- Expression of Interest close on: Thursday, 23 May 2024 (5.00pm FJT)
- Location: Flexible – Where Oxfam has a presence in the Pacific
- Term: 1 year (fixed term contract with possibility of extension based on funding and performance).
- Reporting to: People & Culture Lead
- Job Description is available on the link
- Please contact the Recruitment Coordinator, Divono Vakatale on email for any queries: PeopleandCulture@oxfampacific.org
- All applications must be lodged online.
Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
PEOPLE & CULTURE COORDINATOR
Shaping a stronger Oxfam for people living in poverty.
Job Purpose
The People & Culture Coordinator is responsible for the effective and efficient delivery of people and culture services across the region supporting People and Culture (P&C) operations including managing the overall employee life cycle, end to end recruitment, onboarding, performance and development, payroll support, staff health and welfare and the offboarding processes. The position reports to the People and Culture Lead and holds a generalist P&C function supporting day to day operational and technical P&C support required by teams to implement the operational plans and organisational priorities. The position ensure that the organisation’s policies and procedures are upheld by all staff and that all P&C compliance requirements are being adhered to including training of staff and proper documentation are stored electronically to support audit requirements. The P&C Coordinator will develop and maintain professional and effective working relationships with other staff members in country and across the region, at OiP, with other Oxfam Affiliates and with external stakeholders. The position will be relied upon for providing P&C technical advice to staff and is also critical to support and drive the culture and values of the organisation and in role- modelling the expected behaviors across the teams.
Context
Oxfam is a global aid and development organisation that mobilizes the power of people against poverty working through staff and local partner organizations across the Pacific to combat gender, economic and climate injustice, including in situations of crisis. Oxfam in the Pacific works to support the following countries in the region: Papua New Guinea, Vanuatu, Solomon Islands, Fiji, and the Polynesia/Micronesia country cluster comprising of Samoa, Tonga, Tuvalu, Cook Islands, Niue, Kiribati, Palau, Nauru, the Federated States of Micronesia (FSM), Republic of the Marshall Islands (RMI) (Micronesia). Country teams operate with a mix of direct implementation and via partners, the goal being to increase strategic partnerships where appropriate.
Team Purpose
Oxfam in the Pacific comprises two divisions: Programs, (Program Delivery, Business Development), Monitoring and Evaluation) and Strategy Operations and Culture (SOC) (Finance, People and Culture, Operations, Safeguarding and PMRU). The role sits within the Strategy Operations and Culture (SOC) division.
This role is accountable to and reports to the People & Culture Lead.
Key Responsibilities and Accountabilities
Business Services
- Hold overall responsibility for coordinating end to end general P&C operations to support the P&C function and delivery of services including workforce planning across the region.
- Provides proactive and effective P&C solutions to support Program Business Partnering with Programs team across the organisation.
- Supports Oxfam in the Pacific employer branding strategies by working closely with P&C Lead and Communications to ensure Oxfam’s Talent acquisition are targeted towards attracting a competitive talent pool to ensure the organisation’s recruits and retains the best in the market across the Pacific.
- Coordinate the end-to-end recruitment process by working closely with the recruitment panel and respective Hiring Manager in ensuring compliance requirements are met including the safe recruitment processes of Police check, Aid Diversion check and reference checks and that all hiring is based on merit-based selection.
- Provide training and guidance to the recruitment panel ensuring that all new panel members are well-trained on our recruitment guidelines and processes and that the panel undertakes training on effective recruitment and selection skills.
- Coordinate and support the Performance and Development Cycle for the organisation ensuring relevant training and refreshers are undertaken and that complete documentation and tracking of all Lets Talk and 360 feedback are received and recorded with P&C.
- Identify trends and relevant training needed as a result of analyzing the Performance and Development Plans to support the Learning and Development needs of the organisation.
- Support managers where needed in relation to managing underperformance discussions and plans.
- Support P&C Lead as needed in addressing staff issues, grievances, managing disciplinary and case management to ensure effective employee relations is managed.
- Support safeguarding implementation across the organisation working closely with the P&C Lead and Safeguarding Lead to ensure Oxfam confederation wide safeguarding requirements are adhered to for the region.
- Provide timely and sound advice and guidance on P&C related matters to managers and staff and escalate potential or likely risks or complex matters needing further advice on with the P&C Lead.
- Support Incident Management reporting and investigation in relation to Workplace Health and Safety and Safety and Security at the workplace ensuring proper documentation, staff support and proper reporting are escalation are complied with.
- Monitor and maintain the updating of personnel information on the HRIS in a timely and efficient manner ensuring compliance and that staff are supported and directed accordingly for assistance with the system.
- Coordinate and support payroll processing in country working closely with the finance team to ensure the timely and accurate processing of pay, leave management as well as any other applications required for payroll in accordance with OiP policy and guidelines, as well as legislative requirements.
- Prepare and provide necessary information and reports as and when required to the P&C Lead as well as when required for finance and audit purposes.
- Provide guidance and direction on the Staff Handbook for any queries from staff.
- Support staff travel requirements including work permit and visa arrangements ensuring compliance to Staff Travel policy and adherence to local law.
- Coordinate and manage the P&C systems ensuring effective delivery of P&C services and record keeping on Bamboo HR, Box, Wrike, Learning at Oxfam platforms.
- Ensure all staff and P&C related documents are confidentially recorded and accurately stored and managed according to compliance and audit requirements specifically on Box and BHR.
Management
- Participate in Oxfam performance management framework and activities.
- Ensures the security and safety of others and Oxfam property.
- Provide recommendations relating to improved local procedures and processes.
- Keep abreast with local legislative changes and requirements and its implications for OiP.
Representation and Relationships
- May be expected to represent Oxfam in industry or professional networks.
- Support P&C Lead to on representation on key committees as and when required.
- Provides key link between managers and staff in country.
Other
- Support the team function regionally by not only undertaking work in country but is also available to support work in other countries.
- Eager and required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women’s rights.
- Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.
- Participate in humanitarian response activities within capacity in local level emergency response.
- Other duties as assigned by the P&C Lead that is within the role capacity and job family.
Job Requirements
Key Skills, Experience & Knowledge
Essential
- Degree level qualification in Human Resources or related field with 3-5 years relevant professional experience in a similar role.
- Demonstrated experience as a HR Generalist working in multiple countries or within the Pacific region supporting country teams or business partnering approach.
- Working knowledge and experience with HR and payroll systems including Bamboo HR and Box.
- Experience managing recruitment and selection processes and working with recruitment panel, communications team and external partners to support the effective advertising and talent attraction.
- Working knowledge of employment laws and regulations to support overall P&C function.
- Experience supporting the handling of sensitive matters, grievances and complaint handling at the workplace and mitigating risks as well as supportive effective solutions.
- Excellent communication and Interpersonal skills.
- Excellent organisational skills, highly proactive with proven ability to meet deadlines and key work priorities.
- Demonstrated ability to provide sound P&C technical advice and guidance to managers and staff.
- Demonstrated computer literacy with the use of MS office packages particularly Excel and Outlook.
- Demonstrated ability to provide sound judgement to staff on matters relating to People and Culture policies and procedures as well as where advice is sought.
- Experience in coordinating and delivering of training and professional development for staff.
Desirable
- Experience working on P&C related projects.
- Knowledge and experience in OHS policy and implementation.
- Professional Trainer qualification.
- Member of HR network or institute.
Key Attributes:
- Ability to maintain confidentiality and discretion working with sensitive information.
- Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
- Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
- Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.
TRAVEL:
Some international travel (up to 4 weeks per year) may be required of the position. It is a condition of employment that staff abide by all agency security and safety protocols, policies and procedures and the Oxfam International Security Protocol.
Safeguarding and Conduct:
Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
Oxfam in the Pacific takes its duty of care to children seriously and recognises that it must meet community expectations and the trust placed in its personnel to maintain the highest standards of conduct.