Head of Human Resources and Administration

The International Catholic Migration Commission (ICMC) is an international non-governmental organization, whose mission is to protect and serve uprooted people, including refugees, asylum seekers, internally displaced people, victims of human trafficking, and migrants – regardless of faith, race, ethnicity or nationality. In collaboration with governmental and non-governmental partners, and through a worldwide network of members, ICMC implements and advocates for right-based policies and sustainable solutions to address global migration challenges. ICMC’s operations are aimed to respond to the needs of vulnerable individuals and communities, and focus on protection, humanitarian assistance, resettlement, migration and development.

For four decades, ICMC has partnered with the U.S. Department of State, Bureau of Population, Refugees and Migration to conduct refugee resettlement. Currently, ICMC operates under a cooperative agreement with the U.S. Department of State (DOS), as a Resettlement Support Centre (RSC) to prepare eligible refugee for resettlement. With offices in Istanbul (Turkey) and Beirut (Lebanon), ICMC works with several thousands of refugees and their families each year and takes them through each stage of processing that is required for resettlement.

SCOPE OF WORK

The Head of HR and Administration works under the supervision of the Regional Director and maintains close coordination with the senior managers and line managers in Turkey and Lebanon. The position leads the Department of Human Resources and Administration, HR and Administration Units, and provides HR and Admin oversight to the programs in Turkey and Lebanon. The incumbent coordinates with external service providers (e.g.: cleaning; security; HR; payroll; legal; etc.) on HR and Administration issues, as required. He/She provides leadership and strategic direction on HR issues and leads and manages a HR Unit responsible for HR Planning, Policy Development and implementation, Recruitment, Staff Management and Development, Contracts and Entitlements and Staff Wellness. In leading the Administration Unit, the incumbent maintains and strengthens a safe, secure, healthy working environment across the offices for staff and refugees while at the same time maintaining cost effectiveness.

RESPONSIBILITIES

Human Resources

• Oversee the development or adaptation of HR policies in line with ICMC strategic goals, corporate requirements, and relevant laws.
• Ensure consistent transparent application of HR strategies, policies and practices and compliance with corporate, donor and legal requirements.
• Lead and guide the implementation of HR strategies, policies, and programs and leverage technology to ensure the effective delivery of human resource services.
• Provide direction and guidance on human resource and organizational development matters and support the senior management in planning and forecasting HR needs and anticipating new emerging issues.
• Provide practical, consistent, and proactive support, coaching and advice on a wide range of core human resource functions, including HR policies, systems procedures and best practices.
• Oversee performance management systems, reward and retention of staff, and contribute to maintain staff wellness.
• Effectively liaise between senior management and employees to promote communication and maintain and improve open and transparent employees/management consultative processes.
• Assist and guide Management in disciplinary processes.
• Oversee recruitment and onboarding processes.
• Ensure coordination with the Finance Department in overseeing the outsourced payroll services.
• Plan and design corporate events, teambuilding meetings and outings.Oversee processes of salary reviews, pay structure revisions.
• Ensure preparedness of HR & Administration Department for internal and external audits.
• In coordination with the Head of Cultural Orientation and Training, contribute to design and direct training programs for staff.

Administration – Facilities and Assets Management

• Oversee the day to day running of the office/offices;
• Responsible to organize, lead and direct administrative functions to provide a customer focused service across the programs and offices.
• Oversee all matters relating to facilities and administration, including building lease, cleaning services, health and security, supply resource management and records function.
• Oversee cost effective use of physical assets and office building.Ensure that Security and Health & Safety standards in the office/offices are complied with.
• Contribute to develop and maintain office security and health protocols, including COVID-19 related protocols for the office/offices.
• Maintain contact and relationships with third-party security, payroll, cleaning, HR and legal service providers.
• In line with corporate rules, procurement procedures and local SOPs, support planning, budgeting and purchasing for office supplies, equipment and upgrades.

Staff Management

• Create and maintain a positive and cooperative team spirit across the HR and Administration Units and foster teamwork and communication among HR&Admin staff in Turkey and Lebanon.
• Manage and provide coaching, mentorship and advice to the HR and Administration Supervisors and orient and advice other HR and Admin Staff in Turkey and Lebanon, as required.
• Undertake regular performance reviews of personnel under his/her supervision.

Other Responsibilities

• In close coordination with the Regional Director and the Director of Finance, contribute to the planning and overseeing of the HR&Admin department budget.
• Undertake regular monitoring and coordination visits to the office in Beirut, Lebanon.
• Perform other duties as required.

REQUIREMENTS

• University degree in Human Resources, Business or Public Administration or Management, law, social sciences, or a related field; Master’s degree or equivalent preferred.
• A minimum of 10 years progressively responsible experience in HR and Administration, including considerable experience at a senior level in the public or private sector or in an international organization.
• Solid knowledge and experience in effective human resources management.
• Proven experience in managing and supervising a medium or large size team in a multicultural environment is required.
• In depth knowledge of Labor Law and HR Practices.
• Demonstrated planning and project management skills and experience.
• Ability to manage budgets. Knowledge and experience in Human Resources software and related systems.
• Experience in Quality Management, Data Protection or Information Security Management Systems is desirable.
• Proficient with Microsoft Office Suite or related software.
• Fluency in oral and written Turkish and English is essential.
• Experience of working with vulnerable groups is desirable. Availability to travel (in-country and abroad).

• Strong interpersonal, problem-solving skills and the ability to motivate others.
• Strong supervisory and leadership skills.
• Ability to assign/delegate work as appropriate and holding employees accountable.
• Effective communication and negotiation skills.
• Strong analytical and problem-solving skills.
• Coaching and developing others.
• Integrity and Ethical Behavior. Conduct work with the highest level of personal and professional integrity. Must comply with and actively promote ICMC’s zero tolerance policy with regard to sexual exploitation and abuse, harassment, abuse of power, fraud and corruption in all of its activities and responsibilities.
• Attention to details and strong organizational and time management skills (Ability to multitask, prioritize, and manage time efficiently).
• Demonstrated ability to exercise sound judgment, to build relationships, to respect confidentiality and manage sensitive situations with empathy and compassion.

Technical

• Ability to analyze HR information and data to benefit ICMC’s overall strategy and improve services.
• Deep understanding of HR practices.
• In depth knowledge of Labor Law- Thorough knowledge of employment-related laws and regulations.
• Knowledge and experience in HR software and related systems.
• Proficient with Microsoft Office Suite or related software.
• Able to manage budgets.

HOW TO APPLY

Interested candidates should submit a detailed CV of maximum two pages in English, a motivation letter and two professional references with full and up to date contact details via email, to:

[email protected]

The Vacancy Notice number TU-IST-21-HR-02 and the applicant’s full name must be quoted in the email subject line.

The closing date for receipt of applications is August 31, 2021.

Applications will be evaluated upon reception and interviews with shortlisted candidates may be conducted before the closing date.

Owing to the volume of applications, ICMC regrets that only applicants short-listed for an interview will be notified.

Please note that applications received after the deadline will not be accepted.

ICMC is committed to a Zero-Tolerance Policy toward sexual exploitation, abuses and all forms of unlawful harassment, including but not limited to sexual harassment. Screening of applications includes the vetting for records of prior misconduct and reference checking. ICMC may take other necessary measures to ensure that people involved in substantiated cases of sexual exploitation, abuse and harassment will not be recruited.

ICMC is committed to equal employment opportunities for all applicants. ICMC does not discriminate on the basis of race, gender, color, national origin, religion, physical or mental ability, marital status and age.

DATA PROTECTION

By submitting an application, you agree that ICMC collects and manages the information that you provide. Your personal information will be used for recruitment purposes only. Your application will be treated with strict confidentiality. In any case, your personal information will be stored until the end of the recruitment process and then destroyed in accordance with the relevant legislation if we do not have the opportunity to offer you a position.If you have sent your personal information to us, we would like to indicate that you have the following rights.

• Learning whether personal data is processed,
• Requesting information if it has been processed, learning the purpose of processing personal data and whether they are used appropriately for their purpose,
• To know the third parties to whom personal data are transferred domestically or abroad,
• To request correction of personal data in case of incomplete or incorrect processing,
• Requesting the deletion or destruction of personal data,
• Request notification of the processes regarding the correction, deletion or destruction of personal data to third parties to whom personal data have been transferred,
• Object to the occurrence of a result against the person himself by analyzing the processed data exclusively through automated systems,
• To request the compensation of the damage in case of damage due to the illegal processing of personal data.

In general, if you have any questions about your personal information, or if you have complaints and / or objections to the processing of your personal information, please contact us via our application address.