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HRIS Specialist

Date: 14-Mar-2023

Location: multiple-any response countrie, Moldova

Company: Plan International

The Organisation


Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.


We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.


Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.


We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.


We have been building powerful partnerships for children for over 85 years, and are now active in more than 80 countries.

What will you bring?
This position will play a key role in establishing and maintaining the HRIS system across the response countries and  providing support to all of the response countries in terms of system maintenance and staff training. 
The position reports to  Head of HR & OD , Ukraine Response Hub and is an integral part of the team responsible for coordinating set up with the country response HR , and the ongoing  management of  HRIS as per Plan International standards. 


You will: 

  • Ensure updated organisational structure in HRIS: Periodic review is completed, populated and updated with the correct employee information and movements. 
  • Providing HR change information in the system regularly, including capacity building of Plan International staff in HRIS. 
  • Liaise with the payroll service providers in the response hub and ensure that the response offices are onboarded with the appropriate services
  • Ensure that all staff members of the organisation are accurately assigned to projects based on the allocation shared by finance and the business development team on monthly basis
  • Periodic review of completed time-sheets completed and concerns/irregularities  flagged with  management.  
  • Initial training and training refreshers on timesheets are organized and facilitated on periodic basis; development of Ttme-sheet champions in each office; ensuring that all new staff members receive orientation on timesheets during the induction sessions along with the essential HRIS modules.  
  • Ensure that individual accountability plans are set annually, and midterm and annual appraisals are completed on time.
  • Check compliance for the personnel files of all employees of of the response countries  
  • Tracking the Exit process, ensuring that thefinal payment has been completed on time and in line with the organisational policy.
  • Manage the schedule for staff annual leave and the rest & recuperation schedule .
  • Performs any other duties to be assigned to support the attainment of organisational goals.
  • Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.


You will have:

  • Proven experience in managing human resources systems in a global, multi country, large or complex emergency response setting. 
  • Experience successfully implementing organisational HR policy and practice. 
  • Experience in an HR specialist function, organisational design, performance management, reward management, recruitment and selection, or training and development 
  • Excellent written and spoken English language skills 
  • Communicates clearly and effectively appropriate to the audience
  • Good computer literacy skills
  • Team player. 


Location: Any Response countries

Type of Role: Fixed term; 1 year contract 

Reports to: Head of HR at Ukraine Response Hub

Closing Date: 23rd March 2023


Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.


We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.


Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.


We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.


Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.


A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates. 


We're looking for candidates with the pre-existing right to work in any of the response countries.