Concord Europe Human Resources and Procurement Officer

CONCORD is the confederation representing European NGOs for relief and development at European level. Its 27 national associations, 18 international networks and 2 associate members represent 1,800 NGOs which are supported by millions of citizens across Europe. CONCORD leads reflection and political actions on key development issues and regularly engages in dialogue with the European institutions and other civil society organisations.
You can find more information on http://www.concordeurope.org/.
Overall role description
The Human Resources Officer supports the Finance and Resource Coordinator in the provision of a high quality and professional human resources service through the effective administration of human resources system, policies and procedures including recruitment and selection, compensation and benefits, health and safety, training and development, etc. In addition the post holder is responsible for supplier contract management and procurement within the organisation.
Person Statement
This post will attract someone who already has several years experience in an HR role in the non-profit sector and is looking to take a step up into a role carrying a significant degree of responsibility. S/he will be capable of working on his/her own initiative with minimum supervision, across the whole range of HR issues, supporting over 20 colleagues from diverse cultures.
Major Responsibilities
HR System, Policies and Procedures

• Lead the development, review and update of all necessary human resources system, policies and procedures to ensure all changes in labour laws and regulations are reflected;
• Provide support to the Finance and Resource Coordinator and the Management Team in the planning and organisation of the communication of all human resources policies and procedures to all staff;
• Administer all HR policies and procedures to ensure they are followed by managers and staff.

People Management and Organisation Development

• Support the recruitment and selection of staff to ensure compliance with recruitment and selection policies and procedures;
• Provide administrative support to the recruitment and selection of all staff;
• Develop an induction pack and process and assist in the orientation of new staff to ensure that they receive adequate information about the organisation and its systems, policies and procedures and to facilitate their successful integration in working environment;
• Organise logistical arrangements for new recruits (work station, phone line, email address etc);
• Provide orientation, reorientation, and training to all staff on HR procedures when required;
• Maintain a log of staff comments to identify processes and practices that may need improvement;
• Maintain a log of staff complaints; either address complaints directly or escalate them as required following appropriate procedures;
• Support management and staff in performance appraisal when required and summarize the skills development plans of all staff to serve the training needs analysis and development of annual training plan;
• Regularly collect information on internal and external training programmes and keep managers and staff informed of the possibilities;
• Arrange the logistics and coordinate relevant training programmes for all staff based on their approved training plan, conduct analysis of training evaluation and feedback to control the quality of training service providers.

Payroll and Employment Contract Management

• Compile monthly payroll data and communicate it to social secretariat. Follow up with Finance Function to ensure accurate and timely payment of salaries and benefits;
• Provide administrative HR services including information on compensation and benefits, health and safety, security, contract preparation and management, monitoring of staff leave plans and sick days, filing, correspondence, etc. to ensure these are implemented effectively;
• Assist FRC in the development and monitoring of annual HR budget;
• Act as focal person to work with local and national authorities and agencies on statutory filings and obligations including staff insurance, DIMONA declarations, annual tax filings and compliance with social legislation in general;
• Maintain up-to-date records related to HRM including HR database, payroll, personnel files, lists of training and HR service providers, lists of jobs and vacancies within the organisation, reference library of employment law information, etc., in compliance with statutory regulations and for the effective management of human resources data;
• Coordinate with Admin Function to organise office social events, staff retreats, team building meetings, etc;
• Maintain an awareness of developments and up-to-date knowledge of the human resources management and employment legislation.

Contract Management & Procurement

• Manage supplier contracts ensuring value for money for CONCORD and monitor all supplier contracts to ensure compliance with contractual obligations and with overall organisational obligations and policies;
• Launch calls for tender and manage tender process for all contracts over €5000;
• Establish and maintain effective formal and informal links with suppliers, service providers and other agencies to ensure that the organisation is provided with the appropriate range and quality of services;
• Maintain good working relationships with relevant authorities to ensure that the organisation’s interests are safeguarded and a safe and healthy working environment is maintained;
• The above describes the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from the post holder. Other tasks may be assigned as necessary according to organisational needs.

Working Relationships
Internal: all staff
External: Social secretariat, Health and Safety at work body, social security office, insurance companies, all service providers, consultants. Engage with other organisations, HR professionals on HR systems and practices for learning and sharing.
Person Requirements

• Education and Qualification

Bachelor’s degree in Human Resources Management, Organisation Development, Business Management, Business Administration, or in other relevant fields.

• Knowledge

Knowledge of Belgian laws and regulations on labour, health and safety;
Good understanding of HR practices in International CSO/NGO in Belgium.
Experience

• 5 years + of practical experience in human resources administration, preferably in a non-profit setting;
• Experience in monitoring the compliance of HR system, policies and procedures, preferably in the context of an international organisation;
• Experience of facilitate challenging internal processes is required;
• Experience of working in a multi-cultural environment is an advantage.

General Skills and ability

• Ability to communicate complex information clearly;
• Capable of working within a wider team on independent projects;
• Fluent in written and spoken French and/or Dutch. Proficient in English (required language for interaction with some staff and other stakeholders).;
• Ability to organise own work and manage own time;
• Proficiency in MS Office suite;
• Service minded;
• Ability to work under pressure and towards tight deadlines;
• Coaching and negotiation skills are preferred.

How to apply
Please send your CV and cover letter to gaele.nicodeme@concordeurope.org before November 4th 2012, midnight BRU time.
The interviews will take place on the week of the 12th of November.
Only short listed candidates will be contacted.