ADMIN/HR ASSISTANT_BAIDOA 38 views0 applications

Department: Admin/HR

Direct Hierarchy: Senior Finance/Admin Officer

Functional Hierarchy: Snr ADMIN/HR Officer

Duty Station: Baidoa, Somalia

Anticipated Start Date: January 2022

ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.

ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, ACTED now operates in 38 countries worldwide. ACTED sectors of intervention include emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion.

ACTED Somalia is urgently looking for experienced self-driven and self-oriented professionals to fill the position of an ADMIN/HR Assistant based in Baidoa, Somalia.

I. Main Objective

Under the guidance of the line manager, s/he will perform overall Administration and HR management of the ACTED South West State of Somalia mission ensuring that external governing laws and ACTED specific HR policies and procedures are always met.

II. Duties and Responsibilities

· Ensure timely recruitment needs; fill vacancies within the targeted time while ensuring that open, fair and transparent recruitment procedures are followed as per ACTED policies.

· Ensure that all statutory regulations are properly implemented within the ACTED mission accordingly.

· Ensure timely registration of ACTED office and keep copies of registration certificates.

· On monthly basis, to prepare/update HR Titanic& or HOMERE (as applicable) and submit to the Senior Admin/hr Officer for review on a timely manner

· Ensure the smooth operation of employee payment; explain and implement employees’ benefits packages as applicable.

· Ensure all payslips are printed, approved and shared with staff

· Regularly update and maintain accurate excel database for staff**

· Under the guidance of Senior ADMIN/HR Officer, 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.

· Regularly update and maintain leave follow ups and leave planning for all the staff in the mission-

· Ensure that each staff has their own personnel folder, updated regularly with the relevant HR documents and confidentially maintain them.

· Ensure all staff have attendance sheets and that they are properly filled out and filed on monthly basis.

· Maintain and enhance the organization’s human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices

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

· In collaboration with the relevant line managers, deal with employee’s disciplinary matters as needed.

· Ensure adequate communication of appraisals processes, follow up and ensure end of probation and other appraisals are conducted on time.

· Follow up and ensure that Insurance cards and reimbursements are processed and delivered to staff on time.

· Maintain a well updated database for insurance follow up

· In charge of filling and staff’s documents’ tracking from all the field offices;

· Facilitate general staff meetings and other meetings initiated by ADMIN/HR or as requested by Coordination by sending out meeting requests and taking minutes.

· Follow up with the Finance/Admin Officers at field and ensure that HR documents for audit are prepared and presented when needed

· Any other duties as assigned by line manager.

III. Qualifications/Skills Required

· Bachelor’s Degree in Business Administration, Human Resource, Public Relations or related field.

· 2+ Years of experience in HR 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, positive attitude, Strong analytical skills (context, people …)

· 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 and maintain a strong professional network