Female
| Job Location: | Kabul |
|---|---|
| Nationality: | Afghan |
| Category: | Admin-Clerical Human Resources |
| Employment Type: | Full Time |
| Salary: | As per MSI-A Salary Scale |
| Vacancy Number: | MSIA-220-2024 |
| No. Of Jobs: | 1 |
| City: | Kabul |
|---|---|
| Organization: | MSI Reproductive Choices Afghanistan (MSIA) |
| Years of Experience: | More than five years proven significant experience of working at a senior HR level. |
| Contract Duration: | December 31, 2024 (extendable) with 3 months of probationary |
| Gender: | Female |
| Education: | MBA or related field |
| Close date: | 2024-04-22 |
MSI Reproductive Choices Afghanistan (MSIA) is a branch of MSI, a global, non-profit, and non-governmental organization headquartered in London, UK, and was established in August 2002 after registration with the Government of Afghanistan. MSIA follows the local mission statement of MSI: Improve Afghan women’s health and well-being so that they can, in turn, build strong, healthy families. Our vision is to be the organization that Afghan women seek out for high-quality, client-centered health care provided by women, for women.
We focus on reducing maternal mortality by providing quality and sustainable maternal-child health (MCH) and reproductive health (RH) services and information in 17 provinces of Afghanistan, namely Kabul, Balkh, Herat, Jawzjan Faryab, Nangarhar, Helmand, Kandahar, Baghlan, Kunduz, Badakhshan, Takhar, Samangan, Kapisa, Khost, Paktia, and Daikundi, in coordination with the Ministry of Public Health (MoPH) of Afghanistan.
MSIA strives to enhance women's health outcomes in the aforementioned provinces by delivering vital reproductive and maternal-child health services through multiple channels such as centers, outreaches, the private sector, and MS Ladies (Family Health Houses).
The Role
Reporting to the Country Director, the HR & Admin Manager is accountable for managing the HR & Admin function at both an operational and strategic level. As a member of the Senior Management Team (SMT), the role will provide expert advice and support to the senior leadership team and employees on all aspects of HR including organizational culture and strategic change, staff development, employee relations, recruitment, reward and recognition, people management and employment law. A priority for this role initially will be on delivering MSIA’s recruitment plan. This role will also line manage MSIA’s HR and admin team (currently two staff members) and undertake all responsibilities associated with that function. The role is based at MSIA Head Office Kabul, Afghanistan, and regularly involves travel to the sites and attending meetings/ events, supervising, supporting, and representing MSIA at various forums (expected field travel 40%). It is a role requirement that the job holder must fully comply with, promote and live MSI CORE VALUES AND BEHAVIOURS:
Mission Driven - Client Centred - Accountable - Courageous - Resilient - Inclusive
Key Accountabilities:
A. Strategic
• Support the Senior Leadership Team (SLT) and SMT by continually helping to develop and implement HR strategies to support the delivery of MSIA’s Strategic Plan.
• Assist the SLT in developing a robust organizational structure and culture while still maintaining MSIA’s values.
• Ensure appropriate staff data is recorded and maintained to make informed management decisions.
• Monitor HR trends throughout the organization and provide management information on Key Performance Indicators to senior management as appropriate.
• Manage and improve admin processes to effectively support the wider MSIA team and governance structure.
B. People Management
• Establish MSIA’s own HR policies and procedures.
• Provide line managers and staff with guidance on HR policies and procedures and employment law.
• Support line managers with recruitment, retention, employee relations, reward, and absence management.
• Supervise the admin team to ensure that recruitment, onboarding, and induction processes run smoothly.
• Manage the onboarding, induction, and leaver processes: including staff vetting, the issuing of contracts, and exit interviews for all employees.
• Develop a minimum mandatory MSIA induction program for new staff.
• Establish a learning and development program for all levels of staff and maintain a central training record that facilitates the regular review of training progress.
• Support the identification and development of clear progression pathways for talented staff across the organization.
C. Performance Management
• Coach and mentor managers to develop their own line management capabilities. This will include training on cascading organizational objectives, conducting performance reviews, and advising on learning and development plans.
• Monitor and review the performance management system and continually develop it as necessary.
• Support line managers to manage and conduct disciplinary and grievance cases when they arise.
• D. Internal Communications
• Regularly update employees on HR policies and broader organizational updates. Ensure managers and team members are aware of MSIA’s policies and procedures and can operate them effectively.
Keep up to date with legal developments and advise management on compliance and risk matters. Provide regular communications to all employees on changes or updates to employment law or HR best practices.
E. Budget & Payroll Oversight
• Contribute to the management of staffing, learning, development, and recruitment costs (including the benchmarking of existing and new posts).
• Assist the leadership team in reviewing the current reward and recognition program, advising on the introduction of new benefits, and updating current benefits.
• Support the payroll process by the provision of timely and accurate payroll information to the finance team.
• Have sole responsibility for managing the budget linked to the admin team.
F. Line Management of the Admin Team
• Set objectives, performance manage, and develop staff in the admin team.
• On a daily basis, work with the admin team to deliver efficient and effective support to the wider MSIA team on a range of admin processes (including admin support for recruitment, onboarding, induction, IT set-up, events, and governance meetings).
• Organise admin staff to support and test the introduction of new systems (IT, HR, and finance). • Be a focal point for responding to key administrative issues.
G. Other Duties:
• Develop and oversee the recruitment process.
• Review job advertisements before posting, screen CVs, conduct telephone screenings, coordinate interview teams, participate in interviewing candidates, and ensure that documentation is collected and recorded/filed.
• Oversee all labor engagement for the country office and manage the new hire orientation and exit process.
• Annually review the Personnel Handbook recommending amendments needed due to changes in local conditions or labor laws. • Manage timesheets for the office, ensuring timely submission, approval, accuracy, and filing.
• Monitor compensation - ensuring internal equity & compliance and benefits.
• Facilitate job analysis and update job descriptions.
• Coordinate with Finance controller in the preparation of monthly Payroll.
• Advise Country Director on appropriate staffing levels and assist in budget preparation.
• Review employee final payments for accuracy and compliance with labor laws.
• Ensure the smooth running of all administrative functions in the country office.
• Supervise all travel and hotel arrangements for staff and visitors, including visas and work permits as applicable.
• Evaluate the need for employee training and development and make recommendations.
• Oversee the coordination and implementation of annual performance reviews.
• Work with senior management to resolve employee relations issues pragmatically.
• Investigate employee relations issues & work to ensure human resources-related decisions are consistent and fair.
• Developing and administering human resources plans and procedures that relate to MSIA personnel.
• Planning, organizing, and controlling the activities and actions of the HR team.
• Contributing to the development of HR team goals, objectives, and systems • Creating and revising job descriptions.
• Developing, revising, and recommending personnel policies and procedures.
• Maintaining and revising the MSIA handbook on policies and procedures
• Overseeing recruitment efforts for all personnel, including writing and placing job ads.
• Conducting new employee orientations and employee relations counseling • Maintaining team records and reports • Participating in administrative staff meetings
• Assist in identifying the key organizational culture drivers and improving the organizational culture as per the program's strategic objectives.
• Promote equality and diversity as part of the culture of the organization.
• Recruiting staff - this includes developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, interviewing, and selecting candidates up to the officer level.
• Advising on pay and other remuneration issues, including promotion and benefits.
• Assist in performance appraisal; develop tools for appraisal, and job evaluation through team scan and performance.
• Maintaining confidential files related to recruitment, Training, Warning, Termination, Service letters, and other supporting documents.
• Assist in improving the organizational culture through improving communication and teamwork.
• Compiling annual tax deduction details to the tax authorities and individuals from the payroll database.
• Supervision all the internal control procedures established under administration to smooth the functioning of organizational activities.
• Prepare correspondence and record IN/OUT official letters in registration books
• Any other activities assigned by management.
Working contacts:
1. Internal:
• MSIA Senior Leadership (SLT) and Senior Management Team (SMT) Teams, the wider MSIA staff, and the Executive Administrator.
2. External:
• MSI GSO: Regional Support Team, Legal & HR.
3. Qualifications and experience:
• Substantial experience in developing and delivering successful HR strategies.
• Proven significant experience working at a senior HR level; advising a leadership team.
Proven experience in providing/analyzing management information to improve HR practice and staff performance.
• Experience monitoring the labor needs of an organization, bringing in new skill sets for the organization, and benchmarking salaries across similar sectors.
• Proven experience in leading and managing teams.
• Human resources management, business administration, or a related field.
• Qualification in finance is an advantage
4. Skills and abilities:
• Outstanding written and communication skills, ability to communicate effectively with a range of stakeholders (including the leadership and senior management teams, and staff).
• Excellent interpersonal skills; an ability to instill trust and work with discretion.
• Good negotiation skills and an ability to manage conflicts and find resolutions.
• Able to promote and manage change.
• Good organizational skills to ensure teams are working effectively.
• Excellent IT and report-writing skills.
• Ability to multi-task, manage conflicting priorities, and meet challenging deadlines.
• Ability to work independently and think laterally.
5. Knowledge and understanding:
• In-depth knowledge of HR best practices and employment law
• Familiarity with compensation & benefit systems.
• Prior experience in managing an organizational transition.
• Experience in managing budgets.
• Progressively responsible professional experience across a broad range of HR practice areas, including business partnering.
6. Attitude / Values:
• Committed to MSIA's mission, vision, and values
• Friendly, team player
• Self-motivated, proactive, and solution-focused
• Analytical and organized
• Honest, reliable, and maintains confidentiality
Interested and qualified candidates are requested to fill out the MSI-A application form by clicking the link below and send a copy of their updated CV (no educational or job certifications) by the closing date.
Please note that MSI-A does not charge applicants any recruitment fees. MSI-A is an equal-opportunity employer with a strong commitment to diversity at all levels. MSI-A has a strict non-discriminatory policy in its hiring and selection processes. All applicants will receive equal consideration, and applicants from all ethnic, racial, and economic backgrounds are encouraged to apply.
Please be aware that only those candidates who have been shortlisted will be contacted.