The Organisation
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 85 years, and are now active in more than 80 countries.
ROLE PROFILE
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Title |
Country Human Resources and Organisational Development Manager |
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Functional Area (Job Family/ Role Type) |
Human Resources and Organisational Development |
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Discipline/Field |
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Specialism |
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Reports to |
Country Director |
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Location |
Kigali, Rwanda |
Travel Required |
Moderate |
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Effective Date |
November 2023 |
Grade |
E |
ROLE PURPOSE
Plan International is a rights-based development and humanitarian organisation working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years and are now active in more than 70 countries
Plan International Rwanda Strategy Statement
Our global strategy has a specific focus on girls, as they are often the most marginalised and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over five (5) years to ensure they can learn, lead, decide and thrive. This is our contribution to achieving the sustainable development goals and the goals of gender equality. Our organisation is transforming itself to meet this enormous challenge everywhere we work.
The Country HROD Manager (CHRODM) will partner with CD and CMT to deliver the optimal organisation structure and expected work culture to enable programme delivery of the CS. The post holder will provide leadership and strategic direction for the HR and OD function maximising the opportunities to attract, build and retain an effective team supportive of Plan’s business needs while fully cognizant of the risks posed by the local context and the needs of staff in the changing environment. The incumbent will ensure that Plan’s HR policies are institutionalised and will be expected to develop tools and guidance proactively for challenging country-specific issues. They will also ensure that staff induction, welfare, and development are a priority for the country adequate support to projects.
CHRODM is expected to ensure that PlR’s HR function complies with local labour laws. The role is expected to uphold Plan Internationals” values, the Child Protection Policy, code of conduct and gender and inclusion as related to the local culture. The incumbent will advise management on issues to do with HR and OD, lead key resourcing strategies, advise on HR related matters for proposal development and ensure all staff contracts are up-to-date and will be expected to manage HR risks.
Management scope, reporting lines, key relationships
- Reports to the Country Director and supervises the HR team.
- Acts as a key member of the Country Leadership Team, providing effective HR business partnering support for all day-to-day decision making and long-term planning.
- Effectively identifies, monitors, and manages HR risks and opportunities related to the delivery of Plan International CO’s goals, including all HR related safeguarding, harassment, bullying, discrimination, anti-racism risks.
- Responsible for developing and implementing an HR strategy that will support the delivery of the Country Strategy and Program Unit Long Term plans and reflects regional and global Human Resource strategy/direction.
- Oversees the HR needs of all staff (international and local) as well as short term emergency deployments.
- Responsible for the implementation of effective, efficient and compliant HR systems which meet the needs of staff and managers, are fit for purpose and are in full compliance with all relevant Plan policies, including but not limited to Gender and Inclusion, safeguarding, CoC, SMHBD policy and Global Pay; and compliant with the local labour law.
- Provides leadership on training, learning and development for all Plan International CO staff.
- Ensuring Health and Safety policies and standards are in place for the Country Office and understood and adhered to.
- Upon delegation of the Country Director, the Head of Operations may approve financial obligations, disbursements and transfers to third parties up to a specified amount.
- Acts as an effective member of the Regional Human Resource network and Global Human Resource team, proactively sharing good practice across boundaries and providing advice and support to Human Resource colleagues or input into global/regional projects as requested.
Direct Reports – Country Human Resources Specialist and Country Human Resources Coordinator.
Key Relationships
Internal
- Country Leadership/Management Team members.
- Global, Regional and Sub-Regional HR networks as relevant.
External
- National and Local authorities, especially relevant ministers in the country, e.g. Gender & Family Promotion, Finance and Economic Planning, Rwanda Revenue Authority (RRA).
- Civil Society/Partner organisations.
- Other INGO operations heads and functional managers and operations forums in-country;
- UN Agencies (with emphasis on UNDSS for security management), local Donor Offices and foreign missions (American Embassy for security management).
Accountabilities
Workforce Planning – An excellent team is planned, skilled and resourced to optimise Plan’s program impact, reach and quality.
- Provide a thorough internal and external HR analysis to support strategic planning processes.
- Support management on workforce planning for current and future needs and define roles within budget to deliver agreed strategies and individual projects.
- Support management to periodically review the organisational structure, roles and competency requirements and ensure up-to-date job descriptions for each position in collaboration with line managers and in line with Plan standards
- Support managers to develop and review job descriptions in line with Plan’s requirements.
- Work with managers to ensure that all recruitment and selection processes are timely, transparent and fair, observing equal opportunities and Plan’s Gender and Safeguarding policies and working towards achieving a diverse workforce that will support the delivery Plan’s goals.
- Support grants growth by working with colleagues to ensure optimal cost recovery of HR needs through proposal writing and implementation involvement. In addition, the CHRM must ensure that HR elements of any grant proposals are consistent with local labour law and all relevant costs have been included.
- Work effectively with other operational managers to provide effective, coordinated and aligned support services to the programs.
- Maintain oversight of all data concerning all staff.
The proposed organisational structure is well implemented, and strong work culture is fully in place.
- Ensure CO and PU restructuring processes are rolled out smoothly by facilitating key and timely organisational structure change communications.
- Ensure legal review and advice on restructuring processes is undertaken. Also, ensure adequate staff consultations are made and contract administration is delivered as per policy.
- Support and nurture a high-performance work culture well embedded in Plan International values and behaviours.
An effective HR team supports Plan International CO
- Ensures all HR staff are effectively line managed by setting clear objectives aligned to the overall strategy and managing their performance against them.
- Oversee the development of HR staff to support them reach their full potential.
Onboarding/Induction/Orientation: Staff joining Plan International CO is effectively informed about the organisation, its strategies and the purpose of their role in the fulfilment of the strategy
- Ensure robust staff onboarding and orientation programmes are developed and fully implemented.
- Ensure the development and maintenance of an induction pack with all country SOPs for new staff and ensure all staff know them.
- Work with management to prepare materials and events, ensure new staff know about Plan and reach full functionality in minimum time.
- Support management to identify and commission adequate training/development support for individuals and general needs.
- Support in training new staff on using the HRIS system for timesheet recording, performance management and recruitment modules.
Line managers capacity building- Ensure line managers are equipped with the skills and confidence to be able to effectively manage their teams to support the delivery of the CS
- Oversees the training of all Plan International CO staff with line management responsibilities to clear their roles and responsibilities with Plan’s performance management system and have the skills to fulfil them.
- Ensures that all global policies related to performance management are adhered to within Plan International CO, including the mandated timetable for the process.
- Develop systems for monitoring the use of the performance ratings and work with management to ensure that they are applied consistently and fairly.
- Ensures that the performance management system and associated documentation is effectively communicated to and well understood by all staff.
- Support staff in learning and development, introducing them to the internal learning platforms as well as liaising with external training institutions to offer training meant to develop a high performing team and ensure an up to date training calendar is maintained
Staff Learning and development – coordinating the implementation of training plans and programmes, including communicating and evaluating learning to meet strategic and operational priorities for Plan International CO staff.
- Coordinate the development and oversee the implementation of agreed country learning and development plans, recommending suitable learning options to meet individual, team and country requirements.
- Continually seek ways to improve learning and development activities to meet individual or managers requirements best.
- Pilot and evaluate learning and development initiatives for effectiveness, organisational relevance and efficiency, and continually seek ways to improve learning activity.
Rewards: Staff are paid consistently per local market competition Plan’s values and the provision of labour law
- Ensure Plan International CO salary system is in line with Plan’s global system.
- Process salary and benefits reviews, analysis of survey results, and advise management in line with set guidelines and procedures.
- Advise management on salaries and rewards to be paid based Plan’s global policy and local requirements.
- Maintain oversight of payroll preparation in liaison with finance.
- Maintain oversight of monitoring accurate data for international and local staff rewards and entitlements and ensure that a comprehensive record is on each staff member’s file and to organisational people metrics.
Rights and Responsibilities of staff: Staff is aware of their contractual rights and responsibilities in delivering their work for Plan in line with the Code of Conduct and other policies;
- Supports management by setting up the country’s team performance accountability mechanism in line with Plan systems across the CO.
- Oversees that the performance management process is done holistically, i.e. during probation, interim and annual processes.
- Supports management with performance improvement for staff that fail to meet their set objectives promptly.
- Ensures Plan CO, Global HR and child protection policies are well understood and consistently implemented. Each staff member should read, understand and sign a copy for their personnel file
- Contextualises the global HR processes to be in line with local labour laws and other factors. They also ensure that all staff are aware of it and can access it easily.
HR risks presented by the local context are effectively mitigated.
- Advise managers of potential HR risks (assessing hazard, those potentially affected, evaluate nature and likelihood of risk, record, etc) to enable their monitoring and mitigation.
- Carefully manage any individual staff cases (e.g., disciplinary, grievance) in line with Plan policy and procedure and local labour law to minimise all associated risks to the organisation.
- Maintain accurate and up-to-date data related to staff in confidence and in line with local Data Protection requirements.
Separation: Staff leaving Plan has a smooth, timely clearance process
- Oversee the acceptance or refusal of a staff member’s resignation in collaboration with the line manager and Country Director.
- Ensures that staff leaving Plan are cleared before they leave the office, and their benefits are processed in the shortest possible time.
- Ensure contract ends/renewals are managed appropriately, and separation/renewal processes are managed in line with best practice and in line with local labour laws, other applicable laws and Plan’s policies.
- Ensure that proper disciplinary action and termination is instituted where a staff member leaves because of misconduct.
COMPETENCY CORE STANDARDS
Purpose, Values and Global Strategy
- Aware of the values and the global strategy and understands why Plan International’s purpose is essential in advancing children’s rights and equality for girls globally. Understands and applies the principles of safeguarding and protection of the vulnerable populations with which Plan International works.
- Can succinctly articulate the purpose, values, and global strategy to a range of audiences. Can explain how Plan International will deliver on its objectives through the theory of change and communicate their team’s implications.
Child and Youth Safeguarding and Protection
- Communicates Plan’s commitment to safeguarding through all recruitment and engagement activities.
- Educates internal and external stakeholders in their safeguarding responsibilities.
Gender, Equality and Inclusion
- Facilitates discussions about the importance and benefits of gender transformation with internal and external stakeholders. Monitor partner activities for alignment with Plan International’s gender-transformative principles.
Safety and Security
- Oversees and monitors the safety and security of the team, providing appropriate resources where necessary.
Counter Fraud
- Reports any suspected or alleged cases of fraud to the Counter Fraud Unit promptly. Publicise the Safecall independent whistleblowing system to all staff and stakeholders.
Structure and Governance
- Understands the purpose, lines of accountability and decision-making capacity for each structural element of the organisation. Helps their team to understand where they sit within the organisational structure.
Context and Culture
- Supports their team to understand the local operating environment and to consider the implications for work activities. Adjusts work activities and practices to reflect the political, financial, social and cultural context.
Risk Management
- Regularly undertakes and interprets risk assessments, assigns ownership of risks and manages oversight.
- Manages risk per the local and global appetites and tolerances.
- Regularly communicates and discusses HR risks within the HR department and with the CD and CLT. Escalates critical risks using the correct reporting process.
- Consider the political, economic, social and cultural climate of the local operating environment and the implications for HR and OD.
- Aware of the local business environment, including financial, employment, and business laws. Seeks input from internal and external professionals with specialist knowledge where necessary.
- Understands the obligations under host country agreements, INGO laws and other relevant regulations.
Leadership COMPETENCIES
- Maximises progress by aligning work priorities and resource deployment in the HR department with Plan International’s wider goals and longer-term direction.
- Leads through influence rather than position, and role model our values, accelerating gender equality inside and outside Plan International and addressing resistance.
- Self-aware, keen to learn, seeks feedback and creates a safe environment for others to challenge themselves or raise concerns.
- Achieves desired outcomes and finds innovative solutions by using the expertise and creativity of others and adopting a coaching approach with the people they manage or advise.
- Willing and able to make complex decisions, weighing up the available information and assessing opportunities and risks.
- Delegates tasks and decisions, trusting and stretching others but ensuring they have the resources and support they need.
- Creates space for reflection and uses external evidence and internal evaluation to identify what and how we need to improve and support others through change.
- Builds positive relationships beyond HR, willing to compromise their preferences to achieve our broader purpose and longer-term impact.
BUSINESS MANAGEMENT COMPETENCIES
- Identifies current and future personnel needs aligned to the workforce plan. Manages risk by reviewing capability and capacity against future requirements.
- Designs job roles in line with organisational need, considering the external labour market. Understands the current pay and grading system.
- Helps managers in performance management by providing clear objectives, access to developmental tools and opportunities for coaching and mentoring.
- Recognises when individuals and team are performing well, as well as when they are not at their best.
- Disseminates departmental targets and objectives, making it clear about what needs to be achieved and why.
- Keeps abreast of internal and external changes or developments and supports their team to adapt accordingly.
- Articulates the purpose, values, and global strategy to a range of audiences. Can explain how Plan International will deliver on its objectives through the theory of change and communicate their team’s implications.
- Understands the purpose, lines of accountability and decision-making capacity for each structural element of the organisation. Helps their team to understand where they sit within the organisational structure.
- Considerate the political, economic, social and cultural climate of the local operating environment and the implications for our work and be aware of the local business environment, including financial, employment, and business laws.
Technical expertise, skills and knowledge
ESSENTIAL
Knowledge
- A Bachelor’s Degree in Human Resources, Industrial Psychology, Psychology or equivalent. Master’s degree in any of these disciplines will be an added advantage.
- Minimum of 5 years’ experience at similar level.
- Demonstrable knowledge because of education, training or practical experience on the critical debates in development, particularly around child rights;
- Practical knowledge of operations support for development;
- Demonstrable knowledge of financial, administrative and business management;
- Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), e-mail and the internet;
- Fluency in Kinyarwanda and strong working knowledge of English, spoken and written;
- Knowledge of Rwanda, the geopolitical factors affecting child poverty in the country, as well as the political, social and economic opportunities for development are an advantage
Leadership Skills and Behaviours Demonstrated from Experience
- Striving for high performance:
- Achieves clarity and accountability among the whole team of their individual and collective objectives;
- Organises work clearly and effectively within the team;
- Deals with poor performers by either improving their contribution or managing their exit, if appropriate;
- A positive disposition that inspires teams and outsiders.
Strategic Thinking and Innovation
- Creates a solid strategic direction for PIR to place PIR as a critical value creator and source of best practice within the global organisation.
- Understand and apply sound principles of project cycle management, including monitoring, evaluation and learning.
- A significant contributor to the direction in the management team of which they are a member.
- Flexible in responding to new demands presented in emergencies.
Decision Making and Risk Management
- Can address complex problems in a balanced way;
- Good judgment in decision-making, making the best use of available information;
- Willing to make difficult or unpopular decisions and stand by them.
Influence and Communication
- Uses the potential of varied cultures to reach solutions;
- Excellent listener who understands and shows sensitivity to the views of others;
- Forms good relationships quickly with a wide range of people, including those in positions of power and who have different views/ interests;
- Represents PIR effectively with senior people in external stakeholder organisations;
- Understands external and internal politics and can navigate these;
- Communicates with clarity and passion in both one-on-one situations and with large groups;
- Effective negotiator in complex situations;
- Assertive without being aggressive.
DESIRABLE
Self-Awareness and Resilience
- Aware of own strengths, weaknesses and pro-active in using feedback and self-development;
- Aware of impact on others and uses influence to create a positive climate at work;
- Aware of own emotional reactions and able to manage them;
- Manages own workload effectively and manages stress without harm to self or others;
- Positive about change and able to cope well with ambiguity and support others in doing so.
Building Effective Teams and Partnerships
- Creates a highly motivated team with a unified purpose;
- Modifies own view to get the best outcome for organisation;
- Contributes effectively to other functions/ units and the management team as a whole;
- Able to build partnerships and improve relationships;
- Resolves conflict effectively in own team or across boundaries.
Developing People
- Continuously uses both 1-1 and team situations to develop others;
- Organises work to give others development opportunities;
- Adapts style to suit the needs of a wide variety of people;
- Deals effectively with mistakes and re-motivates those involved.
Plan International’s Values in Practice
We are open and accountable
We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others accountable for our decisions and our impact on others while doing what we say we will do.
We strive for lasting impact
We strive to achieve a significant and lasting impact on the lives of children and young people and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.
We work well together
We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.
We are inclusive and empowering
We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.
Physical Environment
[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
Level of contact with children
Mid contact: Occasional interaction with children
Location: Kigali-Country Office
Type of Role: Open-ended Contract
Reports to: Country Director
Grade: E
Closing Date: 17 September 2023
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.
Please note that Plan International will never send unsolicited emails requesting payment from candidates. /
