Human Resource and Administration Assistant – Baidoa, Somalia

Human Resource and Administration Assistant

• Organization: DRC – Danish Refugee Council
• Location: Baidoa
• Closing Date: 2022-05-11

Background: 

The DRC Somalia Programme is the largest programmes in East Africa region and has been providing relief and development services since 1997. DRC/DDG is among the INGOs with the largest presence in Somalia, with country-wide programmes implemented through six main sub offices in Somaliland, Puntland, Hiran Region, Gedo Region, Bay Region and Banadir Region. Using a human rights framework, the DRC Somalia operations focuses mainly on people who are affected by displacement, including refugees, internally displaced, and migrant.

Overall Purpose of the role

The HR & Admin Assistant is responsible for providing human resource and administrative support to the DRC Baidoa office. S/he works closely with the Human Resource and Administration team leader and the overall Supervision of the Area Manager and relevant staff to ensure processes are executed in a well-coordinated, well-informed and timely manner. S/he is responsible for running of day-to-day HR & Administrative activities in Baidoa Office

Responsibilities:

• Ensure personnel files are complete and updated while ensuring adherence to highest levels of confidentiality
• Participate in the recruitment process in Baidoa to ensure compliance with DRC hiring procedures as outlined in the HR Manual as well as preparation for contracts for incoming staff.
• Receive new employees and conduct preliminary orientation in HR and DRC Code of Conduct
• Ensure all new staff are added to the medical & accident/injury cover by updating the insurance lists and invoices processed for the service providers.
• Supports the HR & Admin Team leader in carrying out and archiving staff recruitment, as well as maintaining a preferred-candidates roster in Baidoa.
• Assist the HR & Admin Team leader in coordinating the objective setting/mid-year review and annual performance appraisal exercise. Liaise with relevant supervisors to ensure all the relevant appraisal forms /documents are submitted in a timely manner
• Ensure all staff and visitor are briefed for administrative procedures and system in place.
• Liaising with cleaners ensure the compound living environment is clean ad tidy.
• Assist in administering exit interviews and monitor clearance by exiting staff.
• In liaison with the field offices, ensure all area field offices are tracking and maintaining an updated leave schedule/plan and ensure complete documentation for movement at all times.
• Assists with completion of necessary reports or compilation of HR/Administration information as requested
• Ensure that probation objectives and reviews are carried out in a timely manner and that managers are tasked to act on arising concerns.
• Ensures up-dating and distribution of area office staff lists on a monthly basis.
• Take personal responsibility for correcting staff concerns promptly and un-defensively respond staff concerns ensuring they are aware of actions are being taken explaining rationale for decision/outcomes and become involve in staff decision making process, while remaining objective and impartial and upholding the ethical principle of Danish Refugee Council.

Compliance/Payroll & Administration:

• Assist in preparing documentation for work permit/visa applications for expatriate staff and follow up with the DRC Agent; ensure that expat documentation is well archived and maintained up to date at all times
• Assist in preparation of payroll and ensure that all payroll changes are shared with the HR /Admin Team leader every month.
• Assist with completion of necessary reports or compilation of HR/Administration information as requested
• Supervise office premises while keeping all the lease agreement.
• Directly responsible
• Ensure utilities bills invoices (Hotel, rent and payment) are paid on timely manner.
• Any other relevant tasks assigned by the direct supervisor.

Experience, Education and technical competencies: (include years of experience)

• Minimum of 1 years’ experience in a similar position with an international organization preferably in Somalia context.
• University Diploma in Business /Administration
• Good command of spoken and written English and Somali.
• Excellent organizational skills, self-motivated, proactive and able to accomplish set deadlines.
• Very honest and trustworthy person
• Good computer skills – especially Excel spreadsheets and able to work with Formulas, Power Point and Word.
• Willing to travel and can work under pressure

Languages:

• Fluency in written and spoken Somali & English. Fluency in local spoken Language

ABOUT YOU

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Conditions

Availability:         June 2022

Duty station:      Baidoa

Reporting to:     HR Team Leader

Duration:            7 Months with possibility of extension based on performance and funding

Contract:          This position is graded as Band NM-I2 for qualified national staff and the terms of employment will be in accordance with DRC terms for national staff.

The position is open to NATIONALS ONLY

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics.

Commitments

DRC adheres to the Core Humanitarian Standards. All staff are required to contribute to the achievement of these standards.

DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework.

For general information about Danish Refugee Council, please visit www.drc.ngo

Application:

Interested and qualified internal candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post. We only accept applications sent via our online-application form on www.drc.ngo under Vacancies.

​If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport

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