Very strong Microsoft Office Suite, Flexcube and Omniflow banking packages, Homere and VIP (both SAGE) Payroll Systems
Adeline Kumvana Kauka
Human Resources Coordinator
Zomba,Zomba
Summary
Skilled HR Professional offering 8 years of progressive experience in human resources. Strategic leader, decision-maker and problem solver. Communicates clearly and effectively while operating with strong sense of urgency.
Overview
20
20
years of professional experience
Work History
Human Resources Coordinator
Medecins Sans Frontieres
Abuja, Nigeria
04.2019 - Current
- As an active member of the Mission Coordination Team (MCT), contributed to the mission’s objectives definitions and missions strategic plans.
- Responsible for all human resources management and administrative issues of the whole mission, ensuring they are aligned with legal requirements, HR vision and Responsible Employer frame
- Ensured alignment of mission’s objectives with HR institutional objectives beyond the mission (related with future HR capacity of the organization such as supporting development of staff beyond missions roles, promoting spaces to train new staff (first missions) or staff under development plans, detachment, etc…)
- Contributes to planning and definition of Human Resources in the Mission, analyzing local capacities and supporting on identifying the optimum team set-up to properly achieve Mission’s objectives and identifying key indicators in order to follow up the results, and revise the HR plan accordingly.
- In close collaboration with the Mission Coordination Team, plans HR operational and budget needs in order to efficiently ensure the required HR sizing and capabilities of the mission. Is responsible for the follow-up of the HR budget and plan and accountable for both
- Defines HR strategies at mission level to ensure the mission counts with the capacities and competences needed, in the short, mid and long term (recruitment, remuneration, management and learning & development plans).
- Defines local policies defining or adapting MSF standard policies to the mission. Ensures implementation of all HR Policies and Management Guidelines.
- Ensure that local and regional staff in the Mission is properly recruited and that all staff is managed according to MSF HR vision, policies and values, and provides support and technical advice to MCT in order to grant fulfilment and coherence.
- Identify the best source of recruitment according to the needs and objectives of the mission as well as define recruitment strategy based on the analysis of labour market with the objective of recruiting professionals and people with potentials to develop within the mission/organization
- Supports and coach as an Expert all MCT members in their role of people’s managers
- Is the responsible and technical referent for HR and Administration related issues at Mission level (recruitment, management and development of teams, contracting of national and regional employees’, remuneration of local and regional staff, etc.).
- Is responsible and supervises all human resources and administration team in capital
- Ensure the proper implementation of the Performance Management System (PMS) throughout the Mission, providing technical support to the coordination team and the Administration Managers in implementing and detecting training needs, in accordance to operational requirements, in evaluating people performance and in implementing the associated action plans in order to improve people’s capabilities and their end results contribution to mission goals.
- Define, approve and/or coordinate the implementation of career development programs to high potential collaborators in order to increase long term commitment and contribution.
- Define and coordinate the local implementation of a fair rewarding policy in the Mission in accordance to MSF policies and local regulations checking monthly calculations of salaries and taxes, in order to ensure internal equity, adequate competitiveness and legal compliance.
- Define and coordinate the internal communication policy, in collaboration with all field coordination teams, organising personnel meetings and broadcasting MSF values and vision, in order to boost people commitment, active participation and adherence to MSF values.
- Ensures systematic briefings and induction of all staff in the Mission (International, National and Regional).
- Supervise administrative processes for all staff and manage conflicts when they appear, in order to ensure labour legal compliance and to improve employer branding awareness.
- Ensure a good knowledge of labour market: in terms of profiles available, level of qualifications, specificities, lead or request labour market studies and benchmarking studies.
- Is responsible to make sure that Internal regulations and all HR related policies, procedures and administrative documents (i.e. employment contracts, payslip, etc.) are within the national legal framework.
- Promote internal (interprojects ) and external (intermissions) mobility of key staff identified and support the development of plans to ensure mobility .
- Develop the mission mobility policy according to the needs and the context and in respect with policies and standards.
- Ensure, in close collaboration with the medical team, the implementation of safety/security/medical protocols in order to ensure healthy and risk-free working conditions for all staff in the Mission.
- Detect potential conflicts among Mission staff and intervenes directly in conflict solving when necessary and/or possible. Is responsible to look for a viable solution in case a direct intervention is not possible.
- Is responsible for the correct use of HR Systems in the Mission and systematically ensures the quality of data and the monthly closing.
- Ensure, in close collaboration with Logistics department, that all international and internal movements in the Mission are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensures proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.
- Reports on HR indicators to MCT and managers in order to feed decision making, planning and fine tuning of mission’s and project’s strategies
- Ensures proper end of assignment, debriefing and capitalization of experiences at mission level and shares it with HR Department.
- Represents MSF in meetings with Authorities and other NGOs for HR or Administration related issues.
- Assisted management staff in annual year-end processes and data audits.
Deputy Human Resources Coordinator
Medecins Sans Frontieres
Abuja, Nigeria
08.2018 - 03.2020
- Resolved conflicts and negotiated mutually beneficial agreements between parties.
- Managed quality assurance program, including on-site evaluations, internal and external audits.
- Participating in the project opening and closing and its timeframe from HR perspective.
- Participate in the definition of job profiles, and the mission set-up in terms of HR needs
- Participate in the identification of staff development , training needs potential to promote the professional growth of people within the organization.
- Report to the HRCo on the implementation of HR policies in the field as well as of any incidents / problems that may arise and make proposals to improve HR management in the field.
- Support HRCo in the overall administration of the Mission.
HR Development Manager
Medecins Sans Frontieres
Blantyre, Malawi
11.2015 - 08.2018
- Reporting to the HR Coordinator Key responsibilities.
- Participate in the selection and recruitment processes, induction programs and welcome briefings/sessions in order to recruit and prepare the most suitable candidates for the mission.
- Participate in the identification of staff development, training needs / potential to promote the professional growth of people within the organization.
- Provide expertise and support to all coordinators/supervisors/activity managers on how to implement PMS (tool, method, setting up objectives, follow up of action plan and best practices) with the aim to evaluate and develop competencies of the staff they supervise.
- Participate in the Human Resource planning, implementation and monitoring in the mission to properly achieve the mission's objectives and respond to needs that may arise.
- Provide support to field coordinators, field Administration Managers and other supervisors in all HR related issues, ensuring they understand and apply HR management policies and tools.
HR & Finance Manager
Medicines Sans Frontieres
Pibor, South Sudan
07.2017 - 09.2017
- In close coordination with the Project Coordinator (PC) and the HR Coordinator and Finance Coordinator, calculating, analysing and monitoring the project's HR and Financial operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the project and proper allocation of funds according to funding contracts. Proposing corrective actions when required.
- Planning, supervising and ensuring the implementation of, in close coordination with the HRCo, the associated processes (recruitment, training, briefing, induction, evaluation, potential detection, development and communication) of the project staff in order to ensure both the sizing and the amount of knowledge required. Supporting the project line managers in said processes in order to improve staff capabilities, their end results contribution to mission goals and to boost their active participation and MSF commitment.
- Advising on set-up and updating the project's organizational chart and job descriptions and assisting the PC, and/or team leaders and supervisors to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities
- Ensuring hiring, amendments and contract termination formalities for employees at project level are according to local labour laws. Archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance. In close collaboration with the PC and HRCo, looking for the best options to avoid and/or solve possible labour conflicts in the project
- Supervising/performing payroll procedures, ensuring that all data related to monthly salary calculation of the project national employees are correctly entered in Homere (days off, unpaid leaves, sick leaves, overtime, salary advance, etc.), in order to ensure on time and accurate salary payments. Under supervision of the HRCo, ensuring the indexation process of the national staff salary grids are in order to ensure internal equity, cost-of-living adjustments and the correct application of employment conditions in the project sites
- In close collaboration with the PC and HRCo, implementing the administrative procedures of any Memorandum of Understanding (MoU) in force between local partners (e.g. Ministry of Health, etc.) and MSF.
- Implementing circuits and workflows (management of cash boxes, transfers, advances, purchase procedures, payment validations, follow up of regular payments, bank reconciliation) in order to anticipate expenses at project level and to optimize cash needs and its security.
- Implementing and supervising transactional procedures and systems in order to ensure transparent accounting practices and full documentary traceability (invoices, receipts, bank statements, etc.), following MSF guidelines and rules, and using the respective software in place. Ensuring and controlling the monthly and yearly accountancy closure and all HR, Administrative and Financial reporting of the Project (Homère and accounting software monthly closure, sitreps, etc.)
- Being responsible for all movements and/or accommodation of staff in the Project.
HR & Finance Manager
Medecins Sans Frontieres
Gutu, Zimbabwe
06.2016 - 07.2016
- Set up the HR and Finance Activities including and induction recruitment of 135 staff of a Project
- Reporting to the HR Coordinator Key responsibilities:.
- Participate in the development and implementation of staff policies and procedures.
- Contribute to the preparation of the national staff budget.
- Ensure fulfillment of national legislation regarding labor laws, pension and taxes.
- Ensure that the organization acts as a responsible employer at any time.
- Handling Disciplinary and Grievance issues, conflict resolution as well as labor relations.
- Help in preparation of monthly payroll.
- Organise work permits.
- Ensure employee wellness Key achievements:.
- Reduced Worker Compensation Claims by 80% by reviewing and introducing a Policy aligned to the Worker Compensation Act and successfully updating staff on the same.
- Trainer of Trainers MSF Trainings:.
- Trainer of Trainers in Brussels, September 2016 (1 week).
- Human Resource Coordination Course in Geneva, March 2016 (2 weeks).
- Field Management Training in Blantyre, March 2015 (1 week).
- Labour Laws Workshop in Blantyre, February 2015 (2 days).
HR Administration Manager
Medecins Sans Frontieres
Blantyre, Malawi
04.2014 - 10.2015
- Know labour legislation in force in mission country; keep her/himself informed of any amendment made in labour legislation by regularly checking legislation sources and/or regularly meeting with lawyer, other local authorities at this level;
- Know all MSF policies, procedures, tools, standards and principles regarding all staff’ (national, international, regional, etc.) working conditions, benefits and remuneration, job profiles and function grids, health coverage, etc., adapts them to the Mission reality and ensures an equitable, efficient, transparent, fair and accountable implementation by all relevant staff throughout the Mission.
- Is responsible for the proper implementation and follow up of internal regulations and terms of employment contracts of all national staff, ensuring that all staff is employed in the frame of fair labour conditions, and according to local legislation, MSF HR vision, values and principles.
- In close collaboration with HRCo, ensures regular administrative meetings with all staff throughout the mission take place in order to ensure they are aware and respect their rights and duties and to inform them of any change in Labour legislation and general employment framework which may affect them (i.e. legal amendments, changes in local practices, new HR-Admin policies or procedures, amendments to Internal Regulations, etc.).
- Is responsible to ensure that all functions and job profiles at Mission level meet with the Mission’s function grid approved by HQ and are aligned with MSF Standard Job Profiles and Function Grid, and that any new function or amendment to an existing one (including significant changes in responsibilities and/or mixing existing functions) are requested in advance to HRCo and HRO/REHUCO for previous validation by HQ. Identifies deviations and shares them with HRCo in order to draw an action plan in case corrections are needed/convenient.
- Is responsible to ensure that National Staff remuneration (salary, post adjustments, compensations, final settlements, etc,) and benefits (holidays, leaves, social coverage, health coverage, etc.) meet with the Mission’s salary grid validated by HQ, Internal Regulations and HR policies, ensuring MSF acts as a responsible employer at any time.
- In close coordination with the Financial Coordinator, ensures fulfillment of national legislation regarding employees’ taxes and social security at Mission level, checks that monthly declaration forms for taxes and employee/employer social security contributions are correct and sends them to the Financial Department. .
- Informs HRCo in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HRCo informed at any time.
- Ensure that MSF, as an employer, as well as all MSF employees comply with safety and risk prevention measures as stated by local legislation and/or MSF standard policies and procedures..
- Ensure an efficient filing system (physical and electronic files) of all administrative files at Mission level, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HRCo, and ensuring preparedness in case of evacuation.
- Upon request of the HRCo, maintain regular contact with ministries, national administrations, other MSF sections and other NGOs to improve/keep up to date with administrative practices.
- Knows Homère in depth and ensures a proper parameterization, use of the system and quality of data throughout the Mission, being her/himself the Missions’ technical reference in absence of a person specifically in charge of the system.
- Ensure, in close collaboration with HRCo and Logistics department, that all international and internal movements in the Mission are properly managed (visas, tickets, per diem when necessary, dates of arrival/departure, etc.), and ensures proper accommodation conditions (i.e. room, food, etc.) by informing all relevant people/departments.
HR & Payroll Officer
Ecobank Malawi Limited
Blantyre, Malawi
07.2012 - 04.2014
Accounts Relationship Officer
Ecobank Malawi Limited
Blantyre, Malawi
06.2010 - 06.2012
Bank Clerk, Senior Clerk
Finance Bank Malawi Limited
Blantyre, Malawi
01.1998 - 01.2005
- Served in various departments including Administration and Operations in the capacities of clerk and later senior clerk.
Education
BA Degree - Human Resource Management
University Of Malawi, Chancellor College
Zomba12.2013
NCC Diploma - Computer Studies
National College Of Information Technology
BlantyreDiploma - Education
Domasi College Of Education
ZombaSkills
Benefits and payroll coordination
Equal opportunities facilitation
Compensation structuring
Staff recruiting and retention
Recruitment strategies
Labor negotiations
Superb interpersonal skills
HR department startup
Accomplishments
Reduced Worker Compensation Claims by 80% by reviewing and introducing a Policy aligned to the Worker Compensation Act and successfully updating staff on the same.
Software
Timeline
Human Resources Coordinator
Medecins Sans Frontieres
04.2019 - Current
Deputy Human Resources Coordinator
Medecins Sans Frontieres
08.2018 - 03.2020
HR & Finance Manager
Medicines Sans Frontieres
07.2017 - 09.2017
HR & Finance Manager
Medecins Sans Frontieres
06.2016 - 07.2016
HR Development Manager
Medecins Sans Frontieres
11.2015 - 08.2018
HR Administration Manager
Medecins Sans Frontieres
04.2014 - 10.2015
HR & Payroll Officer
Ecobank Malawi Limited
07.2012 - 04.2014
Accounts Relationship Officer
Ecobank Malawi Limited
06.2010 - 06.2012
Bank Clerk, Senior Clerk
Finance Bank Malawi Limited
01.1998 - 01.2005
BA Degree - Human Resource Management
University Of Malawi, Chancellor College
NCC Diploma - Computer Studies
National College Of Information Technology
Diploma - Education
Domasi College Of Education