[new reporting line effective 01.01.2017 - RD]
(Interim primary reporting to Mason Smith as interim RD effective 27.02.17)

The Human Resources Officer position will manage the Human Resources needs of the IUCN Oceania Regional Office in Suva, Fiji. With IUCN Oceania’s expansion in the coming years, this position will be crucial in ensuring the office, programmes and projects will be adequately resourced with the best specialists and experts to ensure the successful implementation of IUCN’s work in the Oceania region.

Terms of Reference


1. TITLE: Human Resources Officer

2. LOCATION: IUCN Regional Office for Oceania in Suva, Fiji.
May require travel in and outside the Pacific islands region

3. DURATION: 2 years


4. REPORTING RESPONSIBILITIES:

The reporting relationships will be as follows:

Direct Reporting Line: Reporting Area
Senior Administration Officer (in all areas)


5. BACKGROUND

The Human Resources Officer position will manage the Human Resources needs of the IUCN Oceania Regional Office in Suva, Fiji. With IUCN Oceania’s expansion in the coming years, this position will be crucial in ensuring the office, programmes and projects will be adequately resourced with the best specialists and experts to ensure the successful implementation of IUCN’s work in the Oceania region.

6. SCOPE OF RESPONSIBILITIES:
The incumbent will be responsible for the Human Resource Management of the IUCN Oceania Regional Office to ensure that human resource services are accomplished in an effective and efficient manner and within all legislative, policy and procedural guidelines.
The incumbent is expected to work within the IUCN’s HR procedures and guidelines.
The specific duties of this position include, but are not limited to, the following:
Human Resources Responsibilities

1. Provide support to supervisors and staff.

• Ensures that accurate job descriptions are in place;
• Provides advice and assistance with writing job descriptions;
• Provides advice and assistance if needed during staff performance evaluations;
• Identifies training and development needs and opportunities;
• Organises staff training sessions, workshops and activities as and when necessary and in line with organisational needs;
• Assess and process employee requests for outside training while complying with policies and procedures;
• Provides basic counselling to staff who have performance related obstacles when necessary or upon request of either the staff member or the supervisor;
• Provides support in the development of human resource plans for the organisation;
• Organises staff orientations.

2. Monitor staff performance and attendance activities.

• Investigates and understands causes for staff absences;
• Recommends solutions to resolve chronic attendance difficulties;
• Provides basic counseling to staff who have performance related obstacles when requested by the staff’s supervisor;
• Provides advice to supervisors and recommendations on disciplinary actions;
• Assists the Senior Administration Officer in any actions required to ensure the continuity of services when staff are unexpectedly absent from work.

3. Coordinate staff recruitment and selection process.

• Provides advice and assistance to supervisors on staff recruitment ensuring there is adherence to the organisation’s recruitment policy when recruiting staff for the ORO;
• Ensures the TORs for upcoming positions are compiled by the relevant unit heads in a timely manner and that they follow current and agreed standards;
• Ensures that all TORs are subjected to IUCN job evaluation assessment before recruitment;
• Manages the advertising of vacant positions on the HRMS) and ensure relevant notices are placed on appropriate newspapers and publications, circulated through relevant networks and placed on other online or broadcast media as appropriate;
• Organises online short-listing (and long-listing when/if applicable) of candidates for consideration by the respective officials seeking the recruitment ;
• Organises for interviewers who will form the interview panel and give them the relevant HRMS access (if needed);
• Organises the interviews of short-listed candidates ensuring the interview panel is the right fit for the position, and also participate in the interviews if and when required;
• Conduct reference checks (at least 3) on candidates being considered for positions;
• Formalises offer letter;
• Coordinates with the Travel Officer to ensure appropriate travel and visa arrangements for candidates recruited from outside of Fiji;
• Conduct sexit interviews for staff leaving IUCN ORO.

4. Provide information and assistance to staff and supervisors on Human Resource issues.

• Develops and implements a human resources plan and personnel management policies and procedures;
• Promotes workplace safety;
• Provides advice and assistance to staff and management on pay and benefits systems;
• Explains to staff and supervisors the provisions of labour legislation, employment standards and personnel policy;
• Attends management meetings to provide information, when necessary.

5. Provide other human resources services

• Coordinate with the Finance Unit to ensure ORO’s payroll reflects accurate salary scales in accordance to staff positions and levels;
• Develops Conditions of Service for staff in service in different countries across the Oceania region.
• Act as the ORO Focal point for the Human Resources Unit in Gland, Switzerland.
Any other duties as reasonably required of you by your employer.
Ethical, Social and Ecological Responsibilities

This role requires the following ethical, social and ecological responsibilities:
• Respect for people from different nationalities, cultures, ethnicities, religion, gender, sexual orientation as well as the young and elderly;
• Responsible for exercising utmost care and judgement to ensure the assets belonging or entrusted to IUCN are not misused or wasted;
• Avoids all instances of conflict of interest in one’s dealings;
• Commitment to help conserve the integrity and diversity of nature and to ensure the sustainable use of resources;
• Adherence to the IUCN Code of Conduct.
Personal Attributes
This role requires the following personal attributes:
• Accepts Responsibility: Willing and able to bear high levels of responsibility by making timely decisions and being accountable;
• A Learner: Willing to learn on the countries, cultures and development/environment issues of the region;
• Adaptation: Willing to adapt to regional norms without compromising personal beliefs and principles;
• Openness: Communicates honestly, openly, and consistently. Shares information appropriately and ensures that views of all members of the team are freely expressed;
• Positive Attitude: Encourages a positive rather than negative viewpoint;
• Integrity: Maintains the highest standard of personal conduct in performing all duties;
• Commitment: Committed to making the project a success. Willing and able to work for the best interests of the project. Not thinking in terms of being right at the expense of being successful;
• Can handle stressful situations well: Willing and able to deal with problem situations. Mentally tough and always mentally prepared;
• People Skills: Able to build productive working relationships with other staff and development partners based on respect and good rapport. Listens well and never assumes one knows best;
• Judgement: Able to evaluate information quickly, identify key issues and formulate conclusions based on sound, practical judgement, experience, and common sense;
• Organised: Well prepared and organized. Carries out all responsibilities and action items in a purposeful way.
• Dependable: Can be relied upon to get the job done at the expected time. Relied upon to give advanced prior notice if deadlines are not to be met;
• Proactive: Proactive rather than reactive. Able to avoid mistakes that could/should be anticipated.