STA- Human Resources Manager - Poland

About Mercy Corps 
Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact. 
 
The Program Summary  
The conflict in Ukraine has resulted in over a mass displacement across the neighboring countries, including more than 3.2 million refugees outside of Ukraine and up to 6.5 million internally displaced. The circumstances and populations are constantly evolving with the conflict. Mercy Corps has reopened its registration and presence in Ukraine as well as offices/activities to support people in neighboring Poland, Moldova, and Romania. This includes partnerships, cash, information as protection and other, emergency response activities in a very fluid environment. 
 
General Position Summary  
The temporary Assignment is needed to support with the HR needs for the Ukraine Response Neighboring Countries (Poland and Moldova). The Human Resources Manager will assist in the achievement of MC program objectives with the facilitation of recruitment, remuneration and staff development issues in Human Resource Development. 
 
Essential Job Responsibilities  
Strategy & Vision

• Support with setting Human Resources systems in place to ensure compliance with Mercy Corps requirements.
• Help with recruitment of the national Human Resources team members to create a strong capacity that will further lead and support the HR needs for the neighboring countries (Poland and Moldova).
• Lead the orientation and onboarding process for the newly hired HR team to support the neighboring countries.
• Working closely with the upcoming Human Resources Lead to orient and onboard on the major work streams.

HR Administration

• Create and maintain personnel files for all staff – including recruitment documents, CVs, valid contracts, PAFs, timesheets, employee data sheets, disciplinary papers, and performance evaluations.
• Help with accelerating the process of recruitment to place the candidates promptly. Ensure the recruitment of national staff adheres to the standing Recruiting Policies and Procedures of MC neighboring countries (Poland and Moldova). Ensure participation of Human Resources Department in interviews for new staff.
• Ensure that proper benchmarking is performed before the offers are sent to maintain consistency and equity on the salary level.  Ensure Salaries and benefits adhere to Mercy Corps salary scales and standing protocols.
• Ensure that a tracking system for all types of leave for all employees is created and is maintained.
• Maintain up-to-date staffing lists by program and department.
• Ensure that an employee performance evaluations system is in place.  Create trackers to use and monitor the evaluation timelines and deliver such effectively.
• Ensure that all national staff have an up-to-date employment contract (consultancy agreement) and act accordingly to extend them when needed.  Ensure that all national staff have an up-to-date relevant job description attached to the contract.
• Oversee the monthly procedure of timesheets for all staff including collection, review and compilation into payroll, train new staff on timesheet procedure.
• Support with processing monthly payroll in conjunction with Finance Manager and finance staff and ensure payroll is delivered in a timely manner according to the law of neighboring countries (Poland and Moldova). Work closely with the HR team in Ukraine to ensure consistency of the process.
• Responsible for the orientation of all new, national staff on Mercy Corps Country systems, policies, and procedures. Ensure all new staff receive copies of the Country National Staff Policy Handbook and are alerted to benefits.
• Advise national staff on disciplinary procedures, and all other policies.
• Oversee the exit clearance of terminated employees, as per Mercy Corps policies, procedures and requirements.
• Participate in disciplinary, hiring and termination meetings with program staff upon request.
• Maintain confidentiality of all national staff personnel issues including disciplinary procedures and contracts/ pay rates.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

Team Management

• Create and sustain a work environment of mutual respect where team members in neighboring countries (Poland and Moldova) offices strive to achieve excellence.
• Promote accountability, communicate expectations, and provide constructive feedback via regular performance reviews.
• Supervise, hire, and orient new HR team members as necessary.
• Provide team members with information, tools, and other resources to improve performance and reach objectives.
• Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

Supervisory Responsibility: N/A 
Accountability: Position Description and National Team Member Handbook and local labor law, and Security Protocols 
Reports Directly To: Director of People and Culture / Country Lead neighboring countries 
Works Directly With: Finance, Operations, and the Program team 
 Accountability to Participants and Stakeholders 
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects. 
 
Minimum Qualifications & Transferable Skills

• Bachelor’s or master’s degree in HR, Economics, Law
• At least 5 years of experience in HR Management is a must
• Advance knowledge of written and spoken English, Polish is essential.
• Knowledge of the local legislation and taxation
• Good communication, and conflict-resolution skills
• Experience in start-up activities is an advantage
• Certification in leadership program is an advantage
• Knowledge of Sphere standards and other training in humanitarian response preferred.

Success Factors  
The successful HR Manager will be good at problem-solving and have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial as well as training capacity while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. The successful HR Manager must have a human approach to human resource problems. Regardless of the problems faced by the employees, they must have a sympathetic attitude while dealing with them. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments, and make effective written and verbal communication a priority in all situations. 
Living Conditions / Environmental Conditions
The position is based in Krakow, Poland and it may requires up to 40% travel to support country programs, which may include travel to insecure locations where freedom of movement is limited and areas where amenities are limited.  
 Ongoing Learning 
In support of our belief that learning organizations are more effective, efficient, and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development 
 
Diversity, Equity & Inclusion 
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.  
 
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today. 
 
Equal Employment Opportunity 
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.  
 
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work. 
 
Safeguarding & Ethics 
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme**.** We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.

As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment.

Our screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process.