Establishment of a Human Resource Department

Final Report

2016 - 2017

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قويات

Table of Contents

INTRODUCTION .............................................................................................................................. 2

THE PROJECT ................................................................................................................................. 2

MILESTONE ONE: PROJECT OFFICE SET UP ....................................................................................... 2

1.1 PROJECT PERSONNEL ....................................................................................................................... 2

1.2 STAFF CONTRACTS AND MOBILISATION............................................................................................ 2

1.3 DETAILED WORK PLAN ..................................................................................................................... 2

1.4 MILESTONE ONE INVOICE ................................................................................................................ 2

MILESTONE TWO: IDENTIFICATION OF GOD'S NEEDS ......................................................................... 3

2.1 ASSESSMENT AND GAP ANALYSIS PROCESS ..................................................................................... 3

2.2 GAP ANALYSIS ............................................................................................................................... 4

2.3 AGREED PROJECT OUTLINE ........................................................................................................... 7

MILESTONE TWO DELIVERABLES .......................................................................................................... 7

MILESTONE THREE: ESTABLISHMENT OF HUMAN RESOURCE DEPARTMENT ............................................. 8

3.1 HUMAN RESOURCE DEPARTMENT ORGANISATION STRUCTURE ........................................................ 8

3.2 HUMAN RESOURCE DEPARTMENT STRATEGY AND POLICIES ............................................................. 8

3.3 HUMAN RESOURCE DEPARTMENT FUNCTIONS ................................................................................. 9

3.4 HUMAN RESOURCE SECTION FUNCTIONS ......................................................................................... 9

3.5 HUMAN RESOURCE DEPARTMENT MANPOWER.............................................................................. 10

3.6 HUMAN RESOURCE SECTION STAFF JOB DESCRIPTIONS ................................................................. 10

3.7 HUMAN RESOURCE DEPARTMENT STAFF TRAINING AND SELECTION .............................................. 10

MILESTONE THREE DELIVERABLES ...................................................................................................... 11

MILESTONE FOUR: COMPLETION OF ALL COMPONENTS / MILESTONES OF THE PROJECT ..................... 12

4.1 UPGRADING THE EXISTING EMPLOYEE DATABASE .......................................................................... 12

4.2 DEVELOPMENT OF THE HR MANUAL – FINAL VERSION ................................................................... 12

4.3 RECOMMENDATIONS ..................................................................................................................... 12

MILESTONE FOUR DELIVERABLES ....................................................................................................... 12

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Introduction The purpose of this report is to document the achievements made since the

endorsement of the workplan. The report highlights the main achievements,

lessons learned, and challenges encountered in implementing the action

plan.

The Project The project involves the establishment of a human resource department for

the Governorate of Duhok. The assignment requires the services of one well-

rounded expert on human resources and a human resource speacialist as

well as one IT/database management system specialist to further develop

the existing database. The HR Expert, HR Specialist and the IT Specialist are

referred to hereinafter as “Consultant”.

Milestone One: Project Office Set Up

1.1 Project Personnel

As stipulated in the project agreement, The Innovation point Consulting (TIPC)

is required to provide the following staff for the project:

▪ Human resource expert

▪ Human resource specialist

▪ IT specialist

1.2 Staff Contracts and Mobilisation

After TIPC was awarded the project, contracts were prepared and signed

with the Human Resource Specialist and the IT Specialsit who were proposed

to work on the project. They were ready to assume work on the

commencement date of the agreement: 6th December, 2016.

1.3 Detailed Work Plan

A detailed work plan was prepared based on the scope of work stated in the

agreement. The work plan elaborated the various phases of the project as

well as the roles and responsibilities of the project staff (Attachment “A”). The

work plan was submitted to UNDP for endorsement.

1.4 Milestone One Invoice

Milestone One requirements were prepared by the Consultant and were

submitted to UNDP; they were endorsed. Milestone One activities constituted

10% of the activites of the project. An invoice was raised for this Milestone

and payment was made accordingly.

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Milestone Two: Identification of GoD's Needs

2.1 Assessment and Gap Analysis Process

Based on the scope of work stipulated in the agreement between UNDP and

the Consutant, a gap anlysis was conducted to verify the concerns of the

Governorate of Duhok and to come up with recommendations which had

been discussed and agreed with the GoD management team.

2.1.1. Pre-assessment

The gap analysis assessment plan was to identify the sources of information

about the following areas stated in the scope of work:

▪ Organisation structure

▪ Department functions

▪ Job descriptions

▪ Employee database

The Consultant and LADP Provincial Coordinator worked together to identify

the stakeholders who would be the source of information for the verification

of the above needs and whether some other related areas should be

identified and included in the scope of the project.

2.1.2. The Main Assessment

The Governorate of Duhok has been asked to assign a minimum of three

employees according to a selection criteria communicated to the

Governorate in writing to work with the Consultant ND to provide assistance

and to shadow the Consultant team as they will be joining the newly

established department assuming various functions activities.

A series of focus group sessions as well as one-on-one meetings were held to

verify the needs of the Governorate. The following stakeholders were

involved in the meetings:

Mr Bahzad A. Adam GoD Deputy Governor - Admin

Mr Osman Younis GoD Deputy Governor - Technical

Mr Hajar Muhamed Sahkir GoD Governor Office

Mr Mohamed Ali GoD Governor Office

Mr Farsat Saleem GoD Quality Assurance Manager

Ms Rawshan Hasan UNDP - LADP Provincial Coordinator, Duhok

Dr Sharif Bajo HR Expert

Ms Sawsan Adnan HR Specialist

Mr Osman Mohamed IT Specialist

The scope of work as specified in the agreement was discussed at length and

the current situation at the Governorate was assessed.

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2.1.3. Post-assessment All the parties concerned agreed on the specific needs of the Governorate

and requested the Consultant to cover the following:

• Human Resource Department organisation structure

• Human Resource Department manpower requirements

• Identification of the sections and units that will be affected

• Human Resource Department functions

• Human Resource Department sections functions

• Unique job descriptions for the Human Resource Department staff

• Employee database upgrade

• GoD project team

The Consultant then worked on the gap analysis based on the current

situation and the desired outcomes as well as the tools and methods used in

gap analysis.

2.2 Gap Analysis

Having completed the needs assessment process, the Consultant started the

gap analysis and came up with recommendations to bridge the gaps.

2.2.1 Organization Structure

The Current Situation

The original organization structure of the Governorate does not have a

human resource department. However, it appears on the organization

structure recommended by UNDP Consultant last year. At the moment,

employee related services are carried out by the different units working

independently within the two directorates. These units are carrying out basic

personnel activitie of mainly record keeping and offering essential employee

services.

The Governor’s Office provided the Consultant with a copy of the existing

organisation structure as well as a draft of the proposed organization

structure which was prepared by the UNDP Consultant last year (September –

March 2016). At that time, two proposals for the organization structure were

submitted based on discussions with the Governor and his deputies in the

meeting held on 8th March 2016. In that meeting, the Consultant proposed

an organization structure based on best practice. Functions were distributed

among the two directorates in accordance with the specialization of

technical functions on one hand and the administrative services on the other

hand. This proposed organization structure was not well received by some of

the present. The Governor came up with a compromise to absorb resistance

and to introduce gradual change.

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Therefore, it was decided in the meeting to have another proposal that

would appeal to all parties concerned in the Governorate. As a result, it was

decided to put the Human Resource Department under the Governor's

Office.

The two proposed organization structures are clearly stated in attachment “B"

and “C”.

The Gap

The existing organisation structure is quite outdated. It does not show clearly

the way functions are divided up, how the work flows, and how this flow is

coordinated. Besides, allocation of responsibilities for different directorates,

departments, sections and individual employees are not balanced. This

situations results in poor communication, duplications of work, slow decision-

making, and inefficient utilization of resources.

Recommednations

Based on the identified gaps, all parties concerned agreed that the

organization structure of the Human Resource Department should

encompass all the HR related services and programs under the Governor’s

office. It was agreed that the proposed organization structure should

distribute work among specialist directorates and departments with a clear

span of control to enable the Governorate to perform better.

2.2.2 The Human Resource Department Functions

The Current Situation

The Govenor’s Office and the two Directorates along with their departments

and sections have been performing their functions and responsibilities based

on a status quo basis. The absence of a human resource department does

not help with the right utilization of employees’ skills and aptitude, causes

duplication of work and encourages insubordination. This situation has a

negative impact on the overall performance of the Governorate.

The Gap

The organizational units in the Governorate do not have clear and

documented functions. As a result a number of major functions are

duplicated such as employee related services, finance and administration.

Also, there is no human resource department that can support the whole

Governorate in terms of policies and procedures and employee related

activities.

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Recommendations

Based on the above identified gaps, it was agreed by GoD, LADP and the

Consultant to honour the decision of establishing a human resource

department. It was agreed that the human resource department will be

reporting to the Governor’s Office.

2.2.3 Job Descriptions

The Current Situation

A few job descriptions were developed by the UNDP Consultant as part of

the previous human resource consultancy ended March 2016. A few other

job descriptions still need to be prepared based on the newly developed

organization structure for the human resource department.

The Gap

Not all the roles included in the newly developed organization structure for

the human resource department have job descriptions, ten new job

descriptions need to be prepared and communicated to the employees that

will be selected and trained for these roles.

Recommendations

According to the newly developed organization structure for the human

resource department, ten new job descriptions need to be prepared and

communicated to the employees that will be selected and trained for these

roles.

2.2.4 Employee Database

The Current Situation

A comprehensive employee database was developed by UNDP consultant

last year. The existing database accommodates employee personal details,

contact details, job details, qualifications and experience details as well as a

reporting function using relational database protocols.

The Gap

The system still needs to have two more modules: training management

system and employee performance management system.

Recommendations

It was agreed that the Consultant would upgrade the existing database by

adding training management system and employee performance

management system and provide more training to the newly formed HR

team.

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2.3 Agreed Project Outline

Based on the assessment and gap anlaysis findings, the project outline was

agreed by all parties concerned as stated in Attachment “A”.

Milestone Two Deliverables

• Assessment and gap analysis of GoD's needs

• Agreed project outline

• A workshop on core concepts of human resources (Attachment “D”)

attached)

• Narative and financial report for UNDP approvel.

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Milestone Three: Establishment of Human Resource Department

3.1 Human Resource Department Organisation Structure

The decision to establish a human resource department was made during

last year’s human resource management project developed for the

Government of Duhok. It was agreed with the Governor’s Office, the General

Administration Directorate and the Technical Services Directorate to establish

the human resource department under the Governor’s Office. It was also

agreed the newly established human resource department must cover all the

personnel activities currently being carried under each Directorate and to

move all the staff concerned to the human resource department. The

Consultant proposed an organization structure which was approved by all

partied concerned (Attachment “E”).

The structure of the human resource department reflects the critical functions

required for the provision of programs and services to the Governorate

employees in an effective manner.

3.2 Human Resource Department Strategy and Policies

The 3-year strategy of the Governorate of Duhok consists of six trategic goals;

one of them is “develop human resources”. Thus, the Human Resource will

align its new strategy with the new strategic goals of the Governorate and

will play a vital role as a business partner to help Develop Human Resources

through the adoption of a set of best human resource management policies

and practices as shown below.

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The Human Resource Department address and focus on the activities stated in

the diagram and will translate them into a number of objectives, programs,

projects, initiatives and activities which are usually set out in the HRD yearly

operational plan (Please refer to the Human Resource Manual).

These are the building blocks that will help HRD achieve the strategic goal

“Develop Human Resources”.

• HRD will have single source of data that is accurate, complete and

relevant.

• HRD will ensure that HRD services and processes are simple, standardized,

and practicial.

• HRD will boost all ways of transparent communication with all concerned

parties.

• HRD will review and improve services according to business needs

3.3 Human Resource Department Functions

The human resource department functions were developed as part of the

human resource management system developed by the Consulatant last

year. The Consultant developed functions for the department with the

involvement of all parties concerned (Please refer to the Human Resource

Manual).

3.4 Human Resource Section Functions

According to the organization structure, the HRD consists of four sections duly

discussed and agreed with all parties concerned as follows:

• Manpower planning and recruitment

• Training and development

• Payroll and employee relations

• Human resource information system (HRIS)

The existing personnel functions and activities which are scattered

throughout the Governorate have been grouped and distributed over the

four sections (Please refer to the Human Resource Manual)

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3.5 Human Resource Department Manpower

Considering the total number of the Governorate’s employees, there is a

need for 15 employees as follows:

▪ Human Resource Director

o Secretary / Follow up Officer (HR Director)

o HR Specialist (HR Director)

▪ Manpower and Recruitment Manager

o Manpower planning officer

o Recruitment officer

▪ Training and Development Manager

o Training officer

o Development officer

▪ Payroll and Employee Relations Manager

o Payroll officer

o Employee relations officer

▪ HRIS Manager

o Data entry officer

o Reporting officer

3.6 Human Resource Section Staff Job Descriptions

Job descriptions have been developed for the 15 HRD positions using the

Ministry of Interior’s job description format and the additional component

developed by the Consultant last year as part of the UNDP Human Resource

System for the Governorate of Duhok (Please refer to the Human Resource

Manual).

3.7 Human Resource Department Staff Training and Selection

▪ All the employees who were working with any activities related to

human resources in the various Governorate Directorates were

identified and grouped for training.

▪ 25 employees attended a seven days training on the various human

resources activities with the purpose of selecting 15 of them to work in

the human resource department according to their knowledge, skills,

attitude and aptitude.

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▪ All 25 candidates tooks a persionality profiling assessment which helped

the Consultant and Deputy Governors with selecting candidates for

the human resource department.

▪ 13 candidates will be selected from the group with the involvement of

the Governor and his two deputies.

▪ None of the candidates seems to match the position of human

resource specialist that requires in-depth knowledge of all the functions

of human resources.

▪ It is recommended that the position of the human resource specialist

be filled externally hired on contract basis or permamentaly.

Milestone Three Deliverables

• A draft human resource manual covering:

o Human resource department organisation structure

o Human resource department functions

o HRD sections functions

o Human resource policies for the four sections

o job descriptions for all HR positions

• Two-week workshop: Human Resource Diploma

• Narrative and financial report for UNDP approval

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Milestone Four: Completion of All Components / Milestones of the

Project

4.1 Development of the HR Manual – Final Version

A comprehensive human resource manual has been developed which

includes the following:

• HR Department functions

• HR Sections functions

• HR Department organisation structure

• Job descriptions for all HR Department staff

• HR policies and procedures

4.2 Upgrading the Existing Employee Database

The existing employee database was upgraded to accommodate the new

features required for the newly established human resource department and

to allow the Governorate to own the system.

The upgraded system will enable the Governorate to enjoy the following

features:

• Avoid the inconsistencies that were happening in the old system

• Improve the performace of the system and provide a more user-friendly

interface

• Generate more effective reports to help with speedy and accurate

decision making

• Use newer database management technology

• Access the database through the web without having to install it on

individual computers

• Upgrade the User Manual to accommodate the new features.

4.3 GoD Project Report

A brief report was submitted to the top management of the Governorate

comprising the project deliverables and a number of recommendations to

for their approval of and satisfaction with the project deliverables which was

signed and submitted to UNDP (Attachment “F”).

Milestone Four Deliverables

• Final human resource manual

• HR system User Manual

• GoD project deliverables report

• Narrative and financial report for UNDP approval