The Human Resources and Administration Manager is responsible for ensuring effective HR and admin support and advice to the managers and staff at the Central & South-Eastern Europe (CSEE) Country Cluster Delegation office, based in Sarajevo, as well as in countries within the cluster, in line with the Federation standards and guidelines.
The position holder is responsible for addressing staffing needs in the CSEE Cluster Office, supporting on the HR planning, leading and coordinating all steps of the recruitment process, facilitating the onboarding, administering employment contracts for internationally deployed IFRC staff, Staff-on-Loan, locally recruited staff, as well as managing monthly payroll for National Staff.
The incumbent will oversee the implementation of the performance management system, national staff conditions and benefits, Staff Health and Staff Care Program. The position holder will always ensure compliance with labor laws of Bosnia and Herzegovina, as well as adherence to IFRC policies and procedures, and will highlight relevant risks and suggest possible solutions. He/she/they will also advise on national recruitment and other staff related issues in IFRC offices in the countries within the cluster.
The position is responsible for providing high quality support to the Country Cluster Delegation in various administrative issues to ensure the smooth day-to-day operation, handling both internal and external partners. This responsibility includes managing the implementation of all aspects of policy approved staff welfare matters, as well as office safety and staff security. As such, the incumbent serves as the security focal point for the Delegation office in Sarajevo.
The Human Resources and Administration Manager is part of the CSEE cluster office’s Corporate Services Unit, which comprises by 1 Finance & Administration Manager, 1 Administration Officer, 1 Driver, while the recruitment of one additional finance delegate is in progress. Currently, IFRC’s total number of employees (national and international) throughout the country cluster is 14 but this figure will double before the end of the year. The position of Human Resources and Administration Manager for the cluster is an essential position for the success of IFRC’s mission and vision.
The position holder reports to the cluster’s Finance & Administration Manager and functionally to the Regional Human Resources Unit at IFRC’s Regional Office for Europe & Central Asia which is based in Budapest, Hungary.
Job Duties and Responsibilities:
HR Administration:
Administer recruitment to employment offer process; support line managers in drafting job descriptions and submit new staff/position requests in the HR system; classify positions as per the set salary scale and perform salary calculations; send out the job offer and draft the employment contracts for international and national staff. For national staff positions in other countries in the cluster, provide advise and support to the Head of Office on these matters.
Prepare consultancy agreements for consultants and acceptance letters for staff seconded from National Societies to the Federation.
Follow up on staff contracts (starting date, end date) and prepare contract extensions or contract amendments as needed.
Coordinate and facilitate the exit and end of contract process for exiting staff; debriefings, exit interview, end of term performance reviews, etc.
Register new staff in the D365 HR system and update employment and contracting details as needed.
Monitor leave balances and work with line managers and staff on the leave planning in order to ensure that all staff use their annual leave entitlement within the indicated timeframe, while there are no disruptions in the operations.
Support and train staff on the use of HR systems (D365 HR, Learning Platform, etc.).
Maintain complete and updated filing system for HR files.
Employee Relations, Lateral Relationships and Staff well-being:
Establish and maintain strong and effective professional relationships with national and international staff in country, HR and other unit colleagues in the Regional Office for Europe and in Geneva, counterparts in the Host National Society and Partner National Societies, as well as with external stakeholders and service providers.
Monitor staff / management issues and support / advise management and staff as appropriate to improve the working relations and nurture a conducive and positive working environment.
Mediate conflict, grievance and harassment cases according to set procedures.
Monitor, advise and act on disciplinary matters in accordance with established policies and procedures.
Raise awareness and promote staff wellbeing, in collaboration with the Head of Delegation, and with the Administration Officer, organize team building activities.
Facilitate the enforcement of workplace policies and practices, including office safety and security measures.
Ensure a working environment which encourages managers and staff to perform well and to observe high standards of conduct.
National Society Development:
Provide the National Society with Human Resources technical support and advise when requested.
Support the National Society with Learning developments tools and raise awareness on the IFRC Learning Platform.
Duties applicable to all staff:
Actively work towards the achievement of the Federation Secretariat’s goals
Abide by and work in accordance with the Red Cross and Red Crescent principles
Perform any other work-related duties and responsibilities that may be assigned by the line manager
Education:
University degree in Human Resources, Business Administration, Social Sciences or relevant field
Experience:
Minimum 5 years of relevant professional experience, with significant, broad based experience in Human Resources domain
At least 3 years previous experience in a Human Resources role in Bosnia and Herzegovina
Demonstrated HR professional experience in an international matrix organization in the humanitarian sector (movement, iNGO, NGO)
Experience in facilitating and supporting management and staff in HR related matters and handing employee relations
Experience in payroll
Preferred:
Experience working in a Red Cross or Red Crescent National Society and/or IFRC and/or ICRC
Knowledge, Skills and Language:
Required:
Very good knowledge of the Labor Laws in Bosnia and Herzegovina
Familiar with key HR policies and HR best practices
People oriented with ethical mindset; Act with integrity, professionalism and confidentiality
Proactively proposing steps of improvement and independently driving tasks forward to completion. Strong follow-through on commitments is an essential requirement
Very good coordination and organizational skills with exceptional attention to detail
Strong interpersonal and communication skills
Open to learning and committed to acting on learning and sharing experiences
Able to work under stressful conditions and meet tight deadlines
Demonstrated capacity to work in a cross-functional and multi-cultural environment
Knowledge of HR systems - Very good knowledge of Microsoft Office tools (Excel, Word, Outlook), ERP systems, databases, SharePoint or similar applications
Fluently spoken and written English
Fluently spoken and written local language (Bosnian, Croatian, Serbian)
Preferred:
Skills in conflict resolution and advising management and staff on complex issues
Good command of another IFRC official language (French, Spanish or Arabic)
