Summary
Date Posted: Thursday, March 31, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Role Purpose:
As a member of the Senior Management Team, the Head of Human Resources, Administration & Information Technology shares in the overall responsibility for the direction and coordination of the Country Office. The Head of HR, Admin & IT in his/her capacity is responsible and accountable for the provision of effective human resource, administration and IT functions of the Country Office and the direction, supervision, capacity-building and evaluation of staff, in both Humanitarian (emergency) and development contexts.

Scope of Role:
Reports to: Country Director
Dimensions: Save the Children currently has offices in 4 provinces in Zambia; Lusaka (Head Office), Western (several project offices, Eastern (Field office) and Copperbelt (project office) Provinces but works throughout every province via Local Partners. The total current staff complement is approximately 115 staff with a budget of $10 million in 2022
Staff directly reporting to this post: HR Coordinator, ICT Coordinator and Administrative Officer, Child Safeguarding Focal point (dotted line)
Indirect: Human Resources Officer & Administrative Assistant
Budget responsibility; Learning and Development budget
Role Dimensions: The post holder will work closely with all senior managers in the Zambia programme and will have a direct reporting line to the Country Director.

Key Areas of Accountability:
As a member of the Senior Management Team (SMT), contribute to:
• Leadership of the Zambia Country Office
• Support the development of an organisational culture that reflects our values, promotes accountability and high performance, encourages a team culture of learning, creativity and innovation, and enables staff to deliver outstanding results for children and excellent customer service for our Members and donors
• Help design and implement a coherent organizational structure that is consistent with agency practices and appropriate to programme needs
• Help establish, maintain, and improve active and regular working relationships with: Zambian government authorities, partner agencies including humanitarian and development donors, local and international NGOs
• Ensure that the Zambia Country Office complies with all Save the Children Management Operating Standards and Standard Operating Procedures
• Ensure that all required support is provided promptly, at scale and in line with the rules and principles during humanitarian responses, working closely with the Regional Office
Strategic Human Resources Planning
• Design and manage staffing strategies to ensure that the organisation acquires and retains a qualified workforce capable of meeting organisational challenges in both development and emergency contexts
• Work closely with the program departments to ensure that adequate HR inputs are provided and incorporated during development and implementation of all projects/programs
• Lead long range people forecasting and HR planning for the organization
• Institute and manage an appropriate performance management and succession planning system to ensure that the organization has a ready supply of staff with the requisite skills and competencies.
• Ensure appropriate and adequate emergency HR procedures are detailed in the Country Office Emergency Preparedness Plan in order to enable rapid scale up
• Facilitate the HR aspects (such as deployment mechanisms) of the Country's Emergency Response Team
Human Resources Management
• Manage and complete all tasks related to day-to-day HR management
• Manage the HR, Admin and IT team; define expectations, provide leadership and technical support as needed, and evaluate direct reports regularly
• Develop and maintain appropriate job descriptions that reflect Save the Children’s dual mandate, and ensure they are evaluated according to SCI Job Evaluation Guidelines
• Ensure hiring practices and employment terms are fair, equitable and consistent and comply with local labour laws, and SCI Recruitment principles, policies, and best practices
• Ensure appropriate recruitment, retention and succession of staff including orientation programs, design and implementation of compensation and performance management systems and career development for staff. Manages staff contracts (i.e., offer letters, transfers/relocations, contract renewals, notices) including monitoring contracts to ensure that end dates are reported in advance; works to ensure that employment contracts meet legal and policy requirements
• In collaboration with Head of Finance, ensure maintenance of updated information on staff salaries, allowances and income tax calculations in compliance with current laws and regulations
• Maintain appropriate personnel files and HR documentation
• Manage the HR data on ORACLE and other HRIS to keep it up to date on a monthly basis
• Ensure proper time sheet management on effort reporting system
• Prepare terms and conditions of employment and issue all employment and consultancy contracts for approval in compliance with Zambia Labour Laws and any other relevant member guidelines
• Ensure design and management of competitive and appropriate compensation and benefit policies for all employees, including short term and/or contract employees in emergencies
• Conduct compensation reviews, compute cost of living allowance, formulate and implement employee benefit schemes and insurance packages and review periodically to bring in best practices
• Provide the required level of HR support to all field and project offices
• Implement clear onboarding and induction processes in line with the Country Office policies and procedures, including the Performance Management process
• Lead in the implementation of Develop to Perform ensuring that it is entrenched into the Country office as a performance culture
• Ensure outgoing staff go through a proper exit interview in order to gain feedback and insights on Save the Children’s program, organizational processes and systems and feedback reasons for leaving to SMT
• Participate in and contribute to the promotion and development of Regional and Global HR network.
• Facilitates the provision of safe and secure working environment for the staff at the CO and field office; coordinates staff wellness initiatives and activities in the CO.
Human Resources Policy
• Develop, implement, and communicate personnel policies and procedures in accordance with the organisation’s goals, statutory requirements, and SCI's human resources policies aligned with the organization’s overall strategy to meet the evolving needs of the organisation;
• Prepare medical contingency plans and policies for staff
• Ensure that HR policies reflect a workplace free of discrimination and incorporate gender and diversity values of Save the Children
• Provide ethical oversight and leadership across the Country Office Employee Relations and Development
• Manage the overall Employee Relations for the organization
• Ensure that staff and Save the Children’s partners and suppliers are aware of and adhere to the Child Safeguarding Policies
• Oversee and support development of staff and teams who aspire to become members of the Global Roster
• Where possible apply the emergency core, technical and leadership competencies in the identification of new staff and the development of existing staff
• Ensure good teamwork within all sub offices and the Country Office, including within emergency responses.
• Provide assistance and guidance to senior management staff to identify trends in employee relations issues and work with them to rectify issues
• Work closely with SMT and other management staff to manage and coordinate grievance management and disciplinary proceedings involving any staff member and recommend appropriate action to resolve disputes.
• Provide guidance to Program functions in identifying learning needs, finalizing plans for capacity building of staff and formulating an annual training calendar, such as performance management workshops, orientation programs etc
• Work with other Save the Children partners to explore opportunities for cross visits, temporary duty assignments and learning opportunities
• Provide support to Program plans and assessments for capacity building of partners, including partners' HR planning, skills assessments and HR policies
Legal Relationships
• Advise Country Director and SMT on appropriate actions for prevention and response to any legal issue arising out of Save the Children’s work or employment, coordinate actions with legal counsel
• Ensure that Save the Children policies are coherent and relevant to current policies in Zambia and internationally;
• Maintain/Develop further relations with the Ministry of Labour and other relevant legal support services;
• Liaise and maintain regular relationship with the Save the Children Lawyer at local and legal office in Save the Children International
• Protects the interest of employees and the organisation in accordance with organization Human Resource policies and government laws and regulations
• Handling of disciplinary cases (takes corrective action for wrong behaviour, resolves disputes, complaints and other grievances raised by staff members, etc).
Administration and IT
• Supervise administrative function to ensure the smooth importation of capital assets and monitor processing of visas for expatriate staff and visitors in liaison with the relevant government departments
• Supervise administrative functions to ensure that sophisticated, efficient and cost effective Information Technology systems are in place and are in compliance with SCI MOS
• Responsible for ensuring CO internal and external communications systems function effectively and efficiently
• Oversee the overall maintenance of the office premises, facilities, assets and equipment (physical work environment) and ensure that these are secure, in good working order and efficiently utilized
• Review and annually update all contracts and leases before forwarding them to the Country Director for signature
• Ensure compliance with Health and Safety regulations
• Ensure adequate insurance cover and keep up to date with suitability and types of cover available
• Oversee the annual preparation of the renewal of licenses and permits in coordination with the Admin Officer
• Provide logistical support to SC staff, guests and visitors, including transport and accommodation in accordance with Country Office standards and guidelines
*Perform any other duties as assigned by the supervisor

Skills and Behaviours (our Values in Practice)
Accountability:
• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically
Collaboration
• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to
Creativity:
• Develops and encourages new and innovative solutions
• Willing to take disciplined risks
Integrity:
• Honest, encourages openness and transparency

Qualifications and Experience
• Recommended a minimum of 10 years of Human Resources management experience in a corporate or NGO environment, including experience in the development and implementation of strategic and operational support services plans in a professional work environment
• Bachelor degree in Human Resources Management, Business Administration, Social Sciences, or other related academic discipline, and/or a postgraduate specialisation in Human Resources
• Post-Graduate qualifications in Personnel Management or Business Administration (MBA) with specialisation in Human Resources preferable
• Highly Computer literate with experience with any payroll software an added advantage;
• Ability to plan and organize a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
• Ability to look for opportunities to implement improvements in the area of human resources management;
• Willingness and ability to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies
• Demonstrated credibility with colleagues and stakeholders at all levels of an organization
• Strong interpersonal skills with the ability to demonstrate skills in leading a multi- disciplined team through a period of change
• Leadership skills, including the ability to supervise and motivate qualified professional staff with strong personal value systems
• Analytical, decision making and strategic planning skills and the ability to handle multiple priorities
• Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff
• In-depth knowledge of employee relations and develop and maintain sound knowledge of current Zambian Labour laws and employment legislation;
• Excellent oral and written communication skills in English. Similar skills in local languages an advantage
• Willingness to travel to Save the Children’s field offices and operational areas on a regular basis
• Ability to coach, mentor, delegate appropriately and provide developmental guidance to supervised staff
• Competent level skills in core IT applications, particularly MS Office
• Team building, training and facilitation skills
• Must be a member of the Zambia Institute of Human Resource Management (ZIHRM)
• Must have a mature and honest disposition; and ability to maintain confidentiality
• Understanding of Save the Children’s vision and mission and a commitment to its objectives and values

Work Hours: 8

Experience in Months: 120

Level of Education: Bachelor Degree

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