Human Resources and Administration Officer

SCOPE OF WORK 

TITLE:                                                                  Human Resources and Administration Officer

DURATION OF CONTRACT:                    Long term

LOCATION:                                            Mogadishu Somalia

SUPERVISOR:                                         Human Resources Manager 

Project Background:

We are a project funded by USAID and implementing projects in Somalia.

Position Summary: 

The HR/Admin Officer will provide administrative support to the Project and help ensure day to day operations of the office facilities. The HR/Admin Officer will be based in Mogadishu and will report to the Human Resources Manager. 

Duties and Responsibilities: 

Human Resources

·         Verify that job descriptions are up to date, properly filed and understood by all staff

·         Support the HR Manager is overseeing the management of the recruitment process throughout the candidate compilation, interview testing material distribution, line manager selection process, written and oral test, final selection and reference checks.

·         Oversee the collection of the hiring documents.

·         Verification of all hiring documents (including but not limited to biodata, salary verification, education materials, etc.)

·         Draft offer letter for Chief of Party (COP) approval and signature

·         Draft salary and selection memos as necessary

·         Present candidates with offer letter

·         Prepare the employment contract upon receipt of the executed offer letter.

·         Determine the best hiring mechanism and appropriate compensation.

·         Supervise orientation process of new employees within each department, including arranging necessary IT materials (telephone, email address, computer) and mandatory training.

·         Confirm the completeness and proper filing of documentation for all new employee recruitment, vetting, hiring, and onboarding.

·         Perform spot checks on hard and soft employee file storage.

·         Work closely with service providers ie: Medical service providers and ensure quality of service is given to project Staff

·         Other tasks as assigned by supervisor.

Administration 

·         Keep office records and other operational records  

·         Provide administrative support to the Senior Management Team and other staff as required 

·         Organize and arrange office for meetings 

·         Make appointments and schedule meetings 

·         Arrange for office repairs and maintenance as required 

·         Evaluate, analyze, and report remaining inventory for office supplies, cleaning supplies, and other consumables, and transmit information to the supply unit to avoid stock-outs 

·         Ensure that office supplies are available at all times. 

·         Assist operations staff with archiving, photocopying, scanning, and other administrative tasks. 

·         Supervise cleaners and other support and temporary staff as required. 

Education and certifications:  

·         Bachelor's degree; preferably in Administration with specialization in HR or equivalent certificate

Key Position Competencies and Experience: 

·         At least three (3) years of progressive experience in human resources, including experience an International Implementing Partner or Non-Governmental Organization

·         Prior experience as the head of an HR department preferred.

·         Experience and excellent relations with Somalian government and labor office officials at all relevant levels, and a strong understanding of administrative procedures in Somalia.

·         Prior experience working on USAID-funded projects.

·         Proficiency in Microsoft Office and HR administration programs

·         Experience in developing HR management tools and designing HR systems at an organization level.

·         Experience training and mentoring staff.

·         Demonstrated HR and financial management, administration, planning and communication skills.

·         Effective written and oral communication as well as interpersonal skills

·         Demonstrated problem solving and analytical skills and good judgement.

·         Be proactive, have strong prioritization skills, and ability to work cross-culturally.

·         Possess demonstrated leadership skills, humility, and self-awareness.

·         Spoken and Written fluency in English and Somali

·         Position open to Somali nationals only.

Organization Core Competencies: 

·         Teamwork: Works cooperatively and effectively with others to achieve common goals. Participates in building a culture characterized by inclusion, trust, and commitment  

·         Communication: Effectively conveys information and expresses thoughts professionally Demonstrates effective use of skills and displays openness to other people's ideas and thoughts 

·         Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment 

·         Customer/Client Focused: Anticipates, monitors, and meets the needs of customers and responds to them in an appropriate and responsive manner 

·         Diversity & Inclusion: Conveys respect for diverse individuals and perspectives; models inclusive behavior and treats everyone fairly  

·         Professionalism: Displays appropriate and ethical behavior, integrity, and personal presentation in the workplace always; demonstrates respectful communication for others, both verbal and non-verbal 

Candidates meeting the above requirements are highly encouraged to send their Cover Letters and CVs with   three references to [email protected] by 6th April 2024. The subject of the email should read ‘’ Human Resources and Administration Officer Position’.

Attractive compensation will be offered to the successful candidate.

Disclaimer: At no stage of the recruitment process will a candidate be asked for a fee. This includes during the application stage, interview and assessment.