Background
The Danish Refugee Council (DRC) has been providing relief and development services in the Horn of Africa since 1997. Using a protection of human rights framework, DRC has mainly focused on Somalis who are displaced by conflict. Programs include protection, Food security & Livelihoods, Shelter/NFI, and Water and Sanitation. In Somalia, DRC Operates in five several regions and set up an operation in Dollow on October 2012.
Purpose
In coordination with the Somalia Country HR/Admin Coordinator, the HR/Admin Officer is expected to give a substantial contribution to sound HR/Admin operation of DRC operations in Gedo region, and also provide occasional support to DDG in Gedo operations in compliance with DRC/DDG and donor(s)’ procedures and policies, as well as local and international legislation.
The HR/Admin will ensure proper HR/Admin procedures and practices are followed and adhered to by all DRC staff in the program area and ensure full coverage of Administration needs are responded to for DDG office.
Responsibilities
To achieve the overall and specific position’s objectives, the Finance/HR/Admin Officer will perform the following tasks and undertake the following responsibilities:
Human Resource
· Prepare employment contracts for all national staff.
· Ensure implementation of DRC standard personnel policy guidelines with the support of AM
· Under the direction of the Area Manager and working with the CHRAC, study new government legislation and make recommendations for updating policies in order that they comply with country labour Law.
· Support staffs to do Job Descriptions and ensure all positions are approved according to DRC policy.
· In accordance with DRC policy, lead the recruitment process for national staff, including organising selection panels, interviews, testing and references check. This includes monthly reporting of recruitment tracking to CHRAC.
· Ensure exit/clearance forms are maintained and recorded after employee termination, and provide terminated employees with employee certificates.
· Prepare and record monthly staff payroll and submit to AM’s for review and final approval before forwarded to CHRAC.
· Analyse and compile list of training opportunities and training nominees from different departments to design employee development plans with the assistant of AM’s
· Maintain and update personnel files in compliance with the existing HR policies
· Track whether annual performance appraisals and probation evaluations have been completed appropriately and on time.
Administration
· Directly supervise and manage support staff including one Cleaner and one Cook
· Develop annual leave planner for all staff on every first month of every year.
· Prepare and submit monthly timesheets on timely manner. Including follow up and reporting of DRC staff attendances.
· Update and submit staff contact list on monthly basis and share with Regional office Receptionist and later circulate through staff mailing list.
· Update and submit staff insurance list on first month of every year with Regional HR/Admin Officer with close consultation with AM and CHRAC. This includes frequent update in case staffs leave and/or join the program
· Process all necessary agreements, permits and licenses necessary for DRC’s operations in Dollow. This includes both organizations registration etc.
· Provide administrative support to DRC HOA and visitors/consultants when they wish to conduct meetings, workshops, trainings and other special events.
· Make travel arrangements including processing of travel authorizations, security clearances travel booking i.e. scanning and forwarding to Nairobi office and preparing and processing of Kenya visa requests.
· Assist staff with administrative duties as requested such as providing and updating admin forms including leaves, advance, per diem, visit forms etc and have sufficient copies always available at the office.
· Ensure receipt of monthly utilities such as electricity, water, and internet, telephone bills etc and prepare payments ensuring to file them.
· Create and maintain a robust, Admin and Human Resource filing system.
· Perform other related tasks as instructed by both DRC and DDG Area Managers.
Reporting Arrangements
The officer will report to DRC Area Manager in Gedo region.
General
Commitments: DRC/DDG has a Humanitarian Accountability Framework, outlining its global accountability committments. All staff are required to contribute to the achievement of this framework into the work of DRC/DDG (http://www.DRC/DDG.dk/HAF.4265.0.html)
Qualifications
- Minimum Bachelor’s degree in Business Administration or related Field.
- Minimum of two years’ experience in handling Administration, preferably with INGOs.
- Minimum of three years’ experience on human resources management, preferably with INGOs.
- Proven ability to prioritize tasks and meet deadlines
- Stable and robust character and a good team-player
- Excellent computer skills, especially Excel and Word.
- Good command in spoken and written English.
- Honest and trustworthy person.
Conditions
Availability: May 2015
Contract: 8 months with possibility of extension.Salary and other conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for National Staff recruited by the Somalia Programme.
HOW TO APPLY:
Interested candidates who meet the above mentioned requirements should apply by submitting their applications (in English and consisting of a Cover letter and an Updated CV no longer than 4 pages including contact details of 3 professional referees) to the following email:drcjobs.dollow@drcsouthcentral.organd indicate “HR and Administration Officer – Dollow, Somalia” as the subject heading.
Closing date of receiving applications is 14 April 2015.
