Title: Human Resource & Administration Officer – Somalia

Role & Responsibilities

Undertake a wide variety of human resources processes for Medair’s Somalia programme, with a particular focus on recruitment, co-ordination of trainings, general staff well-being and general office administration. All HR activities are conducted in line with Medair policies and procedures and in accordance with local employment legislation and practice.

Project Overview

Medair’s programme in Somalia works alongside local partners to provide health and nutrition services through primary healthcare facilities and mobile outreaches. This is complemented by a strong integrated community health network consisting of Care Groups and integrated community case management workers in hard-to-reach areas. Medair also provides safe water supply to communities in the health facility catchment areas, as well as responding to new emergencies like disease outbreaks or new waves of displacement.

Workplace

Based in Mogadishu Somalia with frequent field visits.

Starting Date / Initial Contract Details

1st Aug 2024 / 1year term renewable contract.

Job Holder Reports to: HR Manager

Key Activity Areas

Human Resource responsibilities

•       Direct involvement in staff recruitment process for new positions including. o preparing and placing of advertisements

o drawing up long-lists and coordinating technical shortlisting o making up interview appointments.

o  Supervising technical written tests.

o  Uploading candidates’ CVs and documents

•       Ensure recruited staff have a current employment contract in line with HR guidelines.

•       Ensure relevant HR documentation is made available to staff.

•       Work with line managers to ensure new staff receive an appropriate country briefing and that a full induction and handover is carried out.

•       Support in overseeing staff wellbeing, providing confidential and relevant feedback as requested.

•       Ensure exit interviews are carried out and appropriate records are kept when individuals leave Medair.

•       Implementing and maintaining HR policies and procedures in compliance with local employment legislation and best practices.

•       Managing payroll and benefits administration for staff members.

•       Managing employee relations, including conflict resolution and disciplinary actions when necessary.

•       Ensuring proper filling of the employee records and maintaining confidentiality.

•       Perform any other task within the department requested by the line manager.

Legal Compliance:

•       Stay up-to-date on local employment laws and regulations to ensure compliance.

•       Review and update HR policies and procedures to align with legal requirements.

•       Handle any legal issues or disputes related to employment practices.

Diversity and Inclusion:

•       Promote diversity and inclusion initiatives within the organization.

•       Ensure that recruitment processes are inclusive and diverse.

•       Organize diversity training sessions for staff to raise awareness and promote inclusivity.

Administration and facility management

•       Managing the daily functionality of the facilities, ensuring utilities, food and other supplies are available, and that all other requirements are in place.

•       Managing and maintenance of inventory records for house items and household (stationeries, food supplies, other households, security stocks etc)

•       Ensure timely procurement of office and household supplies through the appropriate procurement procedures.

•       Coordinating the routine maintenance of house assets and equipment, repairing items as quickly as possible using the most cost-effective solution

•       Planning for guests by preparing food and accommodation and ensuring they have all the information and items needed for their stay (e.g. security phone, airtime etc.)

•       Overseeing the maintenance of office facilities and equipment to ensure a safe and productive work environment.

•       Handling visa processing and work permit applications for international staff.

•       Maintaining accurate filling records and documentation related to the department.

•       Facilitation/processing of all HR/Admin related payments eg raising PDFs through the right policy and procedures.

•       Line management of cooks and cleaners.

Quality Management

•       Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.