Job Description

ISLAMIC RELIEF SOMALIA: JOB DESCRIPTION

JOB TITLE: HUMAN RESOURCE and ADMIN SENIOR OFFICER

DEPARTMENT:  HR Department

BASE LOCATION: Mogadishu Country office with regular visits to other field offices as / when required

REPORTING (DIRECT): Operations Manager  

Matrix reporting: Country Director

Reporting to the position:  HR officers, HR Assistants, Admin Assistants

Closing Date: 31/08/2022

JOB SUMMARY

The position will be reporting to Operations and Security Manager Somalia and keep constant in liaising with field HR and Admin team.  The Senior Officer will be responsible for coordinating, implementing and monitoring all the Human Resources and Admin Management functions of the country office. These responsibilities will include but not limited to recruitment, selection, orientation, retention, exit programs, staff contracts management, staff welfare, payrolls preparation, performance management and administration of HR policies and procedures and any other functions of HR and Admin.

SCOPE OF ROLE:

§  Provide support to OSM and CD to develop the skills and capabilities of staff.

§  Coordinating staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff.

§  Prepare notices and advertisements for vacant staff positions.

§  Schedule and organize interviews.

§  Participate in applicant interviews.

§  Conduct reference checks on possible candidates.

§  Prepare, develop and implement procedures and policies on staff recruitment

§  Inform unsuccessful applicants.

§  Take lead in designing, planning and implementing staff recruitment

§  In charge of employment contracts

§  Maintain an up to date orientation package

§  Management of staff personal files and other HR documents

§  Management of all types of leave for both national and international staff

§  On quarterly basis, provide leave report to all staff

§  Maintain updated staff list and organogram on monthly basis

§  Coordinate performance management and appraisal for staff even those on probation

§  Continually review the HR manual and policies to ensure compliance with the organization’s strategy, existing labor laws and the present challenges.

§  Monitor staff performance and attendance activities.

§  Participate in salary and benefits surveys and job evaluation to ensure staff are equitably compensated.

§  Coordinate smooth exits of staff who separate from the organization

§  Administer monthly time sheets and ensure they are sent to Mogadishu every month

§  Ensure timely preparation of payroll and subsequent submission to finance

§  Ensure staff salaries are paid in time on monthly basis.

§  Analyse training needs from performance appraisals & identify available trainings to cater for these needs.

§  Update the training matrix and share with managers on all the available training throughout the year.

§  Organize training activities for staff.

§  Carry out periodic surveys for market trends; in compensation, HR Best practices.

§  Carry out internal surveys to understand the employee satisfaction levels.

§  Provide guidance and training internal HR field staff on matters relating to HR best practices and IRW procedures.

§  Keep track of all training and liaise with the HR field team to provide any training information.

§  Support the ops manager in Salary and benefits surveys.

§  Support the OPS MANAGER in Job Evaluation for developing benefits and compensation program.

§  Facilitating on boarding of new expatriate or National staff by coordinating with operations department to source for flights and temporary accommodation as needed respectively.

§  Sharing the new staff details with IT for email setup and access to the organization information sites and ensuring closure of the same when staff is totally leaving the organization.

§  Responsible for Email introduction of new staff.

§  Responsible for screening IRW HR Headquarter.

§  Provision of staff ID card to new staff or those who lost them and returning from a staff leaving the organization.

§  Employee induction guided by the induction workflow chart; Participation in the induction of new employees to ensure that the employees clearly understand the organization, its mission, vision and goals.

§  Manage all administrative support functions, including office organization and procedures, records and files, GH support, welcoming expats and ensuring that all expenses request and requirements are managed

§  Facilitate and support office administration and guest house requirements

§  Ensure GH are properly managed, hygiene strengthened, food and other requirements made available whenever needed.

§  Supervise support staff, such as cooks and housekeepers and direct their daily duties as well as ensuring the smooth and efficient running of the guest house.

§  Training of staff on COVID-19 SOP, CoC and Fraud/corruption when in service.  

§  Other related duties and responsibilities as assigned by the OPS MANAGER

KEY AREAS OF ACCOUNTABILITY

§  Prepare staff payroll country wide and ensure that staff salaries are paid on time

§  Staff personal files are updated

§  Responsible of new staff induction

§  Responsible of staff screening country wide

§  Recruitment of the new positions

§  Staff leave management

§  Responsible of preparing leaver quantity

§  Prepare and submit HR Monthly report

§  Responsible in preparing staff contract and notices

§  Conduct reference checks on possible candidates

§  Administer monthly time sheets and ensure they are sent to Mogadishu every month

§  Ensure that guesthouse support team are managing the expats requirements effectively

§  Ensure that GH facilities are counted, checked and replaced if worn out

SKILLS AND BEHAVIOURS

§  A professional with high personal integrity and commitment.

§  An individual that can cope work with people from diverse backgrounds.

§  Ability to plan ahead and meet deadlines.

§  Strong written and spoken communication skills, in English and Somali.

Skills and Qualifications

Bachelor / Master degree in Human Resources, Business Administration (preferably HR option)

EXPERIENCE AND SKILLS

§  Minimum 5 year’s relevant experience in a similar position in an INGO/UN body.

§  Thorough knowledge of existing legislations/laws.

§  Must be computer literate especially in MS Word and Excel.

How to apply

·         IRW Somalia Program is inviting applications from fresh graduate candidates who are interested to submit their CVs and cover letters explaining, how they meet Job description.

·         Each application should be addressed to the HR account: hr.mogadishu@islamic-relief.or.ke and include the following:

·         An updated CV; and · An application letter

·         Copy of your National ID card or passport

Only short-listed candidates will be contacted. IRS is an equal opportunity employer. Note: Please make sure the job title in the mail subject line is clear as Senior HR/Admin Officer-Mogadisho.