Terms of Reference (ToR) for Human Resources and Trainings Advisor
Job Title: Human Resources and Trainings Advisor
Job Category: Consultant
Department/Group: ICA Location: Mogadishu
Reporting Line: ICA Director General Secondary Reporting
line: Relevant Department Directors
Date: August 1, 2025

Position Type:
Organizational context:
The Immigration and Citizenship Agency (ICA) is a core state institution. Over decades of dedicated service, the ICA has adapted to an ever-evolving landscape marked by post-conflict multifaceted challenges, including political instability, social upheaval, and economic uncertainties.
Since then, ICA has been taking steps to transform itself into a world-class organisation. The aim is to provide an efficient, quality service to its clients through a well-motivated and knowledgeable staff. The ICA's functions are integral to the nation's border security system.

The Agency accepts and process passport applications, manages Somali’s immigration and citizenship processes and handles matters in relation to application for returns from host countries. The Immigration and Citizenship Agency (ICA) is also responsible for the processing of incoming and outgoing air and sea passengers and crew. Additionally, the ICA considers applications for entry visas and permanent residence. Other activities by the ICA include managing the deportation and repatriation of persons not qualified to remain in Somalia as well as handling matters relating to refugees in Somalia.
As an Executive Agency, the ICA is required to achieve certain performance indicators as a measure of efficiency and success. These KPIs serve as a measure of the agency's success in meeting its objectives and delivering services to the public but most definitely this would require capacity to actualize the desired outcomes.

Position Summary:
The Human Resources and Training Advisor will play a pivotal role within ICA by offering expert guidance on a wide range of HR-related matters. This includes HR policies and systems development, recruitment processes, effective performance management strategies, and fostering positive employee relations.
The Advisor will also spearhead capacity development strategies to enhance employee skills and career progression. Implementing this role will significantly contribute to a more engaged workforce and streamlined HR processes.
Objectives:
This position supports the Human Resources and Trainings Department in all generalist HR and trainings activities, specifically developing, reviewing and advising on HR policies and processes. Playing a leading role in planning staff recruitment as a part of the organizational restructuring. Staff development and capacity building efforts to ensure the most effective utilization of human resources for the purpose of achieving strategic ICA objectives.
This role acts as HR and training advisor delivering both strategic and operational HR and trainings advice to Human Resources and Trainings Department and across the ICA departments and providing the full range of general Human Resources and trainings services and activities.
Key Responsibilities:
The Human Resources and Trainings Advisor is tasked to achieve the underlisted responsibilities.
1. Participate in HR planning budgeting and provide key HR and trainings reports and ICAs Key Performance Indicators (KPI).
2. Set up Human Resource Management Information System (HRMIS) modules.
3. Create reports from HRMIS for data analysis.
4. Reporting as required
- Exit Interview analysis.
- Turnover.
- Headcount.
5. Develop Recruitment, Selection, and Induction procedures.
6. Coach Department Directors and ICA senior leadership provide ongoing support on HR and trainings issues.
7. Maintain personnel files, database and liaise with Payroll to track staff development within changes of terms and conditions of employment.
8. Maintain database of remuneration for all staff and benchmark banks remuneration plans against average industry.
9. Advise job profiles for positions required to be filled by promotion and forward the same to the supervisor.
10. Explores training opportunities by contacting local and international financial and training institutions.
11. Support ICA in the development of ICA Academy Training Curricula.
12. Develop and roll out internal training programs for ICA staff by delivering internal courses as required including Induction presentations.
13. Review and Employment Agreements and job descriptions for all staff
14. Assist with Training Needs Analyses, development of training plans and directories and
maintain training records (when required).
15. Assist in the roll out of salary survey, collate and present results and assist with
development of action plans together with Department Directors and senior
leadership.
16. Transfer of skills.
17. Perform such other duties as may be assigned by the DG.
Expected Deliverables:
• Quarterly work plan, progressive monthly report and yearly consolidated report.
• Baseline Assessment and Work plan.
• Development of Job description and clear job segregations.
• Progress report.
• Annual Report.
• Human Resources Policy, Procedures and Manual.
• Harmonization of HR Developed documents
• Human Resources Management information systems
• Digitalization of HR records.
• Development of ICA Academy Training Curricula.

Education:
• Minimum of 8 years of professional experience in a general HR role with a proven track record in working as a HR specialist or Senior Consultant to deliver contemporary HR practices.
• Must have experience in a public sector institution or international organization.
• Experience with developing strategic training plans and policies.
• Understanding Payroll processing requirements would be an advantage.
• Must have a master’s degree in organizational development, IT, Business, Public Policy, HR or similar field.
• High level of computer proficiency in MS Office suite of applications and HRMIS.
• Experience with developing strategic HR plans and policies.
• Experience with institutional reform and restructuring.
• Working experience in government institutions in Fragile state or post conflict environment.
• Language: Fluent in spoken and written English and Somali.
Work Experience:
• Experience in liaising with governmental authorities as well as with national and international institutions.
• Experience in organizational management.
• Technical expertise in inter-governmental coordination and project management.
• Experience on providing technical assistance to a government institution in a post conflict setting.
• Experience in working with the Government and/or the United Nations is desirable.
• Excellent interpersonal skills.
• Experience in the usage of computers and office software packages (MS Word, Excel) and good
Key Competencies:
• Must have high level of competence in dealing with all employees
• Relations matters.
• Must have strong background in HRMIS and other HR tools.
• Must have experience in developing and capacity building of staff.
• Proved ability to develop and implement procedures and other manuals.
• Must be confident and can coach Directors and senior management.
• Must have commercial acumen and demonstrated ability to plan and implement activities within tight deadlines.
• Good report writing and presentation skills.

All applicants must apply online through the Immigration and Citizenship Agency website.
Send your CV/Resume and cover letter to [email protected] / [email protected] stating the position in the subject line of your email. Only short-listed candidates will be informed of the status of their application.