HR and Administration Manager

HR and Administration Manager 

Adana (Country Office)

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified HR and Administration Manager.

About the job

Overall purpose of the role: The Human Resources and Administration Manager will lead and manage Human Resources functions, provide overall advice, coordination and management to the Human Resources and Administration team as well as technical Human Resources support to the field offices. Ensure efficient support to the program and senior management in accordance with existing DRC policies and procedures. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities.

Geographic Scope: Country

This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities..

Duties and Responsibilities:

Management

• Lead and manage the Human Resources team (including people planning, performance, wellbeing, and development).
• Provide technical support, advice and capacity build the Human Resources.
• Advise and assist managers in Human Resources related issues and concerns.

Human Resources Policies and Support

• Maintain and update Staff Human Resources Handbooks, policies, and SoPs as necessary.
• Work closely with the Regional Office/HQ to share information and provide support as required.
• Implement DRC’s HR systems, guidelines, and procedures at the national level.
• Ensure adherence to Employment Guidelines and other DRC policies.
• Ensure compliance with the local labor law within Turkey.
• Prepare regular HR analysis and reports and share it with HR team and SMT members.
• Ensure safe and standardized filing of personnel documents in all offices.
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards & principles within DRC and among beneficiaries served by DRC.
• Proactively pursue continuous process improvement in Human Resources related practices to enhance the quality and efficiency of output/delivery.

Recruitment, development, and people planning

• Drive and support recruitment and selection activities ensuring compliance with global recruitment process.
• Work with senior management team and senior staff on new staff retention strategies and initiatives.
• Ensure proper onboarding and induction process.
• Ensure oversight and consistency in position titles and grades, across the country Programme.
• Support Staff development activities including promoting the DRC Learning Portal.
• Assist Managers to identify, recommend and approve Learning & Development initiatives for their employees through DRC’s Learning Portal.

Performance, well-being and compensations & benefits

• Proactively respond to and manage performance counseling, employee grievances and disciplinary issues as required, with a focus on building manager competency and ensuring that documentation is well kept.
• Implement the DRC performance management system including developing the capacity of managers to implement effective performance management and provide technical guidance to manager on poor performance.
• Link performance reviews to staff development, assess training needs and develop robust training Programme.
• Act as an impartial mediator in disciplinary procedures and ensure it is administered in an equitable and fair manner and meets all legal and labor regulations and requirements.
• Lead people well-being and office recreational space initiatives.
• Define and review salary structure in partnership with the Senior Management Team and coordinate annual compensation review process and compensation adjustments.

Human Resources Administration

• Ensure oversight of relevant lists (e.g. leave) in coordination with managers and field sites.
• Monitor contact end dates and proactively liaise with managers regarding extension or end of
• contract.
• Coordinate the exit /off-boarding process by ensuring compliance with both DRC policies and Turkish regulation.
• Ensure oversight and management of work permits and residencies.
• Ensure oversight of internal and international travel and necessary insurance.
• Ensure timely updating and renewal of organization’s registration certificates.
• In coordination with relevant staff, ensure a regular supply and tracking of usage of office stationery and supplies, cleaning and kitchen products.
• In coordination with the admin officers in all filed offices, ensure effective and efficient management of office administration policies, systems and procedures.
• In coordination with HR team, ensure that benefits are duly explained to employees and serve as liaison between employees and respective insurance company.

Compliance with Turkish Labor Law

• Ensure compliance with the Turkish Labor Law.
• Liaise with the legal advisors on all issues related to labor law, to make sure DRC Turkey is working in compliance with the labor laws.
• Work closely with the external consultants to ensure legally compliant payroll and social security payments.

As Manager the post-holder is responsible for the following:

• Accountable for achieving DRC’s strategies goals and objectives within the area of responsibility.
• Accountable for making significant decisions on what the unit does: its purpose, functions and role, making commitments & decisions that require the expenditure of significant unit resources.
• Accountable for people management of direct reports, generally 3 employees. This includes hiring & termination, objective setting, probation, performance appraisal, development of staff, poor performance management, etc.
• Accountable for making decisions based on DRC’s policies, SOPs, standards and advice based on technical experts in DRC.

About you

To be successful in this role we expect you to have full professional proficiency in English and Turkish languages. Moreover, we also expect the following:

Required

• At least (5) years’ experience in relevant field, of which at least (2) years in a senior Human Resources management role within an NGO.
• At least (3) years’ experience with people management.
• Proven leadership skills and competence in people management.
• Demonstrated understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Excellent skills in handling and advising on complex people management issues.
• Experience in developing Human Resources strategies and policies and driving implementation.
• Experience using an online system for recruitment.
• Robust understanding and knowledge of Turkish labor laws.
• Experience in using HR information system or ERP.

Desirable

• Master’s degree in human resource management, Business, or Social Science Degree specializing in Human Resources is preferable.

In this position, you are expected to demonstrate DRC’ five core competencies: 

Striving for excellence: You focus on reaching results while ensuring an efficient process. 

Collaborating: You involve relevant parties and encourage feedback. 

Taking the lead: You take ownership and initiative while aiming for innovation. 

Communicating: You listen and speak effectively and honestly. 

Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: 12 Months

Band: F1 – Manager

Designation of Duty Station: Adana (Country Office)

Start date: ASAP

Please note that longlisting will be conducted on a rolling basis, so we encourage early applications.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for nationals; please refer to drc.ngo under Vacancies.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: August 31, 2024

For further information about the Danish Refugee Council, please consult our website drc.ngo.