Human Resource and Administration Manager

Background

Centre for Education and Development (CED), Somalia is a non-governmental humanitarian and development organization working in Somalia. CED responds to emergency and development needs in Somalia and assists Somali communities towards self-reliance. CED works with poor local communities through sustainable community development programs to overcome ignorance, hunger, injustice and inequality.

Interventions initiated are focusing on women and youth empowerment and development livelihood & food security, education, Human Rights and Civic Education, emergency aid, water and sanitation, Income Generation Activities peace building and reconciliation and environmental protection. CED also implements programs on early recovery as well as sustainable development initiatives.

Job Title : Human Resource and Administration Manager

Location : Mogadishu, Somalia

Reporting to : Executive Director

Supervises: Staff under the department

Job Summary :

Human resource (HR) and Admin Manager will handle recruitment, training, career development, employee relations, compliance, disciplinary and grievance issues and Administration for staff working with CED. The Position will be responsible for coordination of mission's human resource management and to ensure continuous development and application of resultant procedures for effective people management as well as administrative function for CED Somalia.

Key Responsibilities:

1. Developing HR planning strategies with line managers by considering immediate and long-term staff requirements.
2. Monitor and advise management on changes in Human Resources procedures, employment law and visa regulations.
3. Review of existing policies and procedures that are in place to ensure that they meet the needs of the programmes.
4. Ensure all national and International staff are aware of their terms and conditions of service and any changes that may be applicable.
5. Identifying staff needs in each programme, through a HR planning process.
6. Recruiting staff by preparing job descriptions and job adverts; deciding on how best to advertise.
7. Short listing applicants for interview using a variety of selection techniques.
8. Develop, administer and evaluate interviews for shortlisted candidates.
9. Advising on pay and other issues, including promotion and benefits; administer payroll and maintain staff records.
10. Reviewing ongoing staff development through the Performance Review system and other management tools currently in place.
11. Interpreting and advising on disciplinary procedures and performance management.
12. Advise senior management and line managers on grievance issues. Mediate conflict, grievance and harassment cases. Listening to grievances and implementing disciplinary procedures.
13. Provide current and prospective employees with information about policies, job duties, working conditions, wages, opportunities for promotion, and employee benefits and maintain the job description database and keep organograms up to date.
14. Develop and recommend to senior Management long-term training plans that are gender sensitive, and set up training programmes that will develop the abilities for the staff and satisfy the current and future Human Resource needs for CED Programme including staff inductions.
15. Plan and conduct new employee orientation to foster positive attitude toward organizational objectives.
16. Plan, direct, supervise, and coordinate work activities of subordinates and staff relating to employment, compensation, labour relations, and employee relations.
17. Maintain records and compile statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates.
18. Conduct exit interviews to identify reasons for employee termination.
19. Managing all staff and consultant contracts, contracts with suppliers of services, renewing contracts and keeping management informed of dates of contracts.
20. Monitor dates relating to Probationary Periods, Performance Review, and End of Contracts; and balances of Annual leave and sickness absence.
21. Maintain the staff database (currently to be on Excel) and the personal files for all staff; and collect and maintain basic details for national and International staff.
22. Support management in the field on Human Resource systems relating to national and International staff.
23. Ensure that when a member of staff leaves an exit interviews are conducted, equipment or documents are retrieved, final payments have been arranged with Finance and that the personal file is closed.
24. Provide regular feedback to line managers on the progress of staff development and gender integration, and to report any opportunities or obstacles encountered.
25. Manage employee compensation program by carrying out salary surveys and reviews, respond to compensation and classification of survey requests, analyze salary data and prepare related reports and make recommendations.
26. Assist in the gathering of information for the annual salary review, that will include information from other LNGOs and Cost of Living/shopping basket surveys
27. HR budget preparation, analysis and administration and monitor of expenditures.
28. Forward all relevant information to field offices to ensure HR records/manuals are up to date in each location.
29. Ensure employee medical records are up to date and that arrangements are made for any medical treatment that is required.
30. Process insurance claims on behalf of staff and ensure that all relevant policies are up to date.
31. Ensure HR Procedures – procedural manual in place, outlining steps to be taken in all areas of HR from recruitment to termination and ensure HR Staff manual – manuals are based on CED policies and procedures and in line with legal requirements of the country.
32. Keep Projects files, documents and project index, contact files and records; to keep staff contact details list up to date and ensure appropriate distribution, including to Head office.
33. Represent CED at inter organization meetings, at government offices, serve on committees and tasks forces that are HR related.
34. Monitor any changes to Government legislation affecting staff, and ensure the dissemination of such information to Senior Management.
35. Conduct research and analysis of HR related issues; evaluate alternatives and make recommendations for action.
    Administration
36. Supervise staff members and oversee the day to day management of the Head office
37. Responsible for all matters related to the office administration, public relations and logistics.
38. Carry out the day-to-day administration of the main office, including answering telephones, taking telephone messages for staff, receiving and distributing incoming and outgoing mail;
39. Develop and maintain effective filing, archiving and record keeping system, both paper and electronic
40. Make suitable and efficient local/international travel arrangements for field and office staff, management and visitors and undertake all necessary arrangements related to staff and visitors travel.
41. Maintain the organization assets by keeping up to date inventory using the asset management software and in line with organizations policy and guidelines.
42. Operate and maintain relevant office equipment and to maintain a sufficient record of office supplies.
43. Preparing of correspondence, reports and technical documents
44. Manage security of all staff in the Mogadishu office.
45. Prepare program visits and support partners, media and the other visitors to visit and monitor CED programs.
46. Work with partners/organizations/community representatives, local authorities and help CED to strengthen collaboration and information sharing between CED and other organizations.
47. Establish communication systems and practices, provide information to staff on regular bases and to serve as public relation person for the organization
48. Engage in translation services as requested by management and translate the main events daily news papers in to English(daily headlines)
49. Participate Cluster, UN/INGOs weekly meetings and preparation of minutes of meetings
50. Organize and prepare meetings and conferences and take minutes/reports during meetings
51. Oversee the quality of office administrative functions including the staff, vehicles, office equipment, furniture and logistics.
52. Manage the usage of vehicles and to ensure up to date records on usage, maintenance, insurance and fuel to up.
53. Support and host visitors and arranging them inductions and other programs for them ensuring high level of care.
54. Answer general queries from consultants and prospective visitors, referring them if needed to contact points at which they can obtain further information;
55. Schedule and assist in planning appointments and preparation of meetings, organize conference and handle external and internal appointments.
56. Communication including faxes, Email, telephones etc.
57. Sending and receiving of all correspondence IN and OUT and registration and filling of all documents.
58. Prepares CED weekly, monthly, quarterly and yearly updates and situation reports.
59. Supervise the domestic staff/office cleaners ensuring a clean, professional and tidy office environment
60. Ongoing analysis of the context and developments in relation to the security situation and develop and maintain up-to-date context analysis and risk assessment.
61. Prepare monthly, yearly updates and security reports.
62. Develop and maintain an incident reporting system.
63. Maintain close contacts with all relevant stakeholders to develop a network and build relationships with key actors to ensure gathering of reliable security information.
64. Undertake regular and ad hoc security assessment missions as necessary, in order to gather information and to analyze the overall security situation in existing and potential areas of intervention.
65. Support the Executive Director and other senior staff to manage security incidents.
66. Ensure that staff have the security skills and awareness that they need to be effective, by providing appropriate learning and development opportunities, including delivering training.
67. Ensure.
68. Ensure that an appropriate system is in place and that all staff, travellers and visitors receive appropriate security briefing.
69. Handling of confidential information and sensitive issues reliably.
70. Manage information technology and ensuring infrastructure needs are met, including properly functioning IT equipment, routine maintenance, and security over IT (anti-virus software and regular backups).
71. Assist in setup and installation of equipment such as laptops, Desktop computers, data projectors and other specialist ICT equipment, ensuring that systems are ready for use and operating correctly.
72. Assist in physical connection of IT equipment’s for staff.
73. Implement hardware preventive maintenance schedule for all computer hardware, printers and laptops.
74. Perform documentation of proposed equipment’s upgrades such as laptops for staff in the context of organization policy.
75. Network performance monitoring, management and support to ensure optimal performance of local area Networks and Wi-Fi set ups.
76. Setup and support office computer networks, printers.
77. Performing checks on all computer systems to ensure Anti-virus program is up to date, Ms office application are properly installed, Licensed and operational.
78. Liaise with internet service providers and manage the internet connection to monitor the utilization and ensure internet connectivity is fully operational.
79. Providing technical advice in areas of ICT equipment’s procurements’
80. Handling of confidential information and sensitive issues reliably.
81. Represent organization at personnel-related hearings and investigations
82. Perform any other relevant duties as at the request of ED, Management & Line Manager.

Required qualifications

1. A degree in Human Resource, Business Administration or related field, with at least 3 years experience at a human resource management level, preferably in an NGO setting;
2. Must have post-graduate training in Administration and Human Resource Management
3. Planning, organizational and analytical skills and a team player
4. Must have in depth experience in HR administrative function; should demonstrate administrative expert
5. Ability to identify and build talent
6. Excellent Management, Interpersonal and Communication, decision –making and analytical skills
7. Skills in building and maintaining relationship
8. Must have in depth knowledge of HR Management Information System
9. Self-motivated and supervisory skills
10. Understanding of computer applications in respect to the above responsibilities. This would include a working knowledge of at least database and Microsoft office
11. Fluent in written and spoken English
12. Hands on and self driven
13. Willingness and flexible to travel and work all over Somalia

Expected qualities
• The job is demanding and involves coordination and interaction with different stakeholders, this calls for good interpersonal relations
• Self-driven and committed to work assigned

CONTACTS
Internal:
• Executive Director, Program Manager, line managers and all other staff at the office & field office.

External:
• Government agencies dealing with employment issues
• Lawyer
• (Medical) insurance company(s)
• Stakeholders
• Applicants
• External consultants
• Other INGO’s on HR matters
• Donors
• Other service providers

HOW TO APPLY:

If you meet one of a.m the criteria herein please submit your application and detailed CV. Each applicant package will include the following:
 Cover letter explaining why consider yourself qualified for this position with the applicants current contact information
 CV including work experience and education
 Copies of Certificates
 Your contact number, present salary and contact details for three professional referees with their complete contact information (including current or most recent supervisor)

All applications should be sent to (email: recruitment.ced@gmail.com)Att: Human Resource Department with the subject of the e-mail marked “Human Resource and Administration Manager” By January 31, 2016.

Only short-listed candidates will be contacted and invited for interviews.
CED is an equal opportunity employer. Qualified female candidates are encouraged to apply.