View Vacancy - Human Resources & Protocol Manager

The British Embassy in Rabat invites applications for the position of Human Resources & Protocol Manager to start in June 2022.

Main purpose of the job:

The Human Resources and Protocol Manager leads on providing a broad range of HR services to all staff including recruitment, performance management, learning and development, and reviewing Terms and Conditions of Service (TACOS).

The HR Manager oversees Protocol Services to ensure smooth arrival and departure of UK Based Staff. The HR Manager leads on providing HR operational support to the Morocco Network, ensuring professional and customer focused services.  

The successful candidate will report directly to the Head of Corporate Services and work in close collaboration with the HR hub and Post Senior Managers.

We are looking for a dynamic team player who is resourceful, resilient and works well under pressure.

Duties and responsibilities:

Human Resources Management

1. Lead and manage the CBS Human Resources matters in close liaison with HR Hub, Line Managers, Job Holders and Senior Manager. Provide HR advice and support to all staff in line with labour law and FCDO guidance.

2. Oversee terms and conditions of service (TACOS) for Country Based staff (CBS) and Lead on reviewing and amending TACOS in close consultation with Senior Managers, HR Hub, Head of Corporate Services, Legal Adviser and Local Staff Representatives to ensure compliance with local labour law and FCDO guidance.

3. Provide HR expertise on recruitment, compensation, medical and performance processes as needed; review CBS employment offers and contracts in collaboration with the HR hub. Advise Senior Management on and handle employment termination; Provide Senior Managers with expert advice outlining risks, benefits and legal obligations.

• Review adverts, employment offer letters and contracts for compliance. Liaise with the HR Hub and Line Manager on amendments. Prepare employment contracts in French.
• Local Induction, including prism self-service, appraisal process, access to civil service learning and GLO, post policies …etc.  
• On recruitment, completion of forms for registration on Prism by the HR Hub and on departure, prepare end of employment checklist. Inform the HR Hub about changes of staff records on HR system.   
• Inform Finance Manager about salary details for newly recruited staff and any monthly salary changes
• Ensure all staff do the mandatory e-learning courses on arrival to Post.
• Liaise with the HR Hub regarding staff reports particularly Annual leave, sick leave, and appraisal reports. Assess reports outcomes and discuss with Line Managers and Senior Managers Post action, if needed.
• Coordinate with Security Manager regarding security clearance of successful candidates. Follow up of documentation until completion.
• Provide support to LM and JH about conflict management, disciplinary procedures and managing poor performance process. Update Senior Managers and give advice on options and risks. Seek legal advice, if necessary.
• Prepare minutes of disciplinary meetings and follow up of cases until completion.
• Prepare all legally required documents in case of redundancy, dismissal, resignation.
• Work with the Legal Adviser: Seek advice and follow up of legal cases. Update Senior Manager on progress and outcomes. Update legal cases record on the Overseas Accounting Report twice a year.
• Ensure country-based staff (CBS) pay scales are up to date and lead on benchmarking exercises with the HR Hub.
• MAP confirming compliance of HR processes and highlighting any risks.
• Monitor submission and moderation of appraisal reports including communication with staff and the moderation committee.  
• Annual review of medical and Chartered Accountant contracts. First point of contact on medical and work accident covers and pension scheme. Liaison with the medical insurance company re quarterly and annual premiums. 
• Build and maintain collaborative and supportive relations with the HR Hub, Senior Managers and Country-based Staff Representatives; Partner with all staff and other Embassies to deliver a high quality level of service.

4. Learning and Development (L&D) Champion: to assess current and future HR policy requirements and support strategic aims on L&D, Culture and Values in close consultation with DHM and HCS. Take forward good management and development of all staff learnings and leading on L&D activities.

• Lead the L&D committee and act as Chair. Organise Committee meetings, collect training bids and submit to the committee. Seek feedback and prepare action plans.
• Identify Post’s training needs in consultation with DHM and L&D Champion and organise in house training sessions accordingly.
• Prepare and deliver an annual plan of L&D activities at post. Propose a mix and suitable methods of trainings and events like learning buzzes, away days, team buildings, online learning …etc.
• Review L&D Policy and Strategy through consultation and feedback annually. 
• Follow up of L&D and Uniforms budget. Analyse, review and approve expenditure. Follow up with the Finance Manager and team leads.
• Inform colleagues about ad-hoc training opportunities and encourage participation.
• Liaison with Regional L&D Teams and updating Senior Managers on new proposals.
• Oversee Language Tuition and examination processes at post for UK based staff. 

Protocol Management

1. Oversee protocol work and ensure an escalation process is in place to address delays in documentation.

2. Back up Protocol and HR Officer.

3. Liaison with Community Liaison Officer (CLO) on the arrival pack update on “Protocol” information, Post Report and Facts Sheet.

4. Deal with particular protocol matters for arriving and departing officers – Manage the escalation process. 

General

1. Oversee the update and circulation of the Corporate Services Charter in consultation with Corporate Services team and Head of Corporate Services (HCS).

2. Assist staff to be able to use HR Self Service and Update HR documents on HR SharePoint.  

3. Maintain personal files (paper and electronic) and manage data retention.
Privacy Impact Assessments (PIA) to be carried out on any contracts involving the processing of personal data by third parties like CIMR, CNSS, Afric Audit et Conseil, BMCE and AFMA. 

4. Back up HCS (HR) during absence.

5. Oversee First Aid arrangements.  

6. Crisis role: As Welfare Manager, ensure attendance to crisis meetings and full familiarisation with the role.

Resources Managed (staff and expenditure)

1. HR and Protocol Officer – Grade AO

2. Learning and Development and Uniforms budgets.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required. The job description may be reviewed to meet changes in business needs. 

Key behaviours required:

• Managing a Quality Service - Valuing and modelling professional excellence and expertise to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. Effectively planning, organising, and managing time and activities to deliver a high-quality, secure, reliable, and efficient service, applying programme and project and risk management approaches to support service delivery.
• Changing and Improving - People who are effective in this area are responsive, innovative and seek out opportunities to create effective change. It’s about being open to change, suggesting ideas for improvements to the way things are done, and working in ‘smarter’, more focused ways.
• Communicating and Influencing - Effectiveness in this area is about communicating purpose and direction with clarity, integrity and enthusiasm. It’s about respecting the needs, responses and opinions of others.
• Working Together - People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done. It requires working effectively, sharing information and building supportive, responsive relationships with colleagues and stakeholders, whilst having the confidence to challenge assumptions.​
• Delivering at Pace - Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. It’s about working to agreed goals and activities and dealing with challenges in a responsive and constructive way.
• Making Effective Decisions - Effectiveness in this area is about being objective; using sound judgment, evidence and knowledge to provide accurate, expert and professional advice. It means showing clarity of thought, setting priorities, analysing and using evidence to evaluate options before arriving at well-reasoned justifiable decisions.

• Fluency in English, French and Arabic, both written and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
• Experience in general HR management and a recognised HR qualification.
• Competence to build and effectively manage interpersonal relationships at all levels.
• Excellent team player and communicator. Confident, reliable, resilient and able to work with minimal supervision. Kind, motivated, and willing to learn and grow in the job.
• Proven communication skills with the ability to clearly articulate messages to a variety of audiences.
• Ability to influence others and move toward a common vision or goal.
• Ability to deal with all members of an organisation.
• Self-motivated and results driven.
• Excellent active listening, negotiation and presentation skills.
• Good knowledge of Moroccan labour law.
• Good computer skills (excel, word, outlook, MS teams).
• Ability to multitask and prioritise duties.
• Strong attention to detail.