Area Human Resources & Admin Manager – Mogadishu, Somalia

SAVE THE CHILDREN

INTERNATIONAL PROGRAMS

TITLE: Area Human Resources & Admin Manager

TEAM/PROGRAMME: Human Resource

LOCATION: Mogadishu

GRADE: 2

CONTRACT  LENGTH:  1  years  with  possibilities  of extension

CHILD SAFEGUARDING:

Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

Under the direction of the Area Representative provide human resources and admin support to managers and staff in Southern States . The HR/Admin Manager performs advanced professional work advising SCI team leaders and team members on the applications of the employment benefits, workforce compensations of local laws and regulations, in the context of hiring, employment terms, compensation, disciplines, training and development.

SCOPE OF ROLE:

Reports to: Area Representative – SS

Staff directly reporting to this post: Area HR Officer & Area Admin Coordinator

Role Dimensions Save the Children operates across all zones in Somalia and currently has three main area offices and additional 11 field offices. Programmatically Somalia is a large Country Office with more than $110million annual budget and staff over 650 staff

KEY AREAS OF HUMAN RECOURCES ACCOUNTABILITY:

HR Policy and Procedures:

• Lead & responsible for all human resource operations in Southern States & ensure that all offices are implementing HR policies and procedure according to best practice of HR standards and in compliance with local law and SCI policies.
• Ensuring HR new policies are rolled out in the area office and implemented accordingly.
• Supporting Area Representative in field locations to manage employee relations, grievance and disciplinary management.
• Support the national HR Manager in ensuring the correct HR processes are followed and adhered to by staff
• Responsible for employment contracting in compliance with HR policies and practice, local labour law and, maintaining an effective contract tracking system
• Ensure Area Level recruitment are in line with the organizational policy and procedures
• Ensure compliance with and promoting all SCI policies such as Code of Conduct, Child Safeguarding, Whistle blowing, Anti-harassment, Fraud, and Health and Safety.
• Closely interact with the national HRM and other field HR/Admin teams to provide efficient support to managers and staff in all HR operational issues particularly in recruitment, benefits administration, and other routine HR matters
• Report to the National HR manager on a monthly basis on staffing trends, training statistics, recruitments resourcing plans, exit interviews, performance management reports, attrition, staff contract status, leave liability and disciplinary & grievance reports etc.

Recruitment Process & On boarding

• Responsible in leading all Southern States recruitments
• Support the Field HR teams in the implementation and adoption of Taleo – recruitment system
• Responsible in managing job advertisement based on the job profiles and consider equal opportunities, gender and diversity aspects
• Support the induction and on boarding process are followed accordingly.
• Responsible for all newly joiners are completed all mandatory trainings, such us global induction, online CSG, face to face CSG, Fraud awareness, and security training.
• Responsible and work with field HR officers that joiners had probation objectives, probation period evaluation and confirmed upon evaluation
• Responsible for tracking that all joiners receive, ID cards, insurance cards and are added into the different insurance schemes & created SCI mail account before they reported
• Responsible that the new joiners information are fully recorded in to Oracle
• Responsible for ensuring that Puntland HR teams are adopted to the 90 days induction plan
• Ensure staff personal files are maintained up to date and kept in locked cabinet to protect the private confidential information and maintain accuracy and integrity of data
• Be Safeguarding champion in area office & Take lead to ensure all recruitments process takes into account of Safeguarding lens and no unsuitable candidate joins the organization and facilitate safeguarding trainings to the new staff and monitor staff compliance of CS standards of behaviour and report to National Manager any concern of child abuse

HR information System Management (HRIS)

• Responsible the implementation of Core HR systems including Oracle & Taleo & ensure that HR field teams and other staff are understood sufficiently
• Responsible updating Oracle HR staff records, this includes setting up new starters, terminating leavers, amending personal details, updating contract information, inputting performance ratings, training information and absence
• Be focal point on Oracle/ Taleo issues in area level and onward reporting to the National HR manager
• Working closely with HR field teams and responsible of the annual leave reconciliations are posted correctly
• Working closely with the National HR manager & Finance teams to ensure that timesheets are submitted on time, daily statues reports send to concerned staff, reminders send to the missing staff.
• Help staff with timesheet errors, and escalate issues to the relevant system administrators or country focal person and follow up with them to sort the issues.
• Support Area representative & HR field teams in getting accurate HR reports and follow up with the staff

Performance Management:

• Lead performance management trainings of Puntland staff & ensure that all staff set their develop to perform objectives and quarterly conversation reviews through oracle system
• Track and report back quarterly D2P conversations, statues and completion with the support
• Send reminders to the staff, field HR offices about the start of the Quarterly conversations and 360 feedback

Staff Development & Welfare

• In conjunction of country HR teams coordinate the development, delivery and evaluation of staff learning and development programs and the implementation of an annual corporate training plan and budgets
• Provide a consultancy service to managers & staff on learning & development and a resource to managers in sourcing appropriate training.
• Builds employee relations capacity and enables management effectiveness through the execution of proactive employee relations initiatives and the delivery of targeted training programs.
• Oversees and monitor the implementation of the work-life balance guidelines & policies
• Work with both the employee and employer to ensure working environment is healthy and safe

KEY AREAS OF ADMINSTRATION ACCOUNTABILITY:

• Directly responsible for supervising all administration activities at the area office & GH.
• Set up office & GH administration support systems that enhances programme efficiency in all locations and communicate to all staff
• Manage and Coordinate systematically internal and external communications systems to/from Puntland area office
• Supervise office and guesthouse premises in terms of safety and security ensuring all the necessary facilities are working properly, lightings, telephones, water, security barriers, while keeping up to date all lease contracts and MoUs with landlords
• Support the Admin staff in initiating all visa requests for programme visitors and request travel booking with flights to/from Hargeisa, Nairobi or other destination and arrange pick to – from the airport
• Ensure that all staff and visitors are briefed for administrative procedures and systems in place
• Ensure that all programme visitors are properly accommodated in SC guesthouses or with the recommended accommodations in all programme locations with comply of all relevant Save the Children policies and procedures
• Perform any other duties as directed by the line manager

COMPETENCIES AND BEHAVIOURS

Delivering Results (Skilled)

• Delivers timely and appropriate results using available resources
• Takes responsibility for their work and its impact on others
• Plans, prioritises and performs tasks well without needing direct supervision
• Understands the link between their work and the organisation’s objectives

Developing Self and Others (Accomplished)

• Gives regular positive and constructive feedback to others
• Identifies clear development needs and development plans through regular constructive reviews of their own performance (and their team’s where appropriate)
• Creates space for others to learn and provides challenging and stretching tasks and assignments when people are ready for them
• Coaches others to learn from their experiences on the job and to use the resources available to them

Problem Solving and Decision Making (Skilled)

• Gathers the right information and uses critical thinking to make effective and timely decisions
• Stays with a problem or challenge until a solution is reached or no longer reasonably attainable.
• Knows when to involve others in a decision
• Demonstrates awareness of the wider external influences that impact on decision making
• Simplifies processes and procedures wherever possible

Applying Technical & Professional Expertise (Accomplished)

• Makes decisions based on professional expertise and experience without deferring unnecessarily to others
• Shares knowledge and best practice on technical solutions so that others can make best use of that expertise
• Actively seeks new ways to develop the application of technical and professional standards within the team

Working Effectively With Others (Skilled)

• Actively listens to new and different perspectives and experiences of those they work with
• Proactively supports team members and trusts their capabilities
• Demonstrates understanding of their skills and how they complement those of others within diverse
• Clarifies their role and responsibilities within the team to maximise impact

Communicating With Impact (accomplished)

• Conveys complex issues with clarity, brevity and confidence
• Promotes dialogue with key stakeholders through active listening and effective questioning
• Adapts communication style to maximise support and engagement
• Advises others on different approaches to influence key stakeholders
• Seeks out new methodologies for communication to engage new audiences