Human Resources Specialist Job Vacancy at Plan International

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.

role PURPOSE

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. Plan has over 80 years’ experience and works in more than 75 countries across the world. We strive for a just world, working together with children, young people, our supporters and partners.

Plan International has been working in Tanzania since 1991. Our work supports marginalised children and youth, especially adolescent girls, to grow up physically and mentally healthy and ready to shape their future. We create an enabling environment and empower girls to be active drivers of change in realising their rights. We prioritise working with partners, and ensuring all of our work is evidence based.

The position holder will be responsible to support the Country HR Manager in managing the Human Resource function both on a day-to-day operational basis and in some aspects of providing technical guidance and advice, including but not limited to Talent Acquisition and Management, Compensation and Benefits Management, Employee Relations, Learning and Development.

Dimensions of the Role

The role requires a bold, forward-thinking and innovative and result oriented individuals to manage HR operations. Culture and Change Champion who is able to support in making change happen and support in managing organizational culture. Member of the HR team reporting to Country HR Manager on all areas of opportunity and risk that may come to his/her knowledge. The HR Specialist supports the implementation of HR policies while ensuring compliance with organisational and statutory policies and laws on Human Resource and Labour legality matters. The incumbent will have two direct reports, the HR Officer and HR Administrator.

ACCOUNTABILITIES

Organisation and Development

• In partnership with the Country HR Manager implement the Human Resource & OD Strategy and Operational Plan. This involves medium to long term strategic planning to ensure operational plans are aligned with the Human Resources & Organizational Development Strategy and Country Strategy Plan.
• To work with the Country HR Manager to design and facilitate the implementation of change management programs to support cultural & organizational change and performance improvement in line with organizational values.
• Coordinate and support the implementation of appropriate learning initiatives as per existing Training Plans and Policies.

HR Operations

• Effective coordination of country HR processes ensuring timely staff recruitments, job profiling, staff induction, staff transfers and separations, labour relations, performance management, remuneration surveys, employee engagement surveys etc in line with organisational policies, standards and contemporary HR practices.
• Management and coordination of recruitment processes ensuring the right candidates at the right time using non- discriminatory recruitment processes taking cognizance of Plan’s commitment to Child protection, diversity and inclusion.
• Maintain and audit staff files for all employee information ensuring data accuracy, up to date, integrity and confidentiality.
• Monitoring the HRIS and Payroll Software to ensure accuracy and accountability for HR core data security and timely updating as required.
• Maintain all personnel policies and procedures and provide guidance and interpretation to staff.
• Review employment and working conditions in consultation with Country HR Manager to ensure legal compliances
• Support the development and implementation of HR initiatives and systems in consultation with Country HR Manager
• Review and monitor the project budget to ensure they are aligned with employee total cost.
• Participate in periodical reviews of HR policies and strategies and employee opinion surveys and make recommendations for improvement
• Timely preparation of quality HR correspondences and packages relating to staff recruitment, contract renewals, transfers, salary adjustments, employee requests, background checks and separations in line with Plan policies and standards.
• Run reports from the HRIS on monthly basis to inform decision making as appropriate.

Recruitment and onboarding

• Update current and design new recruiting procedures in collaboration with Country HR Manager (e.g. job application and onboarding processes)
• Responsible for interview planning and coordination of job postings, receipt of applications, provides support in longlisting and advice on shortlisting stage
• Ensure reference checks, background checks and separation according to recruitment and separations procedures are done.
• Provide monthly reports to the Country HR Manager on recruitment activities carried out when required
• Ensures that clear statements of Plan’s commitment to Child Protection are included in all advertising, job profiles, pre and post interview documentation to candidates.
• In collaboration with the Country HR Manager guide the hiring managers through the talent management process
• Ensure the onboarding activities for newly hired staff are completed, including preparing and sharing onboarding information and documents.

Employee Relations Management:

• Support the Country HR Manager to handle employee relations, grievance, and disciplinary cases, workplace safeguarding, employee safety, coordinate department audit
• Ensure employee health and well-being, by working closely with Country HR Manager, Heads of departments, Programme Unit Managers and respond proactively to all staff welfare support matters.
• Adequately monitor, provide data needed for disciplinary and grievance cases and participate in the case management when required
• Ensure that all staff understand Plan International Tanzania and Country office HR procedures and policies.
• Monitor the implementation of HR policies and procedures and access staff perceptions of policies, benefits, and welfare services
• Promote work-life balance by ensuring all departments have annual leave calendars and all leave types are logged in the HRIS system.
• Advice staff and managers in resolving HR Operational issues as well as contractual management issues and bring to the attention of the Country HR Manager.

Compensation and Benefits

• Work with the Country HR Manager to ensure that our pay and benefits structure and application are in line with Plan International Tanzania and global guidelines.
• Manage the preparation of all staff payroll and timely disbursement of salaries or other employee benefits by updating any payroll changes accurately and timely.
• In liaison with Country HR Manager, work with Heads of Department for the evaluation of new jobs and expanded roles to ensure the correct grading of jobs.
• Participate in salary surveys, budgeting and reviews as appropriate
• Work closely with the Finance team to ensure that timesheets are completed on time and all staff information is accurate for payroll processing
• Manage the Staff Medical Scheme in accordance with contractual obligations such that all medical services to staff are satisfactory and contract procurement reviews are done timely and in accordance with Plan International Tanzania procurement policies
• Coordinates the day-to-day HR administration duties by ensuring timely and quality HR paperwork for appointment packages and salary adjustments, promotion, transfers, employee requests, termination, and separations process

Performance management & Learning and Development

• Support the Country HR Manager to strengthen initiatives that promote staff development and capacity building
• Ensure all performance stages are completed for all staff
• Conduct refresher trainings on performance management processes to all staff and follow up to check if objectives set are SMART
• Extract quarterly performance review’s reports and recommend urgent actions
• Assess, identify, prepare and compile staff training needs as per performance appraisal results and submit annual training plan to Country HR Manager.
• Lead the induction process and ensure all new staff have been inducted and completed all mandatory trainings.
• Delivering training where possible, in consultation with the Country HR Manager.

Safeguarding & Risk Management

• Collaborate with and provide advice to key teams and/or departments within the offices to ensure that risk identification and management strategies of the HR processes, procedures, activities and appropriate mitigating actions are developed.
• Conduct operational HR risk assessment by working closely with Country HR Manager and in line with the HR management standards.
• Demonstrate commitment to Plan’s Safeguarding policies through implementing the policies fully, and report any actual or potential risk situations following the reporting procedures.
• Ensure that all recruitment processes meet the Safeguarding standards and guidelines requirements from advert, clearances and the orientation of new staff.
• Continual dissemination and refreshers of the Plan mandatory policies ie code of conduct, Safeguarding, whistle blowing, HBD as well as other relevant policies including HR manual
• In liaison with programs develop mechanisms to support, monitor, assess and institutionalise organizational learning and reflection on mainstreaming gender equality and inclusion.

1. Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Communications and Working Relationships:

• Country HR Manager, Emergency Response Manager, Heads of departments,
• Country Leadership Team, Program Unit Managers,
• Extended CLT members

Technical expertise, skills and knowledge

Knowledge;

• University Degree preferably in Human Resource Management or Business Administration or a related field and/or equivalent is required.
• 7+ years of progressive experience in a Human Resource Operations function.
• Sound knowledge on the Country Labour Laws and HR practices
• Experience of International NGO or demonstrated equivalent combination
• Ability to multitask and deal with a range of incoming enquires – organisation is key to the success of this role.
• Knowledge of Word, Excel and Outlook, also keen knowledge and experience of the importance of databases and their role in providing accurate management information.
• Able to form and maintain effective working relationships

Human Resources Specialist Job Vacancy at Plan International

Skills

• Skills in supporting strategic planning and human resourcing requirements
• Communication – excellent negotiation and influencing skills in multi-cultural contexts
• Possess excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures
• Excellent organisation and negotiation skills
• Technical skills using diverse HRIS and reporting tools is required
• Ability to prioritize tasks and be able to deliver to tight deadlines
• Experience in handling disciplinary cases
• Ability to provide training

Plan International’s Values in Practice

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

5. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
6. Builds constructive relationships across Plan International to support our shared goals.
7. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
8. Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

Typical office environment with medium field travels

Level of contact with children

Low:       rarely interact with children

Location: Dar Es Salaam

Reports to: Country HR Manager

Grade: D2

Closing Date: 23rd September, 2022

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.