HRIS Officer/ HR Information Systems Consultant in Save the Children

Save the Children International is a humanitarian organization with more than 100 years of history. Save the Children was founded in May 1919 in London.  SCI has been working in Ukraine since 2014. It started its work in the territory of Donetsk region. Currently, SCI is expanding its activities to eight cities of Ukraine. We work in the areas of education, child protection, overcoming child poverty, health care, and also conduct advocacy activities related to the protection of children's rights. 

OBJECTIVE OF THE POSITION: 

The HR information systems employee is responsible for ensuring timely and accurate updating of personnel information in the system HR Oracle, including Taleo, for e-recruiting and on-boarding during major emergency response operations expansion and transition phases. 

He/she will prepare and develop a Workflow Guide for HR Information Systems users in the country and update data quality status reports.

The Information Systems Officer will act in an advisory role to of the various regional HRIS offices. He/she will provide support to various HRIS users in performing various necessary activities during case entry, change, exit from the system, preparation of reports and keeping it up-to-date within three days of any change.

The HRIS Specialist will provide functional information systems training to coordinators and ensure users complete required training sessions prior to providing access to HR systems.

SCI is a "dual purpose" organization and will therefore be given equal priority both humanitarian and development activities.  SCI strives to ensure that children's basic rights are respected, such as survival, safety, continued access to protection and education. As part of its commitment to work with children through humanitarian interventions, SCI supports programs in both sudden and chronic emergencies.

Given the context of the situation in Ukraine, the HR Information Systems Officer will have to work outside outside of the normal role profile to provide a greater contribution to emergency response and be able to vary working hours as the situation dictates.

ESSENTIAL RESPONSIBILITIES:

• Coordinates the work of HRIS users to ensure the continuous maintenance of HR data quality through the implementation of effective HR business processes
• Ensures the timely update, completion and retrieval of the following reports - Monthly report "Data Quality Status Update".
• Verifies HRIS data entry into HR Oracle system and ensures timely input/update and accurate information entry
• Conducts functional training for HRIS coordinators in offices and ensures compliance with SCI standards in all offices during hiring , changes and dismissals, as well as when performing the necessary actions within the framework of HRIS
• Conducts quarterly compliance audits and necessary data cleanup or updates
• Works closely with RO, Head Office and various HRIS users to obtain any support needed to respond
• li>Provides support for required data required during compliance audits
• Uses all existing policies, practices, checklists and guidelines (Minimum HR Standards, Emergency HR Toolkits) and ensures implementation Save the Children good practices.

General:

• Ensure compliance by all employees with Save the Children policies and practices child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
• Ensure the safety, health and wellbeing of all staff
• Ensure that HR and other processes, policies and systems reflect SCI's principles of equality and equity.

COMPETENCIES REQUIRED FOR THIS ROLE:

Effectiveness

• To take personal responsibility and hold others accountable for achieving our ambitious goals in the interests of children, constantly improving one's own work and the work of the team/organization.

Networking

• Creates and uses established connections and networks to support the work of Save the Children with his team, colleagues, organizational members, external partners and like-minded people.

Maintaining effective communication

• Interacts clearly and confidently with others to engage and influence them; promotes dialogue and ensures timely and appropriate delivery of information, strengthening trust and confidence. 

Problem Solving and Decision Making

• Makes effective, balanced and timely decisions by gathering and evaluating relevant information from inside and outside the organization .

RESPONSE TO EMERGENCY SITUATIONS

• To promote the observance of the rights of children, ensuring their well-being and protection during emergencies, guided by humanitarian principles and code of conduct.
• During emergencies, you must contribute to SCI's emergency response process by prioritizing all activities under your responsibility in the areas of finance, logistics, programs and services.
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• Be prepared to support SCI emergency response efforts and be able to relocate anywhere in the country.

QUALIFICATIONS

Education at Master's level in relevant field or similar work experience

EXPERIENCE

Required

• 2 years or more of work experience in the field of personnel management; 
• Prior experience working in an NGO in the framework of a comprehensive program in the field of emergency response/humanitarian assistance
• Proven experience in the field of personnel management - experience in providing various HRIS support services for managers and personnel
• Ability to quickly understand technology, system processes and communicate them to other employees who are not technical specialists
• Experience in conducting compliance audits in HRIS and training HRIS users on various actions in the system
• Excellent problem-solving and consulting skills on complex HR issues
• Good attention to detail
• Understanding of humanitarian staff care approaches including wellbeing, stress, recovery and rest approaches, as well as debriefing
• Good facilitation skills and the ability to conduct introductory briefing/training
• Good communication (written and oral) and interpersonal skills in English, experience in managing multinational teams
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Additional Duties

The duties and responsibilities outlined above are not exhaustive and the employee may have additional duties as required within his/her level of competence and experience.

We offer:

• Official employment
• International working conditions
• Working day from 9 am to 5 pm
• Medical and life insurance from the first day of work
• Foreign language courses
• Office in the center
• Coffee and goodies in the office

Child protection policy:

We have to ensure the safety of children, so our selection process involves thorough background checks and reflects our commitment to protecting children from abuse.

Health and Safety:

All employees are expected to comply with our global anti-harassment policy.

If you are interested in the vacancy, we are waiting for your feedback. A resume in English will be an advantage during consideration. Also , we will be grateful if you indicate the expected salary level and the level of English language proficiency.

Save the Children International is the humanitarian organization with more than 100 years of history. Save the Children was founded in May 1919 in London.

SCI has been working in Ukraine since 2014. The Organization started its work in the territory of the Donetsk region. Currently, SCI is expanding its activities to eight cities of Ukraine.

We work in the directions of education, child protection, overcoming child poverty, health care, and also we have advocacy activities related to the protection of childrenn's rights.

ROLE PURPOSE: 

Human Resources and Information System (HRIS) Officer is responsible in ensuring timely and accurate update of staff information in the HR Oracle System including Taleo for e-recruitment and onboarding during the scale up of large emergency response and transition phases. 

S/He will prepare and draft the HRIS Business Process Map/Handbook as guide to the HR users in-country and data quality status update report.

HRIS Officer will be expected to have an advisory role to different area offices on HRIS. S/He supports the different HRIS users with different required actions during onboarding, change, off-boarding, reports and ensuring it is up to date within 3 days of any change.

HRIS Officer will run the functional HR training for focal HR staff supporting area of HRIS and ensuring HR users completed required learning sessions prior to provision of access to HRIS.

SCI is a 'dual mandate' organisation and as such equal priority will be given to both humanitarian and development work.  SCI strives to ensure the fundamental rights of children, such as survival, safety, constant access to protection and education can be guaranteed. As part of a commitment to working with children through humanitarian interventions SCI support programmes in both sudden onset and chronic emergency situations.

At times, given the context of Ukraine, the HRIS Officer will be expected to work outside the normal role profile to reflect the elevated inputs required in responding to an emergency and be able to vary working hours accordingly. 

SCOPE OF ROLE:

Reports to: TBC

Staff Technically reporting to this post: No

Direct: HR Team positions

Indirect: Other support services and program positions

Budget Responsibilities: Provides advice on the HRIS portion of the budget

KEY AREAS OF ACCOUNTABILITY: 

• Coordinates the HRIS users to ensure consistent maintenance of HR data quality through embedding effective HR business processes
• Ensures the following reports are timely updated, completed, extracted – Data Quality Status Update monthly report.
  Reviews the HRIS data entry in HR Oracle system and ensures timely entry/update and accurate information is entered
• Conducts functional trainings to HRIS focal staff per offices and ensure HRIS required actions during onboarding, change, and off-boarding, are within SCI standards are followed in all offices
• Conduct self-compliance audit and required clean-up or update of data per quarter 
• Collaborates closely with RO, HQ, and different HRIS users for any support needed for the response
• Supports on required data needed during compliance audit
• Make use of all available policy, practice, checklists and guidelines (HR minimum standards, emergencies HR toolkits) and ensure Save the Children good practice is in place

General:

• Ensure that all staff comply with SCI policies and practice with respect to child safeguarding, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.
• Ensure the security, health and wellbeing of all staff 
• Ensure that staff management and other processes and policies and systems reflect SC's principles of equity and fairness.

COMPETENCIES FOR THIS ROLE:

Delivering Results

• Takes personal responsibilities and holds others accountable for delivering our ambitious goals for children, continually improving their own performance or that of the team/organization.

Networking

• Builds and uses sustainable relationships and networks to support the work of Save the Children with their team, colleagues, Members and external partners and supporters.

Communicating with Impact

• Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages, building confidence and trust. 

Problem solving and Decision Making

• Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organization. 

FOR EMERGENCY ROSPONSE

• Promote children's rights by contributing to their well-being and protection in times of emergencies, guided by humanitarian principles and code of conduct.
• During emergencies you should act to facilitate SCI's emergency response process by prioritizing all actions under your responsibility in the areas of finance, logistics, programs and services.
• Be prepared to support SCI interventions in response to emergencies and can move anywhere in the country.

QUALIFICATIONS

Education to Masters level in a relevant subject or equivalent experience

EXPERIENCE

Essential

• 2 years or more of work experience with HR; 
• Prior NGO experience within a complex country programme in emergency response/humanitarian environments
• Proven operational HR track-record – experience of providing different HRIS support service to managers and staff
• Ability to quickly understand technology, system processes and to communicate it to non-technical staff
• Experienced in conducting compliance audit in HRIS and capacitating HRIS users on different actions in the system
• Excellent skills in handling and advising on complex people management issues
• Good attention to detail
• Understanding staff care for humanitarian staff, in particular approaches to welfare, stress, R&R and debriefing
• Good facilitation skills and ability to deliver induction briefing/training
• Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams

Additional Responsibilities

The duties and responsibilities set forth above are not exhaustive and the role holder may have additional duties required within the reasonableness of his / her level of competence and experience.

WE OFFER:

• Employment in accordance with Ukrainian legislation
• Working hours from 09.00 till 17.00
• Medical and Life insurance starting the first working day
• English courses paid by organization
• Office in the central part of the city
• Coffee and cookies in the office

Child Safeguarding: 

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse. 

Health and Safety:

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures. 

If you are interested in the vacancy, we are looking forward for your application. A СV in English will be an advantage. Also, we will be grateful if you indicate the expected salary level and the level of English language proficiency.