ADMIN/HUMAN RESOURCE MANAGER LOCATION MOGADISHU; SOMALIA

Position: Admin/Human Resource Manager

Department: Admin/Human Resource

Location: Mogadishu, Somalia, with travel to field offices

Contract Duration: 31st December 2023

Direct Hierarchy: Country Director

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 Admin/Human Resource Manager position in MOGADISHU, Somalia.

Position Profile:

To manage the overall Administration and HR management of ACTED in the country ensuring that external governing laws and ACTED specific HR policies and procedures are always met.

The Admin/HR Manager will provide oversight and day to day supervision of the HR/ADMIN team as well as support the field team.

II. Responsibilities:

• Recruitment & Staffing

• In collaboration with the Heads of Department and in coordination with the CD, execute proper staffing plans and ensure staffing is adequately designed to ensure effective implementation of projects.

• Through ACTED open and transparent recruitment policies and procedures, ensure that all locally managed recruitments are conducted in an effective and timely manner.

• Ensure all staff are working under a proper working contract, Terms of References and ensure that staff’s terms match the Labour laws as well as ACTED internal Manuals.

• Maintain up-to-date recruitment table, active data base for various positions and interview tools.

Specifically.

• • Follow up with the respective managers for the Staff Recruitment Request and ensure that the form is filled correctly and approved appropriately by the relevant Departments before a position is opened.
    • Follow up with the respective Departmental heads of the Terms of Reference of the vacant positions.
    • Using ACTED template, prepare the vacancy advertisement and share it with the relevant managers for review.
    • Circulate vacancy announcements for new recruitments internally to all the staff in the mission and externally to all through relevant channels/career websites e.g., career point, relief web and other INGO’s platforms available, newspaper as applicable.
    • Screen resumes by sorting resumes to disqualify candidates using successively more detailed examinations of the resumes.
    • Shortlist applications for various job openings and share them with for review and shortening the list further before sharing with the relevant Departmental heads for final shortlisting.
    • Ensure that written tests are available before hand, are administered to candidates, and are reviewed on a timely manner.
    • Schedule meetings and interviews and participate in interviews when needed.
    • Ensure feedbacks are provided to each interviewed candidate.
    • Conduct quality HR reference checks are done and documented appropriately through contacting only the HR focal points for the respective organizations. Also ensure that background and other necessary checks are done by the Security Manager.
    • Propose offers to the successful candidates**.**
    • Follow up and ensure that emails, desks, computers, and other logistical/Administrative needs of incoming staff are taken care of accordingly.
    • Follow up and ensure smooth on boarding of staff ensuring proper staff inductions take place.

• Contracts and ToRs

• Develop employment contracts for new staff. 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, CD &CFM for the end of contracts a month in advance to advise renewal accordingly.

• Attendance FU

• Follow up with the Admin/HR Officers and ensure every staff has attendance sheets and that they are properly filled out and filed on monthly basis and that they are sent to the Coordination Office before the 5th of every month.

• Separation

• Efficiently manage the employee separation process and checklist to ensure completion by the departing employee and review by their supervisor prior the employee’s separation.

• Follow up and ensure that the handover process is smooth and that exit forms are fully signed and approved by relevant departments as well as by the Coordination.

• In collaboration with CD Manager and Coordination, identify redundancies and deal with the process effectively.

• Organograms Updates

• Ensure that you maintain updated organigrams for the mission.

• Legal Requirements fulfilment and Compliance; Labour Laws and ACTED policies.

• Ensure that ACTED complies with all the statutory/legal requirements, guidelines, and regulations.

• Specifically ensure that all regulations in relation to Local Administration, various ministries such as Ministry of Finance, Ministry of Employment, Family and Social Affairs (MESAF), Ministry of planning and National Development and all laws such as Immigration**, Income Tax, Labour Laws,** and any other statutory bodies and line ministries are implemented within the ACTED mission on time and accordingly.

• Ensure the respective monthly and or yearly statutory returns & or reports are done/renewed, submitted on a timely manner and that the relevant certificates are received on time and safely kept.

• Ensure timely registration of ACTED offices and safely keep up to date copies of registration certificates.

• Ensure that ACTED offices in the mission operate in accordance with labour laws and in accordance with ACTED Management guidelines.

• Develop and Update HR Policies/Manuals and Handbook

• Draft policies while ensuring to be at an upper hand legally and keep the organization’s practices in tune with the labour laws, tax laws, permissible working hours, minimum wages, etc

• Expatriates follow up (in compliance with Country’s government regulations):

• Ensure that all expatriates are working on valid work permits.

• In collaboration with Finance, ensure all expats with work permit have their taxes paid on time and file payment documents into each personnel folder. Update finance of any new permits obtained on timely basis.

• Tax compliance certificate- apply and obtain tax compliance certificate for the organization.

• Payrolls/HOMERE/Benefits Management:

  • Gather and consolidate payroll data from all the field offices, prepare the monthly payroll (HR Titanic/HOMERE, review and share with Finance Manager for review.
  • Close review of statutory deductions calculation to ensure the HOMERE/HR TITANIC formula and tool always match the relevant governing laws;
  • Ensure the smooth operation of employee payment; explain and implement employees’ benefits packages as applicable.
  • Payslip management- Ensure all payslips are printed and approved. Follow up with the Admin/HR officers and ensure that they are signed by the staff and filed on monthly basis.

• Leave follow up, Leave planning and public holidays

• Regularly update and maintain leave follow ups and leave planning for all the staff in the mission and send the updated LFUs by the 20th of every month and updated Leave planning on regular basis.

• Keep all staff informed of official public holidays in the respective bases.

• Appraisal Management

• Ensure adequate communication of appraisals processes, follow up and summary of appraisals; Share the final summary with the CD.

• 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

• Staff Information management:

  • Maintain accurate information of all staff in the mission as well as updated database for staff;
  • Maintain personnel folders in a confidential manner and supervise overall filling system.

• Staff Insurances (Medical)

• Follow up and ensure renewal of staff insurances for staff on a timely manner and that staff are aware of the Medical Insurance benefits, premiums utilization, claim processes etc

• Trainings & capacity building:

  • In collaboration with the your line manager, identify needs for trainings.
  • Assess internal capacity of in-house training and recommend training sessions accordingly.
  • To provide a technical support, supervise and guide the Admin/HR Officers on Admin/HR matters;
  • To ensure all staff are aware of the HR and Administration procedures, train staff accordingly.
  • Maintain up to date training tracking table and share with the CD on monthly basis.

• Conflicts Resolution:

• Be available at the disposal of the conflicting parties and hear out their issues without being judgmental.

• Intervene and help map out a solution in case of dispute amongst two or more employees or between the employee and the management.

• Employee Discipline

  • In collaboration with the relevant line managers, deal with employee’s disciplinary matters as needed while following ACTED’s procedures.

• External representation:

  • When requested, represent ACTED in external forums and other Government Ministries as required.

• Supervision and management of Admin/HR staff

• Assure that security and safety rules are respected by the staff under your direct supervision.

• Establish the monthly work plan for the Liaison Officers, Admin/HR officers and any other staff under your supervision and send it to the CFM before the last day of the previous month.

• Pro-activeness in the daily management of his team.

• Assure evaluation and contribute to the development of competencies of the staff under your direct supervision.

• Validate leaves of staff under your direct supervision.

• Participate in the recruitment of the teams required.

In charge of ensuring that the following are updated and maintained according.

• GAFU; Maintain updated Global Area Rental Follow up table for the mission and send to CD ADMIN/HR Manager before 10th of every month.
• MMR: regularly update the Monthly Management Report and share with your line manager on monthly basis
• ACTED World Directory and Contact list; maintain updated ACTED world Directory as well as the contact list and send to before 10th of every month.
• Welcome paper: Develop/Improve andmaintain an updated welcome paper and circulate to new staff.
• Daily worker FU; Follow up with the Admin/HR Officer and other staff to ensure that daily worker requests are signed by all the relevant managers and sent back to the field before commencement of the works.
• Staff Roster (Internal & External)
• Notice boards updates- with memos, notices etc

Qualifications/Skills Required:

• Bachelor’s Degree in Business Administration, Human Resource, Public Relations or related field.
• 5 + Years of experience in HR management position preferably in an INGO with a proven track record of success
• Acquaintance with employment labour laws, various regulations and statutory law in Somalia.
• Computer Literate – MS Outlook and Excel and basic software application and familiarity with the internet and email communications
• Excellent communication skills, Strong analytical skills (context, people …)
• Competencies based interviewing experience
• Online recruitment systems experience
• Understanding of skills & Psychometric assessments (An advantage)
• Good understanding of the Somalia context is a mandatory requirement
• 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. Capacity to build a maintain a strong professional networkHigh level of integrity and honesty.
• Must show understanding of Somalia Labour Laws
• Fluency in Somali and English language is a must.
• Ability to work independently.