Human Resource & Administration Intern – Beledweyne, Somalia

JOB TITLE: Human Resource & Administration Intern   

TEAM/PROGRAMME:  Human Resource/Administration

LOCATION:  Beledweyne

GRADE: Intern

TYPE OF CONTRACT:  National

CHILD SAFEGUARDING: Level 3 – the role holder will have contact with children and/or young people either frequently (e.g. once a month or less) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE: The Administration and Human Resource intern is accountable for providing quality and efficient administrative/HR support to the Somali Programme team, and provide support to the HR/Admin intern in accordance with Save the Children’s corporate policies.

SCOPE OF ROLE:

Reports to: HR/Admin Officer

Dimensions: Save the Children works in 4 regions in Somalia with a current staff complement of approximately 450 staff and current expenditure of approximately GBP 30 million each year

Staff directly reporting to this post:  None.

Under the overall guidance of the HR/admin Officer, the intern is expected to perform the following tasks:

• Help the HR/Admin in Hotel & venue bookings
• Help with staff flight requests
• Ensure new staff, visitors and guest from other SCI programs get office tours upon first day of joining the office
• Help with staff in getting ID cards with in week of their employment
• Process Insurance Cards, Claims, Replacements, lost cards
• Manage the reception of visitors to the office and deal with their requirements and maintain a logbook of all visitors and purpose for their visits
• Perform other related tasks as requested by his/her immediate supervisor.
• Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies.
• Comply with all relevant Save the Children policies and procedures with respect to child protection, Health and safety, fraud, whistle blowing, equal opportunities and other relevant policies
• Coordinate the orientation of new staffs
• Support in the management of annual leave
• Filing of HR documentations (general, leave, etc.)
• Update the monthly staff list.
• Facilitation of interviews, ensure candidates’ names has been submitted to security for gate pass.
• Support with staff recruitment processes; by ensuring candidates have place to sit & have computers if required.
• Administrative support, such as preparing new files for use;
• Assistance with quality control: liaise with candidates to request missing documentation or details in professional history/reference checks;
• Facilitate timely collection of medical cards.
• Any other duties as may be assigned by the supervisor.

Outputs

• Effective administrative support for staff;
• Effective support to newly recruited staff members.

General

·         Comply with Save the Children policies and practice with respect to child protection, code of conduct, procurement and logistics, health and safety, equal opportunities and other relevant policies and procedures.

·         Ensure that all work is carried out in a way that is sensitive to community needs and gender and children issues. In particular to promote the full and equal participation of women and children in all aspects of the work.

·         Within reason, implement additional actions and responsibilities, as requested by your line manager.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

·         Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

·         Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

·         Creates a managerial environment to lead, enable and maintain our culture of child safeguarding

Ambition:

·         Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same

·         Future orientated, thinks strategically and on a global scale

Collaboration:

·         Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters

·         Values diversity and different people’s perspectives, able to work cross-culturally.

·         Ability to take direction.

·         Ability to work in a team environment.

·         Having Communication Skills

Creativity:

·         Develops and encourages new and innovative solutions

·         Cuts away bureaucracy and encourages an entrepreneurial approach

Integrity:

·         Honest, encourages openness and transparency, builds trust and confidence

·         Displays consistent excellent judgement