AMEND CONTENT

2. Critical steps in human resource management in an emergency

Checklist

  • Mobilise existing CO personnel/CO Emergency Response Team as first response.
  • Develop a clear staffing structure for the emergency operation requirements that identifies staff needs and reporting lines.
  • Ensure that HR is involved in the planning and that there is sufficient HR management capacity in the CO to manage emergency HR needs.
  • Decide on the most appropriate source of recruitment to meet emergency staffing needs.Mobilise international emergency response personnel by following Protocol D3 Emergency personnel mobilisation .
  • Apply adapted rapid recruitment procedures to fill national staffing needs.
  • Avoid ‘unethical recruitment’ or practices that do irreversible harm to local and national NGOs by poaching their staff – particularly with regard to references and notice periods
  • Use the staffing matrix to track and communicate international staffing needs with CI.
  • Complete all CO pre-deployment responsibilities for incoming staff members.
  • Arrange accommodation for all incoming staff and provide sufficient office space, phones and equipment for all incoming team members.
  • Note that all staff, both national and international, must be covered by insurance. No staff may be deployed to an emergency zone without first confirming insurance cover.  (For consultants who provide their own insurance; ask for proof/documentation to confirm.)
  • In case of conflict, check if war risk insurance is required and arrange as necessary; for international staff confirm with the hiring member.
  • Ensure all staff are issued with contracts and include a probationary period for all new staff, and closely track the expiry dates of all staff contracts.
  • On arrival/commencement, ensure all staff complete entry and administration forms and are issued with ID cards, equipment, per diems (daily rate), etc.
  • Ensure all new staff receive orientation, covering:
    • CARE’s values, structures and systems
    • CARE’s programme and emergency response
    • code of conduct, gender and diversity, prevention of sexual exploitation and abuse
    • safety and security briefing
    • orientation to the staff member’s role and job requirements.
  • Apply per diem and travel policies for emergency staff; update them if appropriate
  • Coordinate with finance and payroll units for payments and charging of staff costs.
  • Remember that the safety and security of staff takes precedence above all other factors.
  • Manage work hours effectively to avoid burn-out in the early stages of the emergency; leaders should model this behavior
  • Put in place a rest and recreation (R&R) policy.
  • Ensure staff have access to psychological support services, especially after a critical incident.
  • Ensure performance of emergency personnel is managed and evaluations are completed.
  • Ensure all staff complete clearance procedures at the completion of their assignment.

In countries where there is no existing CARE presence:

  • Ensure all policies comply with local labour laws.
  • Put HR infrastructure in place to help move from set-up phase to ongoing programmes.
  • Adapt a human resources policy manual (sample annexed 16.47) as soon as possible.
  • Establish a basic salary scale as quickly as possible.
  • Determine employee benefits appropriate to local context and legal requirements.