People and Culture Coordinator
Purpose of the position:
This position is responsible for the coordination of key World Vision Tanzania (WVT) People & Culture (P&C) operations and systems specifically focusing on recruitment, performance management, staff development, staff benefits, compensation/payroll administration, HRIS/Our People Administration, WVT P&C Division performance reporting and analysis, staff relations and general WVT P&C/HR administration in alignment with WV mission, vision, Core Values and WVT National Office Strategy. The P&C Coordinator – Operations is an integral part of the WVT P&C team supporting the P&C Director and other key WVT stakeholders in the implementation P&C strategic, technical and administrative support, while facilitating teamwork that will enhance efficient and effective service delivery necessary to maintain a healthy WVT P&C environment.
Duties and Responsibilities
Management of Existing WVT P&C process and systems:
Provide management support of existing WVT national hired staff P&C operations, processes and systems to help ensure effective P&C service delivery.
Administer and monitor WVT People and Culture Information System (PCIS) / Our People to help ensure 100% accuracy for all WVT staff data including maintain a database for WVT interns, volunteers and temporary staff.
Supervision and monitor the maintenance of WVT HR files records as per the required WVT standards and policies.
Monitor and update staff contracts, position changes and staff transfers to the different WVT areas of operation as per approved guidelines and ensure effective information flow to the ADPs and project sites.
People & Culture Analysis and Reporting:
Provide and ensure quality and timely submission of the P&C monthly report by 25th of the month for all P&C Division operations performance, agreed P&C Division dashboards and the WVI P&C LEADER scorecard.
Support in the development of the WVT P&C Division annual budget and monitoring with regular reporting on the P&C Division budget utilization on quarterly basis.
3.WVT Staffing Solution : (Recruitment, Orientation and Onboarding):
P&C Business Partnering with WVT hiring managers to assess and regularly monitor the WVT P&C Division performance on recruitment, orientation and onboarding services as well as implementation of WVT annual workforce plans
Support in the development, monitoring, tracking and analysis of WVT workforce plans and recruitment plans to ensure timely implementation in accordance to WV P&C standards, P&C LEADER score card and WVT budgets.
Provide technical support and/or coordination support in recruitment, orientations and onboarding operations with WVT P&C recruiters and respective hiring managers. These includes facilitating the orientation process of new staff and ensure that P&C core documents are signed and filed (i.e. Police Background checks, Disclosure form/conflict of interest, Child protection, Employee Code of conduct, Core values, mission, vision & employee manual.)
Participate in staff interviews sessions when required and also provide guidance to the interview panel members or WVT P&C recruiters on the required compliance of WV recruitment standards of integrity and transparency.
Participate in the project proposal development process when required with the P&C Specialist – Grants to capture staffing needs for recruitment planning and early warning recruitments.
Support the P&C Director to regularly review, audit and improve interview reports/minutes and interview assessment tests tools and documentation used for WVT recruitment processes
4. Performance Management:
Support in the coordination and implementation of the WVT performance management process which includes: setting of annual performance agreements, mid-year annual performance reviews, yearend annual performance reviews, probation performance reviews (with issue of confirmations) and implementation of performance improvement plans (for poor performers).
Provide technical support to WVT staff, line managers and the respective Senior P&C Officer(s) in the implementation and understanding the WV performance management process in accordance to WV standards. This will also include providing mentoring and support for new WVT employees.
Track progress, maintain statistical data on results for reporting and ensure completed submitted performance management forms have been placed in WVT staff personal files by the P&C Officer.
Support the P&C Director to produce WVT performance management reports for various stakeholders with discussions, recommendations and action plans for implementation based on the bell curve analysis and lessons learnt for the performance cycle.
Support the P&C Director to consolidate proposal with analysis for the annual WVT annual merit salary increments based on performance
5. Staff Development
Support the P&C Director to ensure that WVT annual staff development plans (from training needs are identified) are developed, monitored and implemented timely for WVT staff as per the WVT staff development policy.
In collaboration with respective WVT divisional / department leaders consolidate, track and report on all WVT planned organizational staff development programs in each financial year (FY) that are aligned with the WVT NO strategy
Support WVT line managers and other WVT employees with technical guidance on matters related to career development, individual development plans and all aspect related to WVT staff development.
Facilitate staff capacity building on WVT/WVI P&C related policies and Tanzania labor laws for a healthy and safe working environment.
Keeping records of all training bonds given to WVT staff.
6. Staff Compensation & Staff Benefits
Monitor the appropriate implementation of various National Hired Staff welfare and benefits such as: staff medical insurance, staff life assurance, SALTI program and WVT staff care program.
In collaboration with the WVT staff care team coordinate work-related counseling and stress management services for all national hired staff.
Support the P&C Director to ensure that all employment practices related to WVT compensation, employee benefits, and compensation reviews are implemented within the established standards, procedures, guidelines and policies of WVT/WVI and the Tanzania labor laws for all national hired staff.
Supervise, monitor and provide support in the timely administration of the monthly WVT payroll for National Hired staff as per the established standards and dashboard.
Ensure follow up on processing and payment of all WVT statutory payments as required in compliance with local laws of Tanzania for all national hired staff e.g. PAYE, Social Security Fund, Workers Compensation Fund (WCF), Higher Education Student Loan Board repayments, etc
7.Staff Relations and Staff Engagement
Provide technical guidance to WVT line managers and staff on employee relations issues, grievance and disciplinary procedures and promote sound employee relations for national hired staff in WVT.
Coordinate the management of staff disciplinary and grievance issues with support and advisory of the WVT Senior Legal Advisor and the People & Culture Director.
Work as a secretary to the disciplinary hearing meetings convened at the WVT head office or in the field offices as assigned by the People & Culture Director.
Support and work with the P&C Director on HR wellbeing and Staff engagement surveys as well as carry out regular HR field visits to help address national hired staff concerns that may need attention.
Keep abreast and updated with the challenges in the Tanzania labor law and legislations and provide technical guidance to all WVT stakeholders on issues of statutory changes or requirements for decision making in consultation with the WVT Senior Legal Advisor and the People & Culture Director.
8. Team Performance Management
Facilitate development of performance agreement and individual learning and development plans for 2 staff supervised: 2 Senior P&C Officers and 1 P&C Officer (matrixed). This includes implementing identified and approved the team’s staff development plans.
Ensure monthly one to one meetings take place with NO P&C team supervised on performance and implementation of agreed action plans.
Ensure timely completion of mid-year and annual performance review for NO P&C team supervised and provision of a detailed analysis of the team’s performance to the P&C Director.
9. International Staff Care
Support the P&C Director in the management of P&C services for international staff based in Tanzania (as well international staff on secondment to WVT or international volunteers) on work permit processing, contract renewal management, performance management, benefits administration, facilitating housing and any other entailments in accordance to WV policy.
Qualifications: Education/Knowledge/Technical Skills and Experience
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
Minimum Qualification required: Degree in Human Resources, Public Administration or related field Human Resource Management.
Experience: 5yrs in Human Resource Management
Preferred: 3 – 4 years Human Resource Management experience in a large International NGO.
Technical Skills & Abilities:
Good knowledge of normal organizational policies, Tanzania labor law and legal requirements
Good skills in conflict resolution/problem solving, teamwork, crisis management, training facilitation and coaching.
Good interpersonal skills and effective communication skills
Good understanding of World Vision operations
Ability to maintain effective working relationships with staff and partners at all levels
Excellent interpersonal and coaching skills.
Ability to work with various departments and foster teamwork.
Ability to work independently with minimal supervision.
Skills in database management and record keeping.
Ability to maintain the highly confidential nature of human resources work
Ability to exhibit an exemplary lifestyle as interpreted in the specific local context.
Proven candidate sourcing and relationship building skills.
Experience in working in a multi- cultural environment. Experience in a hardship context will be an added advantage.
High level of commitment and working with minimal supervision.
Commitment to World Vision objectives and ministry, mission statement and core values
Able to manage multiple priorities in cross-cultural teams and prioritize under pressure
Able to respond to deadlines.
Well-organized in work and filing systems.
Integrity and strong interpersonal skills.
Customer Service orientation.
Fluency in English (written and verbal skills).
Strong computer skills (MS Word and MS PowerPoint), with solid proficiency in managing databases and MS Excel.
Able to work under pressure in cross-cultural environment.
Excellent communication skills, both verbal and written, especially by phone and e-mail.
Ability to work well within a team and to build and promote team spirit.
Comfortable interacting with people from various cultures and levels within the organization.
Must be a committed Christian, able to stand above denominational diversities.
Perform other duties as required or as assigned by the People & Culture Director.
Acting in absence of the People & Culture Director.
Working Environment / Conditions:
Work environment: Office-based some travel to WVT field offices
Travel: 10% Domestic/international travel is required.
On call: 20%
Must be a committed Christian, able to stand above denominational diversities.
Perform other duties as required
Technical Skills & Abilities:
Should have been involved in Project Design and Implementation, monitoring, evaluation and reporting.
Thorough understanding and experience in Resilient and Livelihood concepts.
Prior experience with participatory livelihoods asset inventory and development at the community level
Thorough understanding and Experience in quantitative and qualitative data collection methods, including sampling, survey design and data analysis
Understanding of a cluster level planning and design of projects
Experience in the application of Results-Based Management framework
Ability to communicate cross-culturally and be cross-culturally sensitive
Computer and Internet skills including word processing, graphic presentation and spreadsheet programs required.
Travel is required.