People and Culture Manager

Job Description:

JOB POSITION: People and Culture (P&C) Manager – WV Syria Response

JOB PURPOSE: To ensure the Syria Response team has high quality staff who are able to support the implementation of various projects in the countries where it operates (Jordan, Syria). The P&C Manager will oversee and implement a variety of functions focusing on staffing services & orientation, performance management, staff care, compensation and benefits, training and growth, P&C policies and systems. This will be done through the P&C team based in Syria and Jordan as well as through engagement with SLT. The P&C Manager will provide continuous support to the other departments and participate in the strategic planning and implementation, organizational development and learning & development, P&C interventions and Program implementation at the local level.  The P&C  Manager also will provide guidance to the SLT members for the decision-making process that impact all staff in the response. The P&C Manager will be responsible for all staff under Syria response in Jordan, Türkiye and Syria and will supervise and monitor the department staff members which are around six, two of them are direct reports.

KEY RESPONSIBILITIES:

P&C Operations

• Coordinate and engage in the set-up and management of appropriate P&C information system to ensure high quality and responsive management and administration of all P&C support and services.
• Manage the standardization of policies and ensure alignment with country office local law regulations through contextualization, annual review of P&C related policies, procedures, forms, systems through consultancy with local legal advisor.
• Ensure proper and regular awareness raising of all response level staff on available P&C policies, systems and procedures and any changes and updates.
• Provide advice and necessary support and coaching to the managers and staff in relation to the P&C policies, procedures and systems.
• Monitor the implementation of all policies and ensure that any breach or inconsistency is reported and followed up on.
• Lead on process improvement initiatives across the three countries
• Manage P&C systems to ensure efficiency and compliance. 
• Manage employee filing process and ensure they are up-to date with minimum/no missing required files at all times.
• Maintain Workday system for the country offices and ensure the information on it is accurate and updated at all times.
• Support in internal and external audit processes by providing necessary information and paperwork and follow up on audit reports.
• Represent WV and actively participate in local HR working groups and relevant communities.

Staffing, Orientation and Exit

• Manage local workforce planning process as per the overall workforce planning timelines and guidelines.
• Coordinate the country office local recruitment by providing end-to-end process support to hiring managers to fill the vacancies in a timely manner.
• Manage the job description grading for the raised position to be hired and make sure grading is confirmed.
• Ensure that all recruitment and contracting steps are followed per the organizational requirements and standards and local laws and in consideration of the emerging and innovative recruiting trends.
• Manage the local level orientation and induction process and ensure all new hires are adequately oriented as well as all staff receive regular re-orientation sessions.
• Manage the local exit processes per the organizational requirements and local laws.
• Provide regular staffing reports to the Response Director, SLT and other stakeholders are necessary.
• Manage recruitment and on-boarding of international staff.

Total Rewards

• Manage the local job analyses process, ensuring that proper Job Descriptions are in place for all staff, graded and validated.
• Support in undertaking the local market salary and benefits surveys and developing the adequate compensation and benefits packages per the WV’s global policy on Total Rewards, HWMS and standardised approaches taking into consideration local law regulations.
• Manage the exchange of information with the local benefits providers (health insurance, pension fund, etc)
• Manage staff payroll process and ensure the process is efficient and compliant with internal controls and management according to deadlines.
• Monitor the leave utilization of all local staff and ensure the maximum number of leaves are utilized as an employee well-being measure.
• Lead in the annual reviews of health benefits to ensure competitiveness

Performance Management & L&D

• Coordinate and engage in the design and management/monitoring of the NO performance management process, talent management and development and succession planning process, and to ensure that individual development plans and/or Performance Improvement Plans are in place towards the advancement of relevant staff in the different categories.
• Support in the development and implementation of learning and development strategy
• Support the organization talent identification, and development process.
• Providing coaching and capacity building for managers and leaders in areas related to performance management, talent development, succession planning, as well as learning and development.

Staff Engagement and Staff care

• Identify the staff care needs through regular meetings with the staff.
• Advise on potential problem areas in relation to the staff well-being and recommend/implement solutions as appropriate.
• provide staff care support when needed.
• Support in managing annual Our Voice survey process including the development and implementation of employee engagement initiatives.

P&C Strategy, Reporting & OD

• Develop the P&C strategy in alignment with the overall WVSR Strategy
• Provide necessary P&C reports including recruitment reports, P&C dashboard, employee census, talent, performance management, retention, and others as needed.

Staff Management

• Manage day to day functions of the P&C team in Jordan, Syria and Turkiye
• Provide coaching and mentoring to the team members and ensure continuous performance management discussions throughout the year.
• Identify staff training needs and assign a development plan for each team member.
• Build the capacity of the team and ensure proper succession planning.

Investigation and case management

• Conduct investigation in coordination with compliance, safeguarding focal points in accordance with WV standard operating procedures.
• Track the status of cases submitted in the system and ensure they are closed within 30 days.
• Support in reporting any ER cases per reporting protocols as necessary, carrying out the local investigations and reviews as needed, maintaining of the ethics point database with all necessary documentation

Other

• Approve financial payments.
• Have the authorized signatures to sign bank cheques as needed in coordination with Finance department

KNOWLEDGE, SKILL AND EXPERIENCE

Required Education, training, license, registration, and/or Certification

University degree in Business Administration, Social Sciences, Psychology or a related field

Required Professional Experience          

• Minimum 8 years of experience in Human Resources field preferably with international NGOs, minimum of 3 years in a supervisory/management role.
• Experience with providing People and culture services for humanitarian aid projects in Syria, Jordan and Turkiye
• Excellent knowledge of local labour law and related legislations.
• Ability to work under pressure, being self-motivated and detail oriented.
• Good communications skills.
• Thorough working knowledge of office systems. Computer aptitude and experience with word processing, database management, and spreadsheet software
• Ability to maintain positive relationships with colleagues,
• Emotional maturity and ability to deal with matters of strict confidentiality.
• Excellent organizational and planning skills.
• Cross-cultural sensitivity.

Required Language(s)   

Arabic and English fluency is required

Required travel and/or work environment accommodations

Travel within the areas of responsibility will be required as needed

Preferred Experience,  Knowledge and/or other Qualifications  

• Professional certification in HR in locally or internationally recognized HR institutions is a plus.
• Quick learner, agile, flexible and adaptable.
• Ability to demonstrate sound judgment and work with little supervision under the virtual working relationships.
• Ability to contribute to the healthy team spirit within the virtual teams.
• Experience of work in an INGO setting and past exposure with the international working culture and practices is a huge advantage.