Job Description

Objectives:

The focus will be to address the system-wide weaknesses in the areas of human resources management and development within Image-ad Ghana. The objective of the consultancy is to assist Image-ad to:

• To create a functioning Human Resource Management system at all levels of administration and managing staff expectations and concerns during the implementation of the institutional reform agenda. 

Scope of Work

• The Human Resource Expert will support Image-ad Ghana and more specifically the Admin Team in all human resource activities, develop a comprehensive system and structure for human resource management, and disseminate and institutionalize HR policies and procedures throughout Image-ad.
• S/he will assist Image-ad to appropriately manage the human resource issues related to the implementation of the organizational reform agenda.
• S/he will also train and mentor staff of Image-ad and in particular the HR team and ensure there is a transfer of knowledge.
• The consultant will not be expected to carry out the work of Image-ad but rather support staff with their expertise and knowledge.

The detailed roles and responsibilities of the consultant will be to support Image-ad to: 

• Carry out a review of existing HR Policies and Procedures and identify gaps and capacity weaknesses compared to international best practice; 
• Based on the review, propose and develop comprehensive HR Policies and Procedures manual for Image-ad.
• Develop detailed roles for all functions, develop job descriptions and job profiles for each position and establish essential and desirable competencies and skills for each position; 
• Design, recommend and implement a transparent staff performance management system which is linked to the training development programme and has the necessary staff incentive systems to ensure compliance with the new procedures; 
• Ensure that all staff are trained in the new performance system; 
• Support managers/supervisors and build their capacity/skills for effective staff management 
• Facilitate knowledge sharing processes within Image-ad 
• Review/develop career development policy and suggest changes or devise a suitable promotion policy and rewards/incentives system for good performance in accordance with Image-ad policy developed; 
• Develop training policy and suggest improvements that would ensure continuous enhancement of employee skills and competencies to increase the effectiveness and productivity of Image-ad; 
• Capacity transfer to the staff within the human resource team. 
• Development of remuneration policy and ensure remuneration levels are aligned to sector practices 
• Identifying, reviewing, and advising on tasks related to recruitment process and employment strategies to meet human resources requirements. 
• Conduct and provide guidance in termination processes including exit interviews 
• Provide guidance to ensure that all recruitment and termination processes are performed in accordance to relevant legislation 
• Provide guidance in dispute resolution and grievance procedures 
• Review or restructuring of the company organogram

Expected outputs from the consultancy 

• The consultant will be required to provide the following outputs: 
• Detailed work plan for the first year submitted for approval within one month of signing contract. 
• HR Policy and Procedures manual developed for Image-ad on the functions, role & responsibilities of Image-ad personnel produced by the end of year 1;
• Strategy and Implementation Plan for making HR Management policies functional produced by end of first quarter of year 2; 
• Action plan/critical path in place for HR issues related to the change management process by the end of the inception period.  
• Staff performance management system in place by end of probation period, staff trained in the new system by end of year 1 and induction course developed by middle of the contract period; 
• Progress reports on a monthly and quarterly basis ready two weeks after end of month/quarter; and 
• Annual reports detailing achievements, challenges and the way forward submitted two weeks after end of year. 
• Final report detailing achievements, challenges and the next steps prepared and submitted two weeks after end of contract. 

Performance Criteria 

The following performance criteria will be used to assess the performance of the Human Resource/Change Management Expert at regular intervals and based upon which the contract may be continued or terminated: 

• Quality of documentation of human resource policy and procedures; 
• Quality and comprehensiveness of manual on the functions, role & responsibilities of Image-ad personnel; 
• Quality of training, study leave and promotion policies with rewards/incentives system; 
• Quality of staff performance management system; 
• Quality and timeliness of reports; 

In addition to above, by the end of Month 1 and Month 2, Image-ad staff shall demonstrate understanding and/or abilities in the following: End of Month 1 & 2: 

• Their functions, roles & responsibilities; 
• The new performance management process and how it works; 
• Managers and supervisors can effectively use the new performance management system to appraise staff; 

End of month 3: 

• HR Policies and Procedures developed; 
• Implementation of various components and processes related to HR Management; 
• Awareness of essential and desirable competencies and skills for each position within Image-ad 
• Image-ad will evaluate the performance of the HR/Change Management Expert at the end of the initial 1-month period, and then at the end of month 2 and 3. 

Implementation arrangements

• The consultant will work in close collaboration with Finance and Admin Manager.
• S/he will report to the Chief Executive Director, assisted by the Finance and Admin Manager.
• The Consultant will be required to spend the entire assignment period on-site in Accra, Ghana. 

Assignment Period:

• The period of assignment will be for 3 months.
• The initial one-month contract will be considered as probation; subject to satisfactory performance. Performance criteria determined in the previous section will be used to assess performance in month 2 and 3.
• Image-ad will review the performance of the Consultant, within two weeks upon completion of the probation period and inform the Consultant of the decision to continue or not.
• The performance will be based on the performance indicators indicated in the employer’s agreement. 

Terms of payment: Payment will be made in 2 installments.

Required Skills or Experience

The Consultant will have not have less than 10 years’ experience in human resource management or Public Administration. Educational and professional qualifications will include: 

• An MBA with specialisation in HR or PhD in Human Resource/Public Administration; 
• Experience of working on change management issues within a private organization. 
• At least five years’ managerial experience dealing with team and organizational building, preferably in the private sector and in ICT sub sector; 
• A knowledge of modern Human Resources Development techniques and an understanding of organizational theory and practice with regard to the private sector; 
• Ability to mentor staff and facilitate learning by doing; 
• Excellent skills in project management demonstrated in previous jobs; 
• Proven track record in working effectively within multidisciplinary teams. 
• Computer proficiency in standard office applications (Spread sheets, word processing, Internet Explorer); 
• Excellent communication, interpersonal and team building skills; and 
• Fluency in English.