HR and Payroll Manager

Reports to: Operations and Quality Assurance Manager or CEO

Job purpose:

The HR Administration and Payroll Manager plays a crucial and strategic role in the Maram Foundation, being responsible for the staffing and development of teams in Turkey and Syria and coordinating all human resources activities in close cooperation with other functional departments to ensure successful humanitarian program delivery. He/she will report to the Operations and Quality Assurance Manager working closely together to ensure that MF’s HR activities comply with the highest regulatory and quality humanitarian standards.

The post-holder will ensure the effective implementation and maintenance of the HR Policy and Procedures which govern Maram Foundation’s employment cycle comprising recruitment, induction, performance management, staff development, reward and benefits package as well as smooth exit. The successful candidate will report to the Operations and Quality Assurance Manager to ensure alignment with the identified quality framework for operational excellence.

The HR and Payroll Manager will provide practical, consistent and proactive support to managers and team leaders by directing and advising on HR policies, rules, procedures and best practices. He/she will collaborate with the program teams, especially. to guarantee that the Maram Foundation’s HR policies and values comply and complement those of its donors and partners.

Duties and Responsibilities:

Human Resources

• Manage all HR activities for the cross-border operations between Turkey and Syria including, but not limited to Recruitment and Selection, Induction, Staff Performance Evaluation and Development, Award and Compensation, Duty of Care and Staff Separation and Exit procedures and ensure the processing of any related administrative activities through the delegation and supervision of HR staff in the department;
• Develop and implement an annual HR planning process and prioritize project activities for the HR department including staffing and organization;
• Manage and update efficient and effective Human Resource management systems, policy and procedures in line with Maram Foundation’s vision and mission and in compliance with local labour laws and regulations, ensuring periodic review;
• Develop, follow-up and maintain the adequate HR budget for each individual program and HR budget for the Foundation as a whole;
• Plan for upcoming HR project gaps and surpluses due to project closeouts and adequately reconcile redundancies with the new hires;
• Participate in the planning and closing stages of each awarded project for the purpose of cost-effective resource mobilization;
• Maintain audit-worthy, legally compliant records of contracts and personnel transactions such as hires, promotions, leave, time-sheets, grievances, performance reviews, and terminations, ensuring that all files and processes comply with local laws and donor requirements;
• Interface with auditors for the purpose of periodic internal and external assessments of periodic HR process evaluation in compliance with donor requirements and applicable regulations and standards;
• Track internal and external audit reports for pertinent HR-related non-conformances and in collaboration with the Quality Assurance Department, lead the HR team in developing action points for resolution;
• Counsel employees on their terms and conditions of service, problems and grievances;
• Take the lead in arbitrating on disciplinary and performance management issues in line with the HR Policy and local labour laws (Turkey/Syria to minimize all associated risks);
• Enforce compliance to HR policies and procedures; coordinating the ongoing enhancement of policies, handbooks and supporting their implementation and dissemination;
• Track skills (capacity) development of managers and junior staff using performance management assessments and self-appraisal processes;
• Advise management on staff training needs and maintain competitive compensation and benefits packages; design a program to attract and retain high performing staff;
• Annually review salary and benefits structure in relation to the market and make recommendations to upper management on proposed and/or changes.
• Liaise closely with other support functions such as finance, programme, procurement and logistics, safety and security, IT to ensure all HR systems and procedures are fully integrated and consistent with other support systems;
• Promote and monitor staff care and well-being, also by conducting periodic employee satisfaction surveys;
• Organize and coordinate significant staff events, celebrations, gatherings and recognitions;
• Participate in discussions related to structure and organizational development and change and support recruitment of senior positions.

Payroll: In conjunction with the Finance Department:

• Regularly maintain payroll information by collection, calculation, and data entry for the correct disbursement of payroll transactions by the Finance Department;
• Update payroll records by reviewing and approving changes in exemptions, additions, deductions, job titles and department transfers;
• Review and audit timesheets and ensure that payrolls and timesheets are processed timely and accurately;
• Prepare reports by compiling payments, taxes, deductions, working hours, leave, disability, and non-taxable wage submissions;
• Determine payroll liabilities by approving the calculation of employee reward based on local government income and deduction regulations;
• Balance the payroll accounts by resolving payroll discrepancies;
• Maintain payroll guidelines by writing and updating policies and procedures;
• Comply with local government, auditors and donors/partners requirements by studying existing and new legislation; enforcing adherence to requirements; advising management on needed actions;
• Responsible for the flow of information with the Finance department for all matters related to payroll (work contract, overtime, advances, etc.) according to the existing Standard Operating Procedures.
• Leads all activities aspiring to maintain the principles and best practices of the Core Humanitarian Standards (CHS) and Sphere Framework.**Communications and Culture:**
• Engages staff to foster and implement a creative and productive workplace that actively promotes learning and staff development;
• Models and encourage the active practice of the Maram Foundation Code of Conduct and adherence to the principles of PSEA;
• Promote and lead the example of a positive, professional, and respectful office culture encouraging open, honest and productive communication among Maram Foundation staff;
• Advise and support activities for strengthening diversity and inclusion, gender diverse leadership, team-building across the organization, the best use of improved virtual teamwork and shared accountability and leadership.**Academic Qualifications:**

University degree in Human Resources or Business Management or relevant field of study.

Essential Requirements:

• Minimum 3 years experience in Human Resource Management with substantial knowledge of job description development, recruitment processes, performance management systems, and salary and benefits package development for local and/or international NGOs;
• A working understanding of payroll compliance and processing in Turkey and Syria and pertinent accounting and spreadsheet applications;
• Knowledge of relevant country labour law;
• Experience with delivering capacity building training and developing accompanying training materials, tools and resources is preferred.
• Excellent command of Arabic & English (written and spoken). Knowledge of the Turkish language is desirable.
• Valid Turkish residency/work permit OR Turkish nationality.

Knowledge, Skills and Competencies

• Ability to demonstrate ample knowledge of HR policies and procedures, and HR best practices including GED (Gender, Equality and Diversity). Knowledge of Core Humanitarian Standards and Sphere Framework, also desired.
• In-depth knowledge of the Syrian conflict, the workings of Syrian NGOs and stakeholders with a particular understanding of NGO interventions for internally displaced and refugee communities;
• Results-oriented approach to planning and prioritizing HR activities with proven ability to work under administrative and programmatic pressures with attention to detail and professional flair;
• Excellent interpersonal and negotiation skills and a demonstrated ability to promote harmonious and cohesive teamwork, in a cross-cultural context;
• Strong communication skills, with the ability to manage complex HR situations diplomatically, leading to speedy resolution;
• Inspirational leader encouraging own staff to aim for the highest of standards in all aspects of human resource management;
• Sound judgment and ability to make impartial recommendations;
• Hard-working, proactive, and able to prioritize and delegate a demanding workload.

Technical Requirements

• Proficiency with Microsoft 365 (advanced skill of MS Word and Excel, in particular)
• Computer Accounting.
• Project Management Experience;
• Reasonable knowledge of Social Media platforms.