources and Administration with at least 3 years in a supervisory role.
• Demonstrated attention to detail, following procedures, meeting deadlines and problem-solving independently and cooperatively.
• Bachelor level degree required preferably in a field related to Human Resources or equivalent. Master’s degree in Human Resources Management will be an added advantage.
• Excellent negotiation and representation skills.
• Effective organizational, prioritization and result management.
• Excellent verbal and written English skills required.
• Strong computer literacy including excellent data management and Excel skills are required and will need to be demonstrated.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

Success Factors

The successful HR and Administration Manager will be good at problem solving and have the ability to work out new ways to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. S/he will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel, while demonstrating the ability to multitask, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

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