HR /Admin Assistant

JOB TITLE: HR /Admin Assistant

TEAM/PROGRAMME: HR/Admin

LOCATION: Kismayo

GRADE: 5

TYPE CONTRACT: 12 month

CHILD SAFEGUARDING: Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

The Administration and Human Resource Assistant is accountable for providing quality and efficient administrative/HR support to the Kismayo team and provide support to the HR/Admin officer in

accordance with Save the Children’s corporate policies.

SCOPE OF ROLE:

Reports to: HR/Admin Officer

Role Dimensions Save the Children operates across all zones in Somalia and currently has three main area offices and additional 11 field offices. Programmatically Somalia is a large Country Office with more than $110million annual budget and staff over 650 staff

Staff directly reporting to this post: None

KEY AREAS OF ACCOUNTABILITY:

Administration

▪       Help the HR/Admin in Hotel & venue bookings

▪       Help with staff flight requests

▪       Ensure new staff, visitors and guest from other SCI programs get office tours upon first day of joining the office

▪       Help with staff in getting ID cards with in week of their employment

▪       Process Insurance Cards, Claims, Replacements, lost cards

▪       Manage the reception of visitors to the office and deal with their requirements and maintain a logbook of all visitors and purpose for their visits

▪       Perform other related tasks as requested by his/her immediate supervisor.

Human Resource

▪       Closely monitor Beledwayne staff leave status i.e. annual leave, sick leave, compassionate leave, paternity/maternity, ensuring regular updating of the leave database and status reports sent out to line managers, track leave in coordination with the Field Manager and advice accordingly

▪       In Close consultation of the HR/Admin Officer, Responsible in managing all aspects of personnel management and ensure implementing good practices of personal management systems

▪       Assisting the HR/Admin Officer for Facilitate all programme recruitments, and providing guidance to recruiting managers, making available all necessary policy documents/references

▪       Help the HR/Admin officer in organizing and planning induction programmes for newly recruited staff and administer their personnel files

SAVE THE CHILDREN

JOB ANNOUNCEMENT

▪       Assist HR/Admin Officer Take the lead implementing performance management, including performance management information in the staff inductions, and support all line managers work with their teams member develop performance objectives every six months and conduct mid-term and final reviews

▪       Maintain up to date staff list for in your respect Office and report to HR/Admin Officer on monthly basis changes of staffing

▪       Set up personnel files for new starters with in the first week of their employment

▪       Ensure new starters are vetted.

▪       Ensure new starters complete mandatory trainings such as Child safeguarding, Global Induction, Safety and Security and Anti-bribery.

▪       Update Insurance list on monthly basis. Make sure leavers return cards and are removed from the list.

▪       Support HR/Admin Officer / to produce an annual leave plans for staff and follow up the implementation plans

▪       Keep records of all staff leave requested and taken in the staff files

▪       In assisting the HR/Admin Officer / process and document sick leave requested, ensuring that doctor’s certificate is provided for all sick request that is more than one day

▪       Work closely with HR/Admin Officer / ensuring that all staff comply with Save the Children corporate policies and procedures, including the CSP, Code of Conduct, Fraud and dishonestly policy, whistle blow, harassment, Security, Health and Safety.

▪       As an employee of Save the Children you are required to comply with the practice and principles as stated in Save the Children’s Child Safeguarding Policy either in the course of your employment or in your private life. By signing the Declaration of Acceptance Form and the general Code of Conduct.

▪       Actions undertaken solely, or participated in by you, which seriously contravene the principles of this policy either in the course of employment or in your private life, may be considered to be gross misconduct, [constituting automatic dismissal] depending on the facts of the case.

Applying Technical and Professional Expertise

•       Makes decisions based on professional expertise and experience without deferring unnecessarily to others

•       Shares knowledge and best practice on technical solutions so that others can make best use of that expertise

•       Actively seeks new ways to develop the application of technical and professional standards within the team

Delivering Results

•       Delivers timely and appropriate results using available resources

•       Takes responsibility for their work and its impact on others

•       Plans, prioritises and performs tasks well without needing direct supervision

•       Understands the link between their work and the organisation’s objectives

Working effectively with others

•       Actively listens to new and different perspectives and experiences of those they work with

•       Proactively supports team members and trusts their capabilities

•       Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups

•       Clarifies their role and responsibilities within the team to maximise impact

Essentials

▪       Degree or Diploma in Human Resource, Business Administration, Secretarial Science and or Office Management.

▪       1-2 years’ work experience in NGO setting or other busy working environment

▪       Excellent Communication and interpersonal skills

▪       Minimum of one year of experience as a Human Resource, Administration or in similar fields.

▪       Good English Language Command.

▪       Good computer and writing skills.

▪       Ability to work under pressure to meet tight deadlines.

▪       Excellent interpersonal and written and oral communication skills

Desirable:

▪       Experience obtained in working with International Organizations such as UN or INGOs in similar field of work

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Adult Safeguarding.

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy, all employees are also expected to carry out their duties in accordance with SCI protection from sexual exploitation abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Save the Children is an equal opportunity employer and seeks to employ and assign the best qualified talent.

Qualified female candidates are highly encouraged to apply for this position.

Closing Date: 8 th March 2024