ORGANIZING AND STAFFING THE HRM OFFICE Contents: - Purpose of the HRM Function - Budgeting for HRM - Staffing:

Job Descriptions for: Director of HR Recruitment Officer Benefits Manager Personnel Assistance Training Manager Introduction: Building HRM capacity in a NGO or Public Sector Health Organizations begins with staffing and budgeting. Optimally, there is an adequate budget to pay for HRM staff and related activities. This expenditure is a permanent item in the organizations budget and is reviewed and adjusted annually, if possible. The staff should be experienced in Human Resource Management and Development functions and participate in long range planning activities for the organization, as well as maintaining functions on a day to day basis. Purpose of HRD Office: The HRD Office/function must work with the management of the organization to: - develop and implement HRD systems, policies and practices which address the terms and conditions of employment for all staff - establish and maintain a fair and equitable compensation system - promote performance planning and review as a joint process between supervisors and employees - develop a training strategy directly linked to the goals of the organization - develop resources for meeting the future staffing needs of the organization - maintain up-to-date employee data systems and personnel files - assist in developing a professionally stimulating, stable and supportive working environment - define and support practices which foster trust and respect between all levels of individuals in the organization. - develop a strategy to minimize the impact of HIV/AIDS on the health staff The number of staff dedicated to HRD and the budget allocated is dependent on the size and complexity of the organization, i.e., a Government Ministry of Health versus a small NGO. Nonetheless, the HRD functions and expertise required in each type of organization remain the same: HRD Planning Performance Management Personnel Policy and Practice Training HRD Data Systems

Note: Refer to the HRM Assessment Tool for indicators of these HRM components. HRM Budget The budget for the HRM office will also vary depending on the size, complexity, staffing requirements and resources available. It is important to give the same consideration to these positions as is given to other senior and mid-level management positions in the organization. In addition to personnel costa the budget will include various overhead expenditures as well, i.e., the development of a management information system, which maintains employee data (such costa may include: computers, HRM software, funds for manuals, training, etc.). HRM Staffing: The staffing of the HRM office will vary depending on the size complexity, needs and resources of the NGO or Public Sector Health Organization. For example, a small organization may require no more than a Director or Coordinator of HRM, while a larger organization may require a Director, someone in charge of recruitment and hiring, benefits, etc. Job descriptions for positions typically found in a well staffed HRM office are included for review. These can be used as guidelines when developing a management plan to increase the HRM capacity in the organization. The particular job duties and qualifications should be adapted to local conditions. HRM Staff Position Descriptions: The following sample positions descriptions can provide guidance on developing the roles and responsibilities for staffing an HRM office. - Director of Human Resource Management - Recruitment Officer - Benefits Manager - Personnel Assistant - Training Manager

Position Description TITLE: REPORTS TO: Director of Human Resource Management Executive Director/Minister of Health

OVERALL RESPONSIBILITIES: Oversee the development, implementation and maintenance of personnel policies and procedures which ensure that the organization obtains, develops and retains qualified personnel. Manage the Personnel and Benefits Systems. The Director prepares and monitors an annual budget for overhead expenses associated with human resources management and development; oversees other technical staff and the management of personnel data systems. SPECIFIC RESPONSIBILITIES: 1. Manage the HRM Planning Process in order to meet the organization's short and long-term personnel needs and to ensure that personnel policies support the organizations ability to employ qualified personnel. Manage the performance management system, including staff training and support. Develop and document policies and practices which affect employment with the organization. Establish training and development programs which support the goals of the organization and the career development needs of the employees.

2. 3. 4.

5. 6. 7. 8. 9. 10.

Develop and maintain a compensation structure and benefit policy with support the organizations goals and financial structure. Advise Managers on staff management issues and counsel employees on work-related and career development concerns. Ensure that the organization meets its legal and social responsibilities. Oversee recruitment, selection and orientation of new employees. Maintain an efficient and useful employee data and personnel record keeping system. Works in partnership with senior and line managers at all levels of the organization to develop HRD strategies that will assist them to meet their goals.

QUALIFICATIONS: 2. 1. Graduate education in management, human resource development or related experience. Significant experience in strategic planning and policy development, in HRD. 3. Proven ability to work effectively as a team member. 4. Excellent interpersonal organization, research, writing and verbal communication skills. 5. Proven managerial ability and interpersonal skills to collaborate effectively with a broad range of professionals and clinical staff. Experience in the health sector preferred.

6.

POSITION DESCRIPTION

TITLE: REPORTS TO:

Benefits Manager Director of Human Resource Management

OVERALL RESPONSIBILITIES: Oversee the organizations policies, benefits and procedures and communicate these to employees. Manages the employee benefits package and develops systems for the maintenance and dissemination of personnel information. Participate in the development, implementation and documentation of appropriate employment policies and procedures. SPECIFIC RESPONSIBILITIES: 1. Manage the organizations health, dental, life, disability and emergency evacuation insurance policies, advise employees of their benefit status; monitor insurance billings and correspond with insurers. Review benefits package annually. Develop, change and maintain record keeping systems to produce accurate reports as needed. Prepare reports for managers pertaining to employee status changes, and benefit entitlement changes. Work with the Offices of Accounting and Contracts and Grants Administration to insure that employee changes are recorded and implemented in a timely manner. Provide new employees with an orientation of the organizations policies, benefits and procedures. Manage both computer and hard copy files of personnel records. Develop standard correspondence formats for personnel documentation. document legal changes pertaining to human resources; prepare briefing sheets where appropriate for the Office of Human Resource Development. Ensure that current job descriptions, both electronic and hard copies are on file for employees. Participate with the other members of the Office of Human Resource Development in the review of current organizational policies and procedures and in the maintenance of the Employee Handbook. Supervise Personnel Assistant in working with the database system.

2.

3.

4. 5.

6.

8. 9.

10.

QUALIFICATIONS: 1) 2) 3) 4) 5) Two to three years' benefits administration experience. Excellent organizational and interpersonal skills. Demonstrated ability to work systematically with careful attention to detail. Ability to communicate, both verbally and in written form, clearly, concisely and tactfully. Experience in the use of computer programs and word processing.

POSITION DESCRIPTION TITLE: REPORTS TO: Recruitment Officer Director of Human Resource Management

OVERALL RESPONSIBILITIES: Consult with management and assist the Director of HRD to develop short and long range staffing plans. Oversee all recruitment activities for management, technical and support staff appointments and assist managers in filling short-term consultancy positions. Manage the organizations file of resumes, both internal and external, for meeting staffing needs. SPECIFIC RESPONSIBILITIES: 1. Assist managers to define recruitment needs and a search process for suitable candidates. 2. Assist in the definition of positions and roles within the organization, the development of clear job descriptions, classification of new positions within the organizations job classification structure. 3. Conduct recruitment efforts to locate, screen, interview and place individuals to fill vacant positions. 4. Document all recruitment activities and experiences for future reference and budgeting purposes, including reports as required to Management and/or Board of Directors. 5 Conduct recruitment activities in compliance with union and legal regulations. 6. Provide ongoing training on computer data base and procedures for staff members involved in recruitment. 7. Write staff news section for organizations internal information newsletters. 8. Review all unsolicited resumes received by the organization for suitability and determine appropriate response. 9. Participate with Human Resource Development and management in policy review/development

QUALIFICATIONS: 1. University degree with solid administrative and recruitment experience 2. Demonstrated ability to organize complex tasks and handle multiple projects simultaneously 3. Understanding of the critical management concerns in the health and human services sector 4. Excellent oral and written communication skills 5. Proficiency in computer programs and word processing

Position Description TITLE: REPORTS TO: Personnel Assistant Benefits Manager

OVERALL RESPONSIBILITIES: Maintain and update the database which records personnel, personal and benefits changes and produce reports on a regular or as-needed basis. Provide support to the Benefits Manager in the administration of the Benefits Program and the Performance Management Program. Assist in the production of the organizations Employee Handbook and updates. SPECIFIC RESPONSIBILITIES: 11. Manage and maintain computerized records in the Human Resource System; design and produce reports as needed for the Office of HRD and other programs. Develop an appropriate layout for each report. Participate in the review of current organizational policies and procedures and in the maintenance of the Employee Handbook available in hard copy and on disk. Maintain binders with individual records for both current and past employees, distribute theses to current employees annually, provide updated staff and supervisory lists. With the assistance of an Information Technology Specialist, update Human Resource systems, configure new and existing databases for optimal use and maintain documentation. Maintain historical data for new employees in the computerized system. Update book of current employee job descriptions as changes occur. Assist Benefits Manager with administration of Performance Managaement Program and with other record keeping tasks, such as checking return of required forms. Prepare employment packets for new employees Provide administrative support to the HRD Director and the Benefits Manager Maintain organizations personnel files.

12.

13.

14.

15. 16. 17.

18. 19. 20.

QUALIFICATIONS: 1. 2. 3. 4. 5. 6. Bachelors degree or equivalent related experience Knowledge of computer data systems, and word processing Attention to detail and ability to work with confidential material Good organizational skills Ability to work well with colleagues with minimal supervision Excellent interpersonal skills with a service oriented outlook.

POSITION DESCRIPTION TITLE: REPORTS TO: Training Manager Director of Human Resource Management

OVERALL RESPONSIBILITIES: Oversee the management training and staff development operations of the organization. Assist in the development, implementation, and evaluation of strategic directions for training and staff development. Oversee the implementation of the training and staff development activities. Maintain a management system for quality control of MT courses assuring quality of design, implementation, and evaluation. Consult with senior managers regarding their staff development needs and how they can support the training and staff development unit. SPECIFIC RESPONSIBILITIES: 1. 2. Oversee the formulation and implementation of the organizations training and staff development strategy, including the development of an annual plan, course schedule and annual work plan. Manage all the following stages of assigned projects and courses: marketing; writing and submission of proposals; negotiating contracts; developing and monitoring budgets; securing and supervising staff; designing, implementing, and evaluating work; overseeing logistics. Assist in the development of collaborative links with regional training institutions, development agencies, and other relevant organizations. Strengthen collaborative links between the training office and other managers, projects, and offices. Develop and implement alternative staff development activities, e.g. team learning, mentoring, Maintain a management system for quality control of MT courses assuring quality of design, implementation, and evaluation. Develop standardized MT training materials. Oversee the electronic and hard copy files of training content materials. Provide technical assistance in training design, methodologies, and techniques as well as the development, implementation, and evaluation of courses to course directors and session trainers.

3. 4. 5 6. 7. 8.

QUALIFICATIONS: 1. 2. 3. 4. 5. 6. Masters degree (or equivalent experience) in education, public health, management, business, or related field. Significant experience in training and managing training programs. Significant experience and knowledge of adult education principles. Demonstrated team building, operations management, and strategic management skills. Interpersonal skills, cross-cultural skills, sense of humor. Word Processing and basic computer skills