People and Culture Manager, WWF Zambia WWF Zambia

Position : People and Culture Manager, WWF Zambia
Grade : B2
Reports to : Country Director , WWF Zambia
Supervises : Operations Coordinator, I.T Officer and People and Culture Assistant
Location : Lusaka, Zambia

ABOUT WWF Zambia

The World-wide Fund for Nature (WWF) is world’s leading independent conservation organization with global network in over 100 countries. Our mission is to stop the degradation of the planet’s natural environment and to build a future in which people live in harmony with nature. We have been working in Zambia since 1962 organizing our efforts across Freshwater, Wildlife, Forests and People.

WW Zambia has been working in the following landscapes, with targeted conservation interventions. These are the Zambian components of the Kavango-Zambezi Trans-Frontier Conservation Area (KAZA TFCA); the Upper Zambezi; and the Lower Kafue basin (including Kafue Flats), the Luangwa valley and Bangweulu wetlands ecosystems. WWF Zambia has its country office located in Lusaka, with sub-offices in Sesheke district, Mongu district, Jivundu in Mufumbwe district, Serenje district and Bangweulu in Samfya district. The Country Office has more than 65 employees.

WWF Zambia Country Office seeks to recruit a proficient and self-motivated individual in the position People and Culture Manager to be based at the Head Office in Lusaka and lead the human resource management functions of the Country Office.

I. JOB PURPOSE:

WWF’s ambition is to deliver excellence and become the leading conservation NGO through strong talent and people management. The manager is jointly responsible to deliver thus office deliver conservation long term and short term goals and priorities through effective and efficient HR solutions and practices. Ensuring WWF Zambia teams focuses on results and delivery, applies the highest professional standards in the area of people & culture (P&C) management, and fosters a staff engagement culture based results and on network citizenship around the 4 ways of working in order to support the achievement of the conservation goals and objectives as laid in the Strategic Plan, in compliance with WWF People & Culture policies and standards.

S/he will be responsible for efficiently and effectively coordinating the timely implementation of the WWF Zambia human resource obligations in donor contracts initiatives, WWF policies (training, onboarding, coaching and mentoring) and donor obligations in line with WWF Zambia short, medium and long term conservation priorities. Ensuring that that appropriate talent and systems are timely deployed to deliver core country office functions and conservation priorities.

Championing a culture of integrity, collaboration, results and accountability across the various business units, in support of the institutions plan for achieving conservation impact and growth.

S/he will ensure HR investments and recruitments are monitor on impact of project and program goals to deliver clear value for office and its donors and take quick remedial action where required. Driving the delivering of HR milestones to support the transition from country office to national office.

II.DETAILED KEY DUTIES AND RESPONSIBILITIES:

Strategic Leadership and responsiveness to WWF Zambia Business goals and priorities

a) Ensure that HR responds to WWF Zambia Annual, quarterly and monthly business priorities aligned to strategic plan
b) Ensure timely and professionally HR solution and actions to projects, stakeholder and staff requirements to deliver donor contracts
c) Conduct skills audits in line with new strategic plan and donor contracts
d) Ensure HR Lead departmental annual, monthly and weekly and reporting
e) Manage work load, performance requirement e of the People and Culture staff
f) Ensure People & Culture needs are provided for on the annual and program budgets and support the fundraising team to look out for resources for people culture and development.
g) Coordinate cross departmental operational internal and external deadlines

Enhanced Development and implementation of WWF Values , HR policies and adherence to local labour laws:

Champion a culture of performance and accountability in line with WWF Values at all levels and values in Action plans

a) Accurate and consistent interpretation, communication and implementation of WWF HR policiesand procedures
b) Sensitize staff on WWF Policies and procedures periodically and ensure WWF policies are signed by each staff member at least annually.
c) Maintain employee contracts and ensures compliance with the WWF Policies and local labour laws;
d) Address staff concerns efficiently and accurately guides by WWF policies and complete HR administrative tasks efficiently
e) Lead the customization and compliance of WWF ZCO HR policies, in line with National Labour Laws
f) Promote the WWF cultural standards on efficiency across the board

Efficient Recruitment, On-boarding and Separation processes:

a) Ensure efficient recruitment strategies for securing and retaining top talent in collaboration with SMT
b) Ensure recruitment plans are developed and delivered in collaboration with hiring managers, ensuring compliance with standards in resourcing, recruiting, orientation/induction, contracting procedures;
c) Ensure complete background checks are conducted to assure fit of new recruits and adherence to WWF values
d) Ensure that HR administrative tasks are completed accurately and on time e.g. contracting, renewals, confirm availability of budgets for staffing and activities before implementation.
e) Take stock of alignment of new employees and responsibilities throughout the placement period and advise management
f) Effectively and efficiently Manage the entire employee life cycle, induction, contracts management, separation and P&C policy compliance;
g) Evaluate inductions and improve its delivery

Improved Remuneration, Benefits and Staff Welfare:

a) Ensure regular salary reviews are implemented in line with the compensation & benefits guidelines, and oversee payroll management
b) Ensure proper staff welfare management including managing relationships with key partners e.g., labor authorities, statutory agencies and service providers
(Health Insurance, life and personal Accident insurance);

Enhanced Staff Health and Safety for all staff:

a) Managed Health and Safety Committee, coordinated inspections and wellness activities.

Link staff performance and development to organizational ambition, performance and obligations

a) Set shared annual HR business and donor related performance goals with program and operations
b) Strengthen supervisory capacities , people management and performance management across the organization
c) Ensure timely implementation of the annual performance and development Journey process and ensure that all staff are evaluated;
d) Carry out capacity assessments to inform HR and training needs to deliver WWF Zambia priorities and deliver core functions
e) Coordinate the design and implementation of agreed an approved training plan to support increase country office performance.
f) Liaise with business units and project teams on competences and talent required to deliver the conservation program and projects on deadline
g) Coordinate talent management efforts in line with WWF’s Talent management process;
h) Support the development and implementation of succession planning for WWF Zambia;
i) Champion measures to improve and develop a high performing organization culture and a culture of respect and professionalism.

Staff engagement and grievance handling:

a) Develop and implement staff engagement and welfare plans
b) Advises management and staff on the grievance redress process and supports its implementation
c) Advises Management and monitor staff related legal/disciplinary matters in line with the P&C Policies and local labour laws;
d) Ensure that all Field programme locations adhere to the P&C policies and procedures and the local labour laws

Effective communication maintained with all staff:

a) Support the implementation of proactive internal communication policy and culture
b) Ensure timely engagement and action on staff matters

Enhanced Support for Audit Processes:

a) Track audits of skills versus project and program requirements
b) Carrying out regular internal audits on field projects on People & Culture issues;

c) Support the undertaking of both internal and external audits by availing the required audit documentation.
d) Ensures and follow-up implementation of audit recommendations on P&C matters

Performs other duties as requested by the Country Director.

III. WORKING RELATIONSHIPS

• Internal: Interacts regularly with other WWF ZCO Senior Management Team (SMT); Programme Leadership Team (PLT); all WWF ZCO staff; Head of People and Culture Africa, and WWF International and other WWF Network staff.
• External: Interacts and manages relationships with labour authorities and other statutory authorities, such National Pensions Authority (NAPSA), National Health Insurance Management Authority (NHIMA), Workman’s Compensation Authority; and vendors, donors HR and ops contracts contacts

IV. PROFILE:

Required Qualifications

• At least a Masters or equivalent, with courses relevant to human resource management, organizational psychology, business and accounts, finance, or economics; and a strong focus on business operations management.
• Membership of a relevant professional body would be a strong asset – Particularly, the Zambia Institute of Human Resource Management;
• At least 8 years of prior work experience in leading operations departments in large not-for profit organizations, with knowledge and experience in all aspects of the procurement processes and logistics management, contract management.
• Proven track record in Human Resources administration and management;
• Experience in procurement planning, product selection, risk management, negotiating prices and terms of payment, competitive bid document formulation, bid review, contract formulation, and logistics management.
• Experience working with an International NGO is an added advantage.

Required Skills and Competencies

• Knowledge of the institutional, legal and policy framework of employment and HR management in Zambia;
• Very strong proficiency in utilizing Microsoft Office programs (Excel, Word and PowerPoint)  complex spreadsheet application development skills a plus.
• Ability to manage people effectively using good listening, motivation and communication skills
• Ability to prioritize, coordinate multiple tasks, work under pressure and meet deadlines.
• Mature, high self-awareness with excellent written and verbal communication and interpersonal skills.
• Attention to detail, and ability to follow-up.
• Excellent inter-personal skills, and a good understanding of human relationships;
• Good guidance, counselling and negotiation skills, at all levels;
• Team player – ability to work in team and across teams; but with ability to work independently without close supervision.
• Thinks strategically and is proactive. Commitment to delivering the aims and priorities of WWF Zambia.

V. EMBODIMENT OF WWF GLOBAL BEHAVIOURAL COMPETENCIES:

• Strive for Impact – I am results driven. Everything I do, the way I think, plan and implement is driven by a relentless search for impact.
• Listen Deeply – I go beyond my point of view and strive to see the bigger picture from different perspectives. I stay curious and listen deeply to what others have to say.
• Collaborate Openly – I’m a global citizen working for a living planet. I am constantly thinking of how with others, together, we can be more impactful. I work across boundaries, openly ask for help and share what I know, both internally and externally.
• Innovate Fearlessly – I take risks to find better solutions. I measure progress and learn from mistakes. I share both success & failures. I encourage others to do the same.