ADMIN/HR OFFICER x 3 positions Location: Mogadishu, Baidoa and Kismayo; Somalia

Position: Admin/Human Resource Officer

Department: Admin/Human Resource

Location: Mogadishu, Baidoa and Kismayo, Somalia

Contract Duration: 31st December 2023

Direct Hierarchy: Area Coordinator

Starting date: May 2023

Background on ACTED

Created in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of some of the world’s most vulnerable countries affected by conflicts, disasters, or socio-economic hardship. With a team of 7,000 national staff and 400 international staff, ACTED implements 500 projects a year to support more than 20 million beneficiaries, notably in hard-to-reach areas.

ACTED goes to the last mile through programs and approaches that look beyond the immediate emergency towards opportunities for longer term livelihood reconstruction and sustainable development. Guided by the motto “Think Local, Act Global” and its 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the centre and provides a tailored support to local needs.

ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the Three (3) Admin/Human Resource Officer position one (1) in MOGADISHU, one (1) BAIDOA and one (1) KISMAYO, Somalia.

Position Profile:

Under the supervision of Area Coordinator (line manager) and the Admin/HR Manager (department manager), the Admin/HR Officer is responsible to perform Human Resource and administrative management for ACTED & IMPACT base area as outlined by the external governing laws, the ACTED specific policies and your line manager’s guidance.

Duties and Responsibilities

Recruitment & Onboarding processes

• Drafting of vacancy adverts and sending them to the ADMIN/HR Manager for review when requested.
• Send out invitations to short-listed candidates and communicate to the unsuccessful candidates.
• Facilitate interview processes by preparing interview packages and ensuring reservation of interview rooms.
• Facilitate vetting of candidates after offer is made.
• Support onboarding processes for new staff

HR Titanic (Payroll/Homere), Benefits

• On monthly basis, to prepare/update HR Titanic& or HOMERE (as applicable) and submit to the Admin/HR OfficerManager for review on 20th of every month.
• Ensure statutory deductions calculations match the formulas of the respective statutory body.
• Ensure the smooth operation of employee payment; explain and implement employees’ benefits packages as applicable.
• Payslip management- Ensure all payslips are printed and approved. Ensure that they are signed by the staff and filed on monthly basis.
• Review the monthly Expat presence table and ensure that it is sent to Admin/HR Manager by 08th of every month.

Staff Information management

• Regularly update and maintain accurate excel database for both national and international staff-Share the same with Admin/HR Manager at the end of each month.

Contracts and ToRs

• Under the guidance of Admin/HR Manager, draft employment contracts for new staff for review. Ensure the contracts are reviewed, approved, and handed to staff before they are engaged.
• Liaise directly with the respective managers for comprehensive ToRs and ensure all staff have updated ToRs in place.
• Follow up and aware the respective manager, HRM &CFM for the end of contracts a month in advance to advise renewal accordingly.

Leave follow up, Leave planning and public holidays.

• Regularly update and maintain leave follow ups and leave planning for all the staff in the Somaliland/Somalia mission.
• Prepare a list of public holidays and keep all staff informed of public holidays.

Employee Files Documentation/ Records Management and document tracking

• In charge of filling of personnel folders both physically and digitally at Base level.
• Open new files for new staff and ensure that all the required recruitment and onboarding documentation has been filed.
• Ensure employee files are consistently updated upon hire and conduct monthly monitoring of employee files to verify that relevant onboarding documents, contract documentation, policy forms, performance management documents, staff training forms, leave requests, timesheets, pay slips, etc documents are filed for all staff.
• Maintain a control and check system of the attendance all staff and ensure updated Leave Follow Up and the attendance sheets are collected from the staff and properly filed.
• Ensure separation documents are appropriately filed for all staff.
• Send a monthly Audit checklist report to the Admin/HR Manager for all national employees.
• Distributing and signing contract documents to the staff.
• Ensure that each staff has their own personnel folder, updated regularly with the HR documents (contracts, ToRs, Appraisals, ACTED Letters, Pay slips, Attendance sheets, Leave requests, CV, Cover letter, interview records, academic certificates, Reference checks, next of kin details, medical certificate etc. and confidentially maintain them.

Appraisal Management

• Ensure adequate communication of appraisals processes, follow up and summary of appraisals.
• Share appraisal related tools; Guide forms, memos etc as needed.
• Ensure end of probation appraisals as well as bi-annual appraisals are conducted on a timely manner.

Daily worker FU

• Ensure that daily worker requests are signed by all the relevant managers and sent back to the staff before commencement of the works.

Attendance FU

• Ensure every staff has attendance sheets and that they are properly filled out and filed on monthly basis.
• Report any noted attendance irregularities.
• Collect expats’ timesheets and ensure they are scanned and sent to the Nairobi Office by 5th of every month.

Insurances (Medical, WIBA/GPA)

• Facilitate and ensure medical scheme enrollment forms for new staff and dependents are duly completed and submitted to the Admin/HR Manager for review and submission to the medical insurer.
• Facilitate health talk meetings for staff member education.
• Respond to staff queries concerning benefit entitlements.
• Maintain a well updated database for insurance follow up.

Coordinate Admin/HR meetings/activities.

• Facilitate staff general meetings and other meetings initiated by Admin/HR by sending out meeting requests and reminders to staff.
• Take notes during staff meetings, Admin/HR team meetings & other meetings as may be requested by the Admin/HR Manager

Supervision and management of Admin/HR staff

• Assure day to day supervision and guidance to the cleaners and any other staff under your supervision.
• Assure that security and safety rules are respected by the staff under your direct supervision.
• Establish the monthly work plan for the cleaners and any other staff under your supervision.
• Pro-activeness in the daily management of the team under your supervision.
• Assure evaluation and contribute to the development of competencies of the staff under your direct supervision.
• Validate leaves of staff under your direct supervision.

Others:

• Ensure that documents for audit are prepared and presented when needed.
• Support the ADMIN/HR Department colleagues in daily relevant activities.
• Any other duties as assigned by your line manager.

Qualifications/Skills Required:

• Bachelor’s degree in business administration, Human Resource or a related field.
• A minimum of three years relevant experience, preferably in a similar position in an NGO.
• Deep and clear understanding of humanitarian principles and activities.
• Excellent skills in Microsoft Word, Outlook, and Excel.
• Strong organizational skills and meticulous attention to detail.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
• High level of integrity and honesty.
• Must show basic understanding of Somalia Labour Laws
• Fluency in Somali and English language is a must.
• Ability to work independently.