Location: Accra, Ghana
Company: Plan International
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
Title: People and Culture Manager
Functional Area: People & Culture
Reports to: Country Director
Location: Country Office
Travel Required: 30%
Effective Date: 01-01-2018
[A concise statement, capturing the primary reasons that this role exists and a clear articulation of the context of the role. How will this role contribute to creating lasting change for children?]
To implement Plan International’s global People and Culture Strategy with due regard for local conditions and ensure the achievement of the Country (CO) business strategy through excellent people management practices.
DIMENSIONS OF THE ROLE
[This section provides a summary of the size and authority of the post. It covers the size of the budget held, the numbers of direct reports, other key stakeholders who may depend on it, the type of communication required, the external representation involved and the reach of the role.]
• Responsible for the People and Culture department annual allocated budget
• Two HR Staff reports directly to the role (People and Culture Specialist and People and Culture Coordinator)
• Area of Responsibility – Country Office
• Member of Country Leadership Team
• Member of the WARO and International People and Culture networks
• Member of National INGO network.
[This section is critical for clarifying expectations of the role, providing the framework for its relationship with colleagues and providing areas of accountability against which performance can be managed.
This should include a series of brief statements that define the end results required. E.g. drive, contribute, identify, manage, responsible for, advise/coach, build, develop, provide, conduct, oversee, establish, participate etc.
Statements should ideally be worded so that they will lead to thoughts of measurement. For example, it is better to state something like “achieve maintenance standards” than “undertake maintenance”. The former leads to a measure against the maintenance standards.]
Leadership & Organizational Development
• Develops and implements Country People and Culture plans to ensure the organisation’s People and Culture needs are met.
• Participates as a member of the Country Management Team to support prudent management of the organisation to offer sound technical advice in People and Culture and staff management. Contributes meaningfully and evidence of sound People and Culture practices from other managers.
• Implements the Plan International global People and Culture strategy to achieve organisation requirement and best practices. People and Culture activities fall in line with required standards of the Plan International global strategy, deviations are recorded and approved.
• Supports organisational changes in structure, tasks, and people management processes needed to achieve business goals. Change management well executed to meet real need.
• Prepares and manages the country People and Culture budget for effective and efficient use of allocated funds. Budget planned and executed as per financial requirements.
• Partner with business leaders to develop and implement people strategies.
• Maintain an up to date Organizational Structure for the National Office (NO), country and Area Programmes.
• Engage relevant stakeholders to articulate the need for general and specific change in the organization.
• Maintains up to date country office organization charts, job descriptions and employee records to support current organizational needs. Annual approved organizational charts available and filed.
Policy and Strategy:
• Ensures adherence to People and Culture policy and practices that are consistent with global policy and compliant with local statutory and legislative requirements that prevents organizational conflicts. No legal implications recorded in breach of local labour requirements.
• Provides coaching and advice to Managers and Supervisors on all People and Culture issues, promoting fairness and transparency in the handling of people management practices, including whistleblowing disciplinary, grievances to maintain consistency and fairness within the organization. All related policies shared and made available to all staff.
• Initiation and recommendation of all policies reviews.
• Ensure all local policies align with global policies and relevant local legislation.
• Evaluates the policy environment and updates them as and when necessary.
• Researches on the new policies and keeps track of changes in the labour market.
• Undertake period staff surveys to inform policy direction of the organization.
• Designing P&C solutions that are appropriate within the humanitarian industry
Workforce Planning, Recruitment and Selection
• Coordinate and engage in the NO workforce planning and forecasts, establish appropriate staffing schedule, parameters, norms and ensure that appropriate positive action strategies are used in order to attract and achieve a more diverse workforce.
• Coordinates activities in recruitment, selection, rewards and learning and development for country office and program unit staff which supports achievement of the CSP. Staff recruited meet requirements and are able to deliver their job roles well.
• Conducts recruitment and selection activities that meet Plan International policy and meets good practice standard to attract and retain the best.
• Ensures gender mainstreaming and maintains gender sensitivity towards staff and associates to avoid discriminations whiles championing Plan International as an equal opportunities employer. Gender sensitivity evident in People and Culture policies and delivery of roles.
• Directs Safeguarding among staff to ensure the fulfilment of Plan International’s Safeguarding Policy at all times. Staff recruited do not have record of child abuse and regular staff also do not engage in child abuse.
• Fulfils Plan International’s child protection policy to ensure child are protected from all forms of abuse. Good knowledge of Plan International’s Safeguarding Children and Young People Policy requirements and offers sound support to staff in this area;
Performance Management, Talent Management & Capacity Building:
• Plans and delivers induction for new international and local national staff to enable them settle faster and easily. Staff given adequate orientation and evidence in staff files.
• Conducts annual training needs analysis for all staff, source for, plan and delivers trainings to address performance gaps. Evaluation of the effectiveness of training initiatives recorded and maintain training records for all staff.
• Supports managers and staff in implementing the Plan International Employee Appraisal process. Tracks progress, and maintains statistical data on results to support attainment of organizational objectives and improve staff performance.
• Liaises with line managers to develop and maintain succession plans for key roles in the country and Program offices for smooth takeover of the key roles and also implement career development plans. Increase in internal recruitments annually.
Employee Relations & Managing Diversity
• Monitors and influences organizational climate and workplace morale through Employee survey actions.
• Facilitates activities that would motivate and support the retention of staff to retain the best staff.
• Upholds harmony/teamwork among staff to create good and healthy working environment that improves performance.
• Provides management reporting data as required, for instance People Measures, gender mainstreaming checklist etc. for decision making to improve the quality of People and Culture functions. Quality periodic reports submitted timely and shared with line management.
• Participates fully in local NGO or multi sector People and Culture networks and ensure that learning/best practices are shared and utilized in day to day country HR work for improvement in the function.
• Contracts and rewards locally hired staff that complies with local legislation to avoid legal suits.
• Puts in place measures that create a Health and safety environment for staff and monitor their implementation. Health and Safety guidelines exist and are followed.
• Responsible for payroll management. Staff salaries and benefits have adequate approval and are paid on time.
HR Administration (HRIS)
• Has ultimate responsibility of the Human Resources Information System (including Time sheet management) to ensure an updated People and Culture data for easy access and reference: A functional HRIS (Employee Central) at all times serving the purpose.
• Generates reports in Employee Central for management decision-making: Quality reports are readily available;
• Ensure adequate usage on the HRIS and reporting on same.
• Ensure that the system data is up to date and staff is capacitated on usage of same.
Dealing with Problems:
Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them.
• Produces adequate policies and procedures to ensure smooth implementation of the country’s human resource functions as per requirements of the People and Culture Strategy, FOB and other organizational policies and procedures and provide sensitization to staff to ensure compliance.
• Offers support through coaching and training of supervisors and staff to ensure improvement in performance.
• Works long hours and combining office work and field visits to provide support to supervisors and staff.
• Evaluates and investigates to have information on staff issues and initiate creative activities to address them to promote staff retention and performance improvement.
• Champions consistent, equitable and professional People and Culture practices across country and PU office teams.
• Analyses and ensures Regional and Global policies and practices are translated and implemented to fit with local custom and practice.
• Be creative in building and working effectively within a diverse working environment.
• Makes analysis from People and Culture information and present them in a usable way for management decision-making e.g. appraisal statistics etc.
• Reviews, approves and undertakes activities within the People and Culture department and only refers to a higher manager where required by the organisation’s policies and procedures.
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
[This section refers to people inside and/or outside of the organisation that the post-holder needs to have contact with, and why. This should include virtual presence.]
• Has high contact with all managers to offer support in the smooth implementation and managing of their staff.
• Maintains medium contact with other staff from the program unit and country offices to offer support for understanding and implementation of HR related activities.
• Low contact with Plan International partner organizations to offer support for People and Culture activities.
• High contact with Plan International Ghana People and Culture networks to learn and also support colleagues with best practice in People and Culture activities.
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
[This section details the skills, knowledge and expertise the postholder will be required to demonstrate in doing the job well.
This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]
• A Master’s degree in Human Resource Management or equivalent experience
• At least 7 years of experience working in an HR generalist management role
• Ability to successfully implement organisational HR policy and practice.
• Experience in an HR specialist function: organisational design, recruitment and selection, training and development, performance management and rewards management.
• Excellent writing and speaking in English language, communicates in a style that inspires confidence and professionalism and builds credibility with line management, current and prospective employees
• Maintains transparency, objectivity and free of bias in the discharge of HR duties
• Must be a member of a Professional Body (e.g. IHRMP, SHRM)
• Seen as a source of HR expertise and proactive in sharing knowledge and advice
• Influencing skills
• Promotes high performance
• Open to feedback and willing to try new approaches and processes
• Leads by example – coaches and actively develops others
• Understands Development work and implements people processes and practices that support achievement of organizational objectives
• Flexible and committed to customer service.
• Ability to listen to and involve others to ensure good understanding and implementation of human resources activities
• Strong team working skills
• Coaching and mentoring skills
• Cultural sensitivity
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.
We work well together
1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
1. We empower our staff to give their best and develop their potential
2. We respect all people, appreciate differences and challenge equality in our programs and our workplace
3. We support children, girls and young people to increase their confidence and to change their own lives.
[In this section, state “typical office environment”, or conditions such as “must work outside in an extremely hot and humid climate”. Also note if any protective equipment is required.]
Typical office environment. The position also requires about 30% travel within Plan International Ghana’s field offices.
LEVEL OF CONTACT WITH CHILDREN
[Low contact- the job responsibilities of this position do not require the post holder to have frequent contact with children. There would be occasional contact with children and it is expected that children shall be protected at all times.
Low contact: No contact or very low frequency of interaction
Mid contact: Occasional interaction with children
High level: Frequent interaction with children
Signature of Employee:
Signature of Line Manager:
Type of Role: Human Resource
Reports to: Country Director
Closing Date: 1st December 2021
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.
A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.