Jobs at Action Aid

ROLE OVERVIEW

The role holder is responsible for providing collaborative, operational and analytical support to ActionAid’s Global Secretariat (GS) People and Culture team in the implementation of its HR initiatives related to Payroll, Remuneration and Benefits, Employer Relations, HR Information Systems, Onboarding & Induction, Performance Management and Learning and Development in addition to other key HR initiatives. Ultimately, this role will provide support that ensures maximum efficiency for key HR functions and systems through optimising systems and ways of working.
The role holder will gather and process qualitative and quantitative data around jobs, remuneration and employment trends. In addition, the incumbent will be responsible for identifying trends, drawing useful conclusions, and recommending solutions. The role holder is the champion and super-user of all Human Resource Information Management System (Bamboo HR)

AREAS OF RESPONSIBILITIES

Strategic Impact and contribution

• Provide HR and project management coordination support. This includes organising meetings and workshops, documenting discussions and keeping minutes as requested for project task teams and developing reports as required
• Set up, maintain and provide support to required systems that support efficient HR operations
• Work with the HR team in developing best practices, streamlining processes, and delivering excellent customer service to employees, Line managers, Heads, Directors and countries
• Compile data/metrics and assess the impact of the HR initiatives within the organisation.
• Analyse data and statistics for trends and patterns with attention to HR systems, recruitment, hiring practices, motivation, turnover, and compliance with employment laws and regulations.
• Incorporate an end-to-end staffing model and support the implementation of HR plans and processes including managing and improving HR systems as required

System, Policies and Procedures, and Product Management

• Support with the implementation of key policies and processes through raising awareness, responding to policy queries where appropriate and by ensuring that necessary progress updates are available
• Gather and process qualitative and quantitative data around jobs, compensation and employment trends. In addition, the incumbent will be responsible for identifying trends, drawing useful conclusions and recommending solutions measuring retention and turnover rates.
• Manage and maintain HR information systems. Ensure that workforce data is recorded accurately on HR systems to facilitate proper meaningful analysis for information reporting, HR management, workforce development and planning and to produce regular management information on Key Performance Indicators (KPI’s)
• Support with payroll inputs working closely with the finance team on a monthly basis.
• Act as a point of contact with Finance Analyst to coordinate accurate and timely monthly payroll processing ensuring that all staff are paid correctly
• Support the Head of People and Culture and HR Advisors with projects and day to day support as required

Issue Resolutions, Crisis/Risk Management

• Ensure compliance with data privacy regulations and best practices.
• Provide support based on metrics and analysis, makes recommendations for policies and activities to improve the organisational culture including suggestions to attract and hire qualified candidates, to motivate and retain employees, to address staffing issues, and to maintain legal compliance.

Communications, Influencing, and Coordination

• Ensure that key information is easily accessed and properly drawn on by relevant groups, and that key HR information including staff files are appropriately stored and readily available and accessible
• Set up and updating of shared portals with relevant HR information on SharePoint and other platforms, also solicit inputs from across the GS.
• Coordinate and support the development of regular and clear communication within the GS.
• Ensure that GS staff and managers are well trained on key HR Information systems such as Employee Self-Service (ESS), Online Leave management system

PERSON SPECIFICATIONS

Education and Qualifications

• Bachelor’s in Human Resources/Industrial Psychology, Statistics, or equivalent experience
• Registration with a relevant HR body will be advantageous

Essential Experience

• Substantial experience (at last 4 years) in Payroll, HR systems and Employee Life cycle management
• Experience of managing People Data and Metrics
• Experience with coordinating project management team meetings
• Experience in effective Project Management including updating project status  with  teams  and  facilitation support to teams as required  
• Experience of working with Bamboo HR will be advantageous
• Experience with working on Payroll IT systems such as Sage VIP will be advantageous
• Experience of being a Super User in an HR system; including managing permissions, trouble shooting and training other users
• Project Management experience specifically relating to HR Projects
• Experience on supporting a fairly complex, decentralized payroll system
• Experience in supporting effective Employee Life Cycle management

Essential Knowledge

• Advanced Excel skills including automation formulas
• Knowledge of Bamboo HR will be advantageous
• Advanced experience of Microsoft SharePoint and other information-sharing platforms
• Project management skills and ability to organize and manage multiple priorities; ability to develop plans with clear goals, roles, timeline, metrics and budget estimates; flexibility and creativity to adjust plans quickly in line with fast-changing external and internal opportunities.
• Knowledge of key Data Protection laws such as GBDR and POPIA Act
• Knowledge of best practice payroll management
• Knowledge of employee life cycle management
• Knowledge and understanding of relevant country labour laws/ regulations
• Keeps abreast and is aware of people best practice, including awareness of best practice in adapting to the new ways of working in the COVID-19 context
• A basic understanding of taxation rules
• An understanding of local and global employee benefits relating to Pension, Medical and Life Insurance

Essential skills

• Organization skills and attention to detail
• Strong administrative ability, managing a complex varied workload
• Innovative and always looking for ways to streamline and automate key processes
• Analytical skills
• The ability to work collaboratively in a team environment.
• User oriented and responsive
• Strong ability to interact at all levels within the organization
• Problem solving capability
• Strong analytical, planning and organising skills
• Excellent IT skills, including experience with MS Office and Human Resource Information Systems. Experience with Bamboo HR is advantageous

Language Requirements

• Excellent communication skills in English language, both written and oral
   

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ROLE OVERVIEW

• Work independently to deliver core IT services needed for the effective function of the Global Secretariat for both co-located and remote staff.
• Ensure that effective and efficient IT systems are in place for the Global Secretariat (GS) Operations.
• Responsible for the user adoption of technologies through training, coaching, and support.
• Provides frontline technical support for critical business needs or senior staff.
• Coordinates the delivery of services alongside outsourced Information Technology (IT) provider.

AREAS OF RESPONSIBILITIES

Strategic Impact and contribution

• With limited supervision and a high degree of autonomy, manage and maintain IT Systems. Ensure that systems are optimal, up to date and running smoothly
• Accountable for the implementation of core IT policies related to GS systems security
• Implement Federation IT standards within the Global Secretariat
• Maintain IT security standards for Local Area Networks (LAN), Wide Area Networks (WAN), Wireless (Private and Guest networks), Server and Personal computers (PCs).
• Champion change management after implementation of the project and ensure the new changes are understood, welcomed, and adopted by user.
• Proactively identify areas for continuous improvement of the organization’s delivery model
• Provide outstanding remote support and troubleshooting for all GS staff either based within a hub or working remotely, with high or low technical proficiency.

System, Policies and Procedures, and Product Management

IT Hardware

• Manage hardware inventory systems and expenses
• Control all IT assets as provided for by IT policies and guidelines, and link to finance to ensure recorded on fixed asset register as appropriate.
• Ensure that all IT Hardware (laptops, desktops, printers, etc.) are appropriately maintained and thereby minimise outages or downtime.

IT Project Management

• Support AA Federation in Microsoft 365 administration
• Manage and implement IT projects in Office365 (e.g. Microsoft services upgrade to Microsoft 365 license)

Issue Resolutions, Crisis/Risk Management

• Manage and oversee Business Continuity / Disaster Recovery (BC/DR) systems for the GS. Ensure data backups of all systems within servers, desktops and laptops. Ensure that all desktops and laptops are set to synchronize date to the server to minimize any loss of data.
• Contributes to virus protection by ensuring that automation is applied to anti-virus updates on servers, desktops and laptops of all staff.
• Ensure that all systems are accessible and running efficiently on servers and user laptops or desktops
• On occasion, provide emergency call services for staff outside of working hours.
• Provide immediate and urgent response during or after hours to business-critical system failures or outages.

Communications, Influencing, and Coordination

• Establish monitoring mechanisms and proactive communication when issues are experienced, or maintenance is scheduled. Liaise with functions to schedule maintenance during non-peak periods.
• Manage GS seamless and reliable user identification and group communication – including systems for authentication across multiple services, reliable email and chat message delivery, and robust group communications through email lists and Teams messaging
• Manage and promote access to innovative ways of remote working, including administration, orientation, and promoting the use of new training and collaboration tools (such as advanced Zoom features, TalentLMS, Slido, Miro, and Mentimeter)

Customer Satisfaction

• Proactive communication to manage and support all GS users, including staff with lower technical proficiency.
• Coordinate with other teams and directorates across the GS to ensure that IT services are effectively enabling work within GS
• Provide technical guidance to Heads of Functions with the GS to ensure optimal IT services and tools to support each function
• Monitor customer satisfaction with external IT vendor and issue closure rates to determine baselines and seek to improve through continuous improvement and report results to the Head of IT and user community. Escalate relevant requests through IT support system and follow-up with external vendors (e.g. Conosco).

IT Vendor Management:

• Coordinates with outsourced IT Provider to ensure reliable, consistent, and robust delivery of core IT services for the effective function of the Global Secretariat
• Provides technical guidance to direct the work of outsourced IT vendors

PERSON SPECIFICATIONS

Education and Qualifications

• Bachelor’s degree in computer science, computer engineering or related field
• Information Technology Infrastructure Library (ITIL) qualification is desirable
• Basic Project Management qualification is desirable
• Computing Technology Industry Association (CompTIA) A+ qualification is desirable

Essential Experience

• Substantial experience working in a similar role, preferably across multiple locations
• At least two years’ experience working as a Microsoft Server/Network administrator
• Proven capability in IT project management.

Essential Knowledge

• Knowledge of applications within the Microsoft 365 and Azure Cloud is essential
• Knowledge of Windows 2008/12 Server, Windows 10 and Exchange 2010/13 as well as VMware is essential
• Knowledge of IT hardware and ability to solve simple hardware problems
• A good understanding of current and emerging technologies, standards and practices.
• Understanding of executing IT projects (software and others) through contracted vendors and suppliers.
• Stakeholder management in a multi-cultural context
• Feminist leadership skills and attributes, including self-awareness, a positive growth mindset and ambitious drive for collective results, excellent collaboration and team-building skills, commitment to self-care and caring for others, ability to give and receive honest and respectful feedback, and strong commitment to dismantling bias and promoting equity and inclusion

Essential Skills

• Ability to work in a multicultural context/environment
• Strong interpersonal and communication skills, being able to work with individuals from diverse backgrounds and international cultures and a strong customer service orientation
• Ability to work independently with minimum supervision and be proactive
• A solid understanding of end-to-end process, being able to see tasks through to 100% completion
• Willingness and ability to work and cooperatively and supportively with your colleagues, developing positive, open working relationships in order to solve problems and to achieve business goals.

Language Requirements

• Excellent verbal and written communication skills in English

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ROLE OVERVIEW

Catalyses, coordinates and supports efforts across the ActionAid federation to deploy digital and distributed strategies to turn passive citizens into active stakeholders in ActionAid’s causes - building political power, growing movements, connecting local struggles, and expanding our supporter base.

AREAS OF RESPONSIBILITIES

Strategic Impact and contribution

• Promotes cross-Federation and cross-functional digital innovation in organizing, mobilization and supporter journeys:
• Contributes to winning strategies for our public-facing global campaigns by adapting distributed, networked and relational innovations in organising and campaigning to ActionAid’s context and needs, in close collaboration with interested countries, Global Secretariat (GS) thematic leads and GS Campaigns and Communications (Comms) team.
• Supports countries and GS to establish, maintain and amplify an online presence that motivates and organizes people to take action and/or give money. Co-creates or supports the creation of tactics enabling ActionAid International (AAI) countries to build lists and inspire people to turn the resources they have (their voice, vote, money, etc) into the power they need to make the change they want, using an array of online channels, digital tools, and storytelling.
• Works closely with the Public Fundraising and Comms teams and interested affiliates to create and test multi-channel supporter journeys, develop a data-driven approach across fundraising and campaigns, seamless integrate content strategies and supporter growth strategies, and share innovations in campaign-based fundraising.
• Collaborates with Programmes colleagues and the AADK-funded Social Movements Hub to ensure cross-learning and cross-fertilization of digital organizing innovations between AAI and our social movement partners

Change Management

• Provides specialist expertise and guidance to AAI countries and social movement allies on the use of technology and data to identify, recruit and activate supporters and move them up the ladder of engagement.
• Promotes and coordinates sharing of audience and supporter data insights across AAI countries; works with the Business Applications Architect to find technical solutions for data-sharing within the AAI network.
• Advises on the potential development of global digital campaign-based fundraising products.
• Works with the Legal and Data Protection Adviser to ensure that our online organizing and campaigning complies with privacy and data protection policies and best practices.
• Some hands-on work with crafting, testing and copy-editing emails, social media posts, action pages and other supporter activation content.

Communications, Influencing, and Coordination

• Collaborate with Issue leads, Digital Content Team, Media, and Fundraising to coordinate campaign goals, develop campaign concepts, and produce content, including emails, action pages, and social media posts to engage and mobilize supporters to take action.
• Support AAI countries to plan effective communications to multiple target audiences with distinct engagement goals and advise on the management of email lists and databases.
• As needed, create resources for country offices to amplify national campaigns.
• Strengthen partnerships with digital organizers, data scientists and technologists in allied INGOs and social movements in order to promote more systematic sharing of data insights, open source tools, skills and expertise.
• Work with vendors, consultants and contractors as needed.

PERSON SPECIFICATIONS

Education and Qualifications

• A Bachelor's degree (or equivalent professional experience) in English, journalism, communications, marketing creative writing, technical writing or information management

Essential Experience

• Substantial experience in data analytics for campaigning
• Experience developing digital strategy and content for issue-based, advocacy, or political campaigns
• Experience of distributed, networked and/or relational organizing and campaigning models powered by technology

Essential Knowledge

• Broad understanding of the global social, gender and climate justice landscape
• Understanding of geographical and cultural differences in approaches to campaigning and supporter engagement and the adoption of technology in organizing.
• Knowledge of trends in digital organizing, and of best practices for communicating via email, Facebook and Twitter.
• Basic applied knowledge of statistics and/or data science.
• Knowledge of basic HTML to produce emails and web pages and ability to resize images, more advanced coding skills desirable.
• Familiarity with a range of online campaigning tools and tactics.

Essential skills

• Proficient using digital systems to manage content (CMS) and relationships (CRM), with a preference for experience with Nation Builder.
• Excellent writing skills with experience in creative, compelling prose that can move people to take action, with meticulous attention to consistency and detail.
• Project management skills and ability to organize and manage multiple priorities; ability to develop plans with clear goals, roles, timeline, metrics and budget estimates; flexibility and creativity to adjust plans quickly in line with fast-changing external and internal opportunities.
• Excellent interpersonal, communication and negotiation skills to work effectively in a multi-cultural and decentralised global Federation, often remotely.
• Feminist leadership skills and attributes, including self-awareness, a positive growth mindset and ambitious drive for collective results, excellent collaboration skills, commitment to self-care and caring for others, ability to give and receive honest and respectful feedback, and strong commitment to dismantling bias and promoting equity and inclusion.
• Entrepreneurial and problem-solving skills: able to spot and land opportunities where others only see obstacle and can creatively overcome complex problems with little or no guidance from manager.

Language requirements

• Excellent verbal and written communication skills in English
• Proficiency in another language is desirable.