Staff - HIC Management and Administration

Staff

The number of staff and reporting relationships in any one HIC will depend on a number of factors including the size of the operation needed, resources and skills available. The size of an HIC will also expand or contract according the changing emergency situation. An HIC may be established, for example, with a few key international staff, later augmented by appropriate national staff. All staff should have Terms of Reference (TOR) which clearly define responsibilities, duties and reporting lines. Examples of generic TORs can be found below, these TORs can be adjusted to fit the specific needs of an operation.

International staff will normally be identified by FIS in OCHA New York, have their recruitment paperwork processed by the Administrative Office in OCHA Geneva (UNOG) and be ultimately contracted through UNOG. All international staff should clearly understand the terms and conditions of their individual contracts and the applicable staff rules and regulations. All matters relating to contract issues should be referred to UNOG for clarification.

National staff will normally be contracted through an operational UN agency in the field, in most cases UNDP. The HIC Manager and administrative staff should consult with the applicable OCHA Administrative Officer or other UN agency Personnel Officer to determine the appropriate contract type, pay grades and salary levels for HIC national staff. Where possible, Service Contracts or Fixed-Term appointments should be awarded rather than Special Services Agreements

Staff Management

Managing the work of a team of international and national, technical and non-technical staff is a large part of an HIC Manager’s responsibility.

The generic HIC organizational chart below provides guidance on the basic staffing structure of an HIC and the standard staff roles, Terms of Reference for each of the key HIC positions are found further below. The organizational chart may be expanded as necessary to, for example, accommodate sub-offices or specialized positions. The sample Staffing Matrix provides a tool for managing staffing levels in a high-turnover environment.

Generic HIC organizational chart.

HIC Pakistan organizational chart

HIC Pakistan Staffing Matrix

A few more staff management forms...

Staff Checkout Form - This form is to be used as part of the exit procedures for all HIC staff members, consultants and national staff. HIC Manager is to ensure this form is completed and inserted into FiDMS (cc FIS Operations Coordinator) before the member departs the Duty Station or separates from the UN.

Example of Contract Extension for Local Field Staff, 2004

Example of Overtime Request Form

Evaluation Forms

The HIC has not developed a standardized staff evaluation form, however it is important than all staff members are reviewed on a regular basis and those documents are shared with FIS.

Reference

Reference documents on staffing rules and regulations.

Terms of Reference (TOR)

Examples of TORs for national and international staff

Hand Over Notes

Due to frequent staff movement detailed and relevant hand over documents are critical for the continued operation of an HIC. All staff should prepare a hand-over document for the HIC Manager and for their replacement.