Human Resources Operational Partner Support

Family : Human Resources

Starting date: TBC

Hierarchal and Functional line management of: N/A

Reports hierarchically to: Cell 5 Human Resources Operational Partner (HROp) 

Functional reporting line to: Cell 5 Human Resources Operational Partner (HROp)

Level: 9 IRFFG (1920 JOD)

Workplace: Position based in Amman

Internal relationships: Cell 5 HROP, other Cell 5 members,  HR team in the missions under cell 5, others Cells assistants, Pool Managers, Mobility team, Field HR tools and policies unit, L&D unit, CRAC, ABU, SHU, Field Movement Referent, Field Admin Referent, MESO team and AMSO office

External relationships: embassies or else, as delegated by the HROp

Context

OCG presence in Amman Hub:

OCG has been developing its presence in Amman with a delocalized structure created to support the quality of our operations in the region and beyond. Its includes: 

• The Operational Cell 5 directly managed by a Program Responsible, which current portfolio includes Iraq, Lebanon and Yemen. The team is composed by the Program Responsible, Deputy Program Responsible, Medical Program Responsible, HR Operational Partner, Fin Controller, Log Operational Responsible, Strategic Communication Advisor, Supply Referent and HROp Support

• The MESO (Middle East Support Office) directly managed by the Head of MESO, that includes advisory, implementers and support positions providing technical and operational support to the field missions. The team is composed by Strategic Medical Advisor/Team Leader, Lab, IPC, Nursing Care and AMR Advisors and flyings, Humanitarian Affairs Advisor, Project Officer, Legal Advisor, Ops and Med Flying, Staff Mobility Coordinator and Implementer, Regional Technical Referent Energy and HVAC, Water & Sanitation and a MESO Assistant

• Delocalized & Hosted positions

• An intersectional Amman Mutualized Support Office (AMSO) for Finance/HR/Admin/Log/IT that supports both OCG and OCA teams in Amman. The AMSO is managed by the Head of Resources and it’s under the direct management of OCA

At the heart of the Operations Department of the Operational Center of Geneva (OCG), the "cells" are multidisciplinary teams of 7 to 8 experts (Program Manager, Deputy Program Manager, Polyvalent Medical Referent, Operational HR Partner, Operational Logistics Manager, Operational Finance Manager, Operational Communication Manager, Cell Assistant). The cells supervise and coordinate MSF's activities in several countries and are the direct interface between the headquarters and the field. Each member oversees a specific field of activity under the supervision (functional link) of a Program Manager and with a hierarchical link to the coordinator of the relevant department.

The HROP centralizes and acts as a referent for mission’s HR and administrative issues in front of the various HR units at HQ and other members of the cell, mission’s Human Resources Coordinator (HRCo) or Head of Mission (HoM) and other MSF operational centers (OCs).

With the need to focus more on strategic HR mentoring and support to missions, the HROP support will be the focal point of different HR files  identified and delegated by the HROP.

Scope of responsibilities – objectives of the position

Translation of operational ambitions into HR needs & planning of the IMS positions:

• Participate in the discussions about optimal setup requested by the field to ensure that the staffing is sufficient in number and coherent in composition to meet the operational and institutional ambitions, especially during MYR and POA.

• Reviews MYR and POA matrices and reports to HROP any issues (technical, settings, analytical, …) and provides to HROP first feedback on the forecast and variances compared to last validated budget.

• Verifies the demand for IMS staffing formalized by the HRCos (compliance with planning, accuracy, and clarity of the request).

• Follows up with the missions on job descriptions of international staff (MI), brings to missions’ attention missing or outdated MIs. Files received MIs. 

• Ensures the updating of the international staff tracking table (HR Update) (mission dates, job openings, obtaining documents)

• Compiles a table of the cell's mission positions to be opened, on a weekly basis.

• If necessary, takes over the IMS job openings, particularly in emergency situations.

• Supports missions and GPOs on the IMS propositions and matching process, based on requests/needs.

Focal point for specific HR dossiers, under the supervision of the HROP:

• Acts as a focal point for mobility program in Cell 5 missions; works with Amman Mobility Coordinators towards boosting interCell and international mobility of Cell 5 missions’ staff. Initiate and streamlines the communication between HRCOs, PDMs and Mobility Coordinator on mobility needs and concrete LHS detachment matchings from/to Cell 5 missions.

• Acts as a focal point for any topics related to Compensations & Benefits (e.g. IRFFG, IMS benefits, …) with special focus on Rewards Review (information management, streamlining communication between missions and HQ, …). Support HROP on Benchmark topic (BM requests, hosting sections, follow us with the missions on timely submission of the requested information and documents, ….) and revision of IMS perdiem in Cell 5 missions. Solicits and coordinates the intervention of Comp&Ben referents.

HR and administrative management of international mobile staff (IMS):

• Under the supervision of HROP, acts as a focal point for any topics related to IRPII, including IMS exceptions; manages IRPII exception requests with the missions and HR Direction.

• Under the supervision of HROP, acts as a focal point for Relocated family packages for Cell 5 missions.

• With collaboration from HRCos keep updating the IMS HR update file.

• Monthly, as part of the IMS salary payment, checks the changes of the start and end dates of IMS contracts, positions and project allocations and confirm the monthly IMS payroll information to FAR.

• Provide support to Field Movement Referents (FMRs) in the case of specific movements or visas.

• Carries out/participate in HR briefings and debriefings according to the policy and ensures the SHU is alerted when needed.

• Follows up with international staff on documents required for their departure (informed consents BIC, proof of life)

• Consolidates, monitors and updates pre-departure briefing materials for international staff

• Follows up on anticipated returns of IMS and files documents related to them

• During the matching process and during the mission of IMS, may be required to support exception requests according to the procedure.

Information / Reporting:

• Pivot between the HR department and the missions, ensures sufficient information sharing between these entities so that the HR department can provide an appropriate support - in particular during the “tour du monde” meetings and during HR days.

• Ensures that statistics and indicators are collected and passed on and participates in the analysis of these at least at the PoA and MYR and at the end of the year (HRNS).

Meeting and specific platforms:

• Participates in the monthly meetings "Tour du Monde" to open IMS positions and present the cell's HR/operational news

• Participates in the weekly mini-desks of the cell.

• Participates in the weekly meetings with HRCos

• Participates in POA, MYR etc.

• Participates in any other meeting deemed relevant

• Keeps links with other OCG Cells’ Assistants to assure consistent management of mandatory IMS documents (POA, BIC), Kompas management etc.

Organizational support to the Cell:

• Help to organize Cell 5 group briefings/debriefings of international staff, ensures their briefing on information management.

• Organizes group BIC briefings by RP/ARP

• In case of IMS briefing/debriefing in Amman, welcomes international staff, presents to them Cell 5 setup and ensures they have the necessary documents; supports with organization of the arrival and stay in needed.

• Follows up on Cell 5 members international movements (flights, visas, hotels, ...) by liaising with Amman Support Office, supports with organization of the international movements if needed.

• Supports the cell in the organization of meetings

• Supports the cell in the management of information such as cell archiving

• Focal point for updating all mission HR documents on KOMPASS and Cell 5 private sharepoint

• Coordinates the organization of Cell events as needed

• Additional tasks can be requested.