Deputy HR and Safegurding Coordinator

Job Description

Title: Deputy HR and Safegurding Coordinator

Company Name: Terre des hommes

Vacancy: --

Age: Na

Job Location: Dhaka

Salary: Tk. 144000 (Monthly)

Experience:

• At least 5 years

• At least 5 years

Education: 

• Bachelor's degree in a relevant field, including Human Resource Management, Organisational Behaviour, Organisational Development, etc 

Essential:

• 5+ years of experience in the field of HR

• 1+ years of experience in safeguarding

• 2+ years of experience in learning and development

• Use of HRIS and Recruitment tools

• Experience working in I/NGO within development and humanitarian contexts.

• Experience compiling information for audits.

• Demonstrated facilitation, communication, and interpersonal skills, with the ability to engage with staff from diverse backgrounds. 

Languages:

• Excellent English and Bangla language skills 

IT knowledge:

• Working with MS Office, Adobe and Canva

Desirable:        

• Professional training or certification in safeguarding or protection.

• IQTS (tier 2) certification

• Experience working with Homere and Teamtailor

• Experience working on budgets and HR projects management

• Experience supporting organisational change, culture development, or systems strengthening related to safeguarding and ethical conduct.

• Experience producing clear, high-quality training materials and resources for diverse audiences.

Description of the position:

Support organisational policy implementation and compliance within the delegation

• Promote and support the implementation of Tdh keys policies such as Staff regulations, Tdh Code of Conduct, Safeguarding, Gender & Diversity polices, etc.

• Ensure proper application of the internal control framework, including compliance with HR Regulations, instructions, procedures, staff regulations and audit in Dhaka with extended support to the field-based staff.

• Co-design the “Welcome to Tdh” onboarding training for newcomers in collaboration with the HR Coordinator and ensure its review at least twice a year

• Ensure that disciplinary procedures are respected by all HR staff in the field and by all staff based in the Dhaka Office.

• Support management of grievances, working closely with managers and the HR Coordinator

• Work with HR Coordinator and CP Coordinator in the development and implementation of the Safeguarding action plan.

• Lead capacity building of the focal points, staff and volunteers on the Safeguarding measures, Disciplinary measures, and incident reporting lines.

Talent acquisition and management for Dhaka payroll staff

• Lead recruitment procedures with respect to recruitment request forms, job descriptions, job announcements, selection process, screening and contracts and contribute to the strategic planning of the mid-to-long-term staffing needs

• Facilitate casual staff and intern recruitment and prepare the proper documentation for daily workers before submission to the Finance department for payment

• Administer all the employment contracts in order and in compliance with Bangladeshi laws and with Tdh rules and practices

• Ensure that any newly recruited employee receives the proper administrative and induction briefing

• Facilitate and oversee performance management to ensure line managers conduct performance appraisals within the required timeframes, and necessary paperwork is completed according to the latest guidelines.

• Support line managers in identifying training needs, implementing a capacity-building plan, and monitoring the effectiveness of the training program for all staff.

• Follow up on the national and international training received by the staff and ensure coaching support is provided to those lagging behind.

Management of compensation and benefits for the Dhaka payroll staff

• Prepare accurate and timely monthly payroll for the personnel based on the attendance sheet/timesheet, leave forms, overtime sheets, tax rates and other factors affecting compensation and benefits.

• Prepare and provide salary certificates, NoC documents, EoC documents and tax certificates for all contracted staff as per NBR regulations.

• Act as the focal point for all staff on issues related to health insurance benefits

• Manage Dhaka staff exits and Senior management exits, and preparation of final settlements and all related documentation for any ended contracts on time.

Ensure all data and information is updated, managed and securely archived and are audit-ready

• Update the staff database (including casual staff and interns) of the base and communicate any changes related to the staff set-up and staff information of the base to the HR Coordinator

• Ensure all staff files are archived according to Tdh policy and any donor requirements in Dhaka and all field bases.

• Manage hard copies of Dhaka staff, Senior management and Regional staff documents and electronic archiving (of all staff based in Bangladesh) of the personnel files while ensuring personnel data confidentiality as well as securing administrative HR documents (this may include staff plans, holidays, sickness, other absences, training records, insurance, pensions, other benefits, taxes, etc.)

• Consolidate and update the mission organisation chart in collaboration with the HR Coordinator.

• Review field sample documents from time to time to ensure that they are in compliance with donors and government authorities and are kept audit-ready. 

• Support the HR Coordinator and Finance Coordinator during audits by gathering, reviewing and filing documents.

• Support the reporting and management of human resource matrixes, such as producing reports on key matrices, including but not limited to recruitment, remuneration, benefits, training, absenteeism, and staff turnover.

• Management of the SharePoint focal in managing information and key documents.

Staff Management

• Support field-based HR staff in resolving administrative issues and supporting them with advice and guidance.

• On request, support field staff recruitment (lead when necessary), training and development, performance management, promotions, resttuctures and exits as appropriate and raise any concerns with the HR Coordinator.

• Ensure that the newly joined HR staff are oriented properly on Tdh mandate, values and probation is done on a routine basis.

• Mentor HR staff and provide coaching to build capacity and to reach their maximum potential.

• Two festival bonuses per year

• Severance pay

• Life insurance for the employee

• Health insurance for the employees and dependents

• Mobile bill coverage

• 18 days annual leave, 14 days sick leave, 10 days casual leave, along with special leave as per organizational policy

These benefits are administered following national staff regulations and it's amendments.