HR & Administration Officer

HR & Administration Officer

                                                                                   Galkayo

Background: 

The Danish Refugee Council (DRC) is one of the world’s leading humanitarian NGOs. DRC is a humanitarian, non-governmental, non-profit organization which has been operating in Somalia since 1997. DRC has mainly focused on Somalis who are displaced by conflict and natural disaster. DRC programs include Protection, Food Security & Livelihoods, Shelter/NFI and Water & Sanitation.

Since 2018 DRC, in collaboration with UNHCR and under the leadership of the Protection Cluster, is spearheading a country-wide Protection Monitoring System. DRC is one of the two networks responsible for data collection in Somalia.  

Overall purpose of the role:

The HR & Admin Officer position has an area focus and ensures compliance to DRC policies and procedures. The post holder is responsible for providing human resource and administrative support to the DRC area office. S/he works closely with the Area Manager, Country HR & Admin team and relevant staff to ensure processes are executed in a well-coordinated, well-informed and timely manner. S/he is responsible for running of day-to-day HR & Administrative activities in area Office.

Responsibilities:

Administration 

• Coordinate and manage all administrative tasks at base level. Ensure all administrative matters are properly followed up and legally standing according to local laws/requirements. 
• Coordinate with finance to obtain the monthly timesheet codes. Ensure monthly timesheets are correctly filled by staff, approved by Line Supervisors and filed in timely manner. 
• Prepare monthly payroll on the Regional Payroll System and ensure that all payroll changes are captured, reconciled and shared with area Finance and Country HR on timely manner and as per the HR reporting schedules •        Prepare, advice and oversee staff leaves and absences.
• Ensure staff requiring Visas and other legal documents are organized in timely manner. 
• Filing of all administration records as per DRC filing procedures. 
• Ensure all office utilities and infrastructures are appropriate, safe and functioning. (electricity, gas, security, up keeping of premises, health and safety, internet, telephones, photocopiers etc.).  f
• Ensure all necessary office resources (Stationaries, office supplies, drinking water are stocked and managed. 
• Manage the expat staff guest house
• Ensures distribution of area office staff lists on a monthly basis to Area Manager and HR & Admin Coordinator • Supervise and provide technical support to the Cooks & Cleaners in the area base.
• Organize meetings, trainings and other events.
• Coordinate the flight bookings, housing and transport for internal and external visitors in coordination with Logistics department.
• Act as focal point for the administration of tenancy agreements & liaise with lessors.
• Keep track, record and properly manage incoming and outgoing letters including those received from government.

Human Resources

• Ensure DRC’s HR policies & procedures are applied and compliant at all times.
• Supports all phases of the recruitment process.
• Lead all national recruitment process in the area; ensure compliance with DRC recruitment procedures
• Prepare staff contracts for new staff in timely manner including preparing and uploading of contracts on Dynamics.
• Prepare staff contracts (along with the required attachment) in timely manner.
• Ensure DRC ID cards are issued to new staff on the first working day.
• Ensure all staff personal files are updated according to the DRC’s checklist on constant basis. 
• Ensure timely on boarding/induction for new staff before sent to work and oversee/coordinate the induction process.
• Support and assist with the Performance & Development process.
• Organize training on Code of Conduct for staff. Brief on other HR policies/procedures to staff when necessary. 
• Review HR related documents before necessary approvals are sought. 
• Assist in promoting the DRC Learning Catalogue.
• Serve as the liaison on national staff insurance issues.
• Ensure exit procedures are made for all staff in coordination with other required departments.

DRC Dynamics 

• Heavy User role in DRC Dynamics (ERP System) – HR module and deliver tasks as per the defined DYN roles and responsibilities.
• Provide support to area HR Users (HU/LU) in area offices to ensure successful cascading and implementation of DRC Dynamics.
• Perform administrative tasks on DRC Dynamics in coordination with country HR Coordinator and Manager.

Local Legislations/Taxes

• Ensure all staff taxes and legislative obligations are paid and done on time as per the government deadlines.

The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Conditions

Availability:        November 2022

Duty station:      Galkayo

Reporting to:     Area Manager   

Duration:           6 Months with extension

Contract:         This position is graded as Band H-Non-Management for qualified national staff and the terms of employment will be in accordance with DRC terms for national staff.

The position is open to Nationals ONLY

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics.

Commitments

DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html).  All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.

Applicants must send a cover letter and an updated CV in English. The cover letter should outline your personal motivation for applying and your key qualifications for the position. We only accept applications sent via our online-application form on www.drc.ngo under Vacancies. Applications sent by email will not be considered.

Please forward the application and CV, in English through the online application on www.drc.ngo under Vacancies no later than 20th October 2022.  

If you have questions or are facing problems with the online application process, please visit drc.ngo/job support

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NAGUSOO BIIR ---  SOMALI JOBS

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