Le Poste
Position title: West Africa, Senior Human Resources Advisor (Bilingual)
Duty station: Bamako –Mali or Dakar
Department / Unit: Human Resources
Direct Line Manager: WA - Human Resources Manager
Percentage of time: 100%
BACKGROUND
Responsible for providing quality, compliant, transparent and efficient management of all HR matters under a designated geographical Area
The mission of the Human Resources Management ‘s department is to ensure smooth and optimal running of the operations in compliance with Country(ies) laws as well as Institutional Policies . HR shall therefore actively and transparently promote and monitor effective and equitable human resources policies and procedures that adhere to best practices and standards.
The HR function works in partnership with line management, to whom it provides expert advice for the purpose of attracting, maintaining, developing and retaining a qualified and motivated workforce. It is also instrumental in ensuring that BLY provides career opportunities at all levels and that staff members are treated equitably.
SPECIFIC DUTIES AND RESPONSIBILITIES
Policies, Compliance and Labor Laws
· Ensures compliance with country laws where we choose to operate
· Strong knowledge in Labor codes, Industrial collective agreements and staff RIF processes
· Handle any legal issue at country level in consultation with HR Manager
· Maintains HR policies, checks an advises on compliance with country laws and oversee their implementation
· Help develop and maintain a local condition of service in line with the existing HR global policies and local work regulation
Leadership
· Ensure each department is provided with clear concise and focused communication
· Ensure Department leads are educated with HR values
· Assist with each department with Human related issues problem solving
· Work with Department leads, within set guidelines, to ensure staff is well engaged and well-motivated
Contract Management
· Ensures accuracy and compliance in all contractual relationship with all types of employees
· Prepare all job offer/work contract, renewal or amendments of contract, ensuring alignment to local labor laws and regulations and submit to HR Manager for review and signature.
· Ensure Contract Management steps are taken to reinforce Scalability in the Operations
· Ensure all supporting documentation to contract management is compliantly gathered and vetted for compliance
· Ensures all staff files are up to date, exhaustive and compliantly stored physically and on SharePoint.
· Ensure Staff hire due diligence is fully respected
· Ensure that local employee’s contracts are correctly and regularly uploaded on the HR EMEA SharePoint using the correct naming convention
· Maintain personnel physical records through a rigorous filing system
· Prepare all Global - oracle HR change request forms for local and expatriate staff and submit to HR Manager for review
· Effectively manage the HRIS forms. Send to Designated system data Entry personnel Ensuring that data are accurate and up to date
· Manage benefits scheme and ensure that newly recruited staffs are swiftly included in existing benefits scheme (health insurance, pension etc.)
· Register all employees to the social security scheme (prepare and submit entry or exit bulletins of staff to Social Security ) and prepare all “bulletins de presence” at the request of staff and submit to HR Manager for signature
· Manage contract with Labor broker as well as request for workforce supply and termination at country level
Compensation, benefits and Salary management
· Ensures, under leadership of HRM that BLY’s Comp & Ben Philosophy is respected and implemented
· Timely and Actively provide correct and exhaustive data up on Salary surveys
Recruitment
· Takes active lead in HR initiatives and projects
· Assists HRM in ensuring any recruitment need is vetted. Co-ordinate staff recruitment, including advertising vacancies (Kenexa requisition form), assessing application and conduct interviews and Background check in collaboration with the HR Manager;
· Actively participates in the Induction process
· Ensure, in collaboration with HRM that all existing position has a JD. Assist in the design of new JDs
Internal communication
· Prepare all letters addressed to any employee in case of promotion, transfer, absence, end of contract notice etc. and submit to HR Manager & signature
· Design and circulate Internal Memos
· Be fist point of contact with Site Administrators and Staff representatives
Immigration Management
· Draft Letters of Understanding with Expatriates. Assist in redaction and vet all documentation required in the contractual process with Expats
· Ensure compliance with staff movement within the territory for all staff movements
· Handle with designated BLY Immigration supplier, staff residence facilities (work permit) with the competent authorities and ensure that all legal requirements for expatriate staff working in designated countries are adhered to;
· Monitor expatriate flight requisition (forms/emails) and maintain the active/leave status of all expatriate staff (Expat – Rotation form / Leaves Temp. Layoff)
· Maintain an up to date file for all expatriate staff through a rigorous filing system (see expat Audit excel sheet)
· Upload expatriate offer letter, LOU, WP, Medical certificate passport to the HR Global Mobility SharePoint and monitor expatriate LOU/offer letter end date.
Reduction in force Management
· Compliantly and exhaustively manage job termination processes in field projects that have come to an end.
· Ensure all severance calculations are compliant, accurate and vetted by HRM and Territory Manager.
· Transparently advice in the entire process
Performance management
· Coordinate staff performance assessments process in collaboration with line managers
· Prepare and implement the human resource development program, especially training and refresher courses for staff
Leave and Absence Management
· Advises Managers and Employees on Internal processes and country legislation about leave
· Maintain the status of leave of all staff, and manage leave absence and/or field staff rotation plan in collaboration with respective line managers and keep staff regularly informed of their leave status (at least twice a year)
· Validate staff leave balance for payment purpose
