All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

The HR & Admin Coordinator is responsible for the coordination of HR and Admin matters in the area office.

The HR & Admin Coordinator will undertake variety of HR and administrative duties. Will facilitate daily HR functions like management of HR staff, keeping staff records, supporting the interview processes and dealing with grievances and disciplinary cases among others.

Generic responsibilities

1. Implement NRC’s HR and Admin systems and procedures at area level
2. Ensure adherence to NRC policies and the national labor law in all processes and procedures
3. Coordinate staff recruitment and exits, introductions, trainings, staff benefits schemes etc.
4. Train and develop HR team at area level
5. Coordinate with relevant partners, suppliers, authorities, lawyers etc.
6. Prepare and submit periodic reports as appropriate
7. Train and support line managers in HR processes
8. Advice in personnel conflicts/processes when relevant
9. Ensure that staff records in all offices in the area are up to date and filed appropriately
10. Ensure accuracy of staff salaries at Area level and/or prepare staff salaries

Specific responsibilities

1. Ensure adherence to NRC policies and the national labor law in all processes and procedures
2. Advice in personnel conflicts/processes when relevant
3. Coordinate with relevant partners, suppliers, authorities, lawyers etc.
4. Ensure accuracy of staff salaries
5. Ensure that staff records in the area are up to date and filed appropriately
6. Develop annual HR plans i.e. recruitment, capacity building (training plans) and leave plans in collaboration with Heads of Departments and ensure their implementation.
7. Coordinate staff recruitment, staff development and performance management in liason with line managers and in adherence to NRC policies and regulations.
8. Provide advice and guidance on all aspects of the Human Resources and Admin function relating to recruitment, induction, performance management and staff development matters and associated terms and conditions to NRC management and staff.
9. Update staff on HR policies, processes and procedures.
10. Implement and support staff in the use of NRC People.
11. Effectively implement new staff orientation and induction training programmes
12. Coordinate clearance of staff separating from the organization including exit interviews and final dues payments
13. Manage staff benefits schemes like payroll, medical, insurance, accident & life insurance where applicable
14. Responsible for investigating and responding to problems, enquiries and complaints from staff in a professional manner, based on the NRC Code of Conduct and Terms of Employment for national staff. In consultation with Area Manager, address staff grievances and disciplinary measures.
15. Maintain good staff relationships and morale amongst staff through effective feedback, recognition, performance management and development
16. Ensure HR audit findings and recommendations are implemented
17. Contribute and participate in the process of design and development of new HR systems and processes in the area and country office.
18. Develop and maintain internal and external cleanliness standards of the office premises to ensure a good working environment
19. Responsible for continuous improvement of the organizational image through ensuring proper office lay out and outlook
20. Ensure reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to
21. Ensure all the offices utility bills, guest house and warehouse rents are paid on time
22. Ensure office buildings are maintained and repaired as necessary
23. Ensure the NRC Area office is in compliance with all administrative legal requirements i.e. taxes, government registrations and licenses in the area of operation
24. File administrative documents according to procedures
25. Arrange for staff and visitor’s visas, flight bookings, transport and accommodations
26. Assist in making travel arrangements, booking of flights and hotel accommodation for visitors;
27. Assist in maintaining inventory of office equipment, furniture and fittings
28. Any other tasks assigned by line manager

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Area Manager
• HR staff at area level
• All departments and programme heads
• All NRC staff at area level
• HR Country Focal Point
• Human Resources and Admin benefits service providers
• Consultancy service providers
• HR networks i.e. peer organizations, local authorities etc, etc…

Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

• University degree in Business Administration, Human Resource or relevant
• Minimum 4 years of relevant experience within the humanitarian field
• Experience from working in complex and volatile contexts
• Professional knowledge of Human Resource Management
• Documented results related to the position’s responsibilities
• Knowledge about own leadership skills/profile
• Fluency in English, both written and verbal

Context/Specific skills, knowledge and experience:

• Knowledge of the context in Somalia and that of Jubbaland
• Knowledge of the Somali language is a must
• Experience with dealing with employee/employer relations, local authorities, and peer organizations

 Behavioural competencies 

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position:

• Handling insecure environments
• Planning and Delivering Results
• Working with people
• Communicating with impact and respect
• Managing performance and development
• Empowering and building trust

Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The Work and Development Plan
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The NRC Competency FrameworkContext related skills, knowledge and experience (shall be adapted to the specific position):
• Knowledge of the context in Somalia
• Knowledge of the local language, Somali
• Strong communication skills, who can build trust and confidently, navigate both internally and externally at different levels.

• What We Offer:Contract period: Until December 2022, with possibility of extensionSalary/benefits: According to NRC’s salary scale and terms and conditions

  Duty station: Kismayo

  NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.