Human Resource Officer – Hargeisa

1. Background

NAGAAD Network was founded in 1997 as the umbrella of women’s organizations operational in Somaliland to advocate for women and children’s empowerment and to work towards achieving an egalitarian society, where women, children, and men are equally significant. NAGAAD currently has representation of 46 women’s organizations across the country.

1. Job Purpose

The Human Resource Officer is primarily responsible for ensuring employee compliance with the NAGAAD Network Human Resource Policies and Procedures, including effective and efficient control of payroll, the individual employee personal files, and records of benefits, various leaves, and administration of various responsibilities related to recruitment, benefits, employee relations, contract management, and termination.

Under the overall supervision of the Administration and Finance Manager, you will be responsible to perform the following major and specific roles and responsibilities:-

1. Specific Roles &Responsibilities:

Administration of recruitment and hiring process:

• Perform NAGAAD Network’s recruitment process and make sure that all recruitment processes are in compliance of NAGAAD

Network’s HR policy and with applicable legal laws and regulations of Somaliland as regards recruitment.

• Prepare and draft placement of job announcement, internal/external, corresponding with candidate, and advising process, while observing requirements of the relevant labor law in Somaliland;
• Assist in the drafting of job description and announcement for vacant jobs, collection of applications, screening applications, and short listing, preparation of written test, interviews, selection, background, and reference check prior to offer letter.
• Manage records, contract of internship /volunteers including their orientations, and facilitate the process of their placement.
• Assist preparation and issuance of accurate employee documentations and
• Perform staff orientation on regular basis including newly recruited staff, and maintains attendance log sheet.

Administration of personal files to the highest level of confidentiality:

• Ensure that the individual employee’s files and records are in compliance with NAGAAD Network’s HR policy and procedures.
• Assist all documentations in the process of recruitment information, job application, short-list, tests/interview and decision for selection and offer are maintained on the individual personal file.
• Perform preparation of probationary periods, job objectives, appraisal and reminding your supervisor some as necessary when the deadlines are approaching.
• Ensures completion of required pre-employment documents (including background checking and reference verification
• Ensures effective contract management and that all employees have current contracts.
• Keeps track record of contract expiry dates and send out timely reminders to employee and Executive Director of upcoming renewals.
• Make sure all personal files are complete and updated all the time, while adhering to the highest level of confidentiality.
• Maintains Human Resources Information Systems including employee’s personal and payroll information, ensuring records are accurate and up to date and
• Maintains and updates employee personnel files.

Administration of documentations and records of leaves:

• Assist and ensure maintenance of all records of the individual employee’s leave taken and balance.
• Ensure maintenance of all records of eid bonus and documentations of I eid bonus taken by each employee.
• Ensure that all documentations of sickness absences, leaves taken, leave remaining are available on the individual file of each employee; and
• Assist and ensure to prevent loss of data and maintain periodical update of pack ups for all employees’ data.
• Maintain effective records of the individual employee benefits and
• Administers all employees’ benefits including leave, travel, allowances, and severance pay in accordance with HR policy and procedures.

Administration of payrolls and terminations benefits:

• Assist the need to maintain accurate payroll with up to date changes as necessary.
• Assist process of preparation of payroll and process payments and provide details of changes affecting salary payments each month;
• Ensures resignation/non-renewal/retirement acceptance letter is prepared in advance, including final pay details.
• Ensures employee completes an exit interview by follow up and scheduling appropriate time and
• Ensure that timesheets of all staff of NAGAAD Network’s offices are received at the end of every month, filling and archiving accordingly.

Performance Management, Employee Development and Training:

• Reviews the probationary period report for new employees and monitors assessments for the period.
• Ensures performance managements documents are completed in accordance with the NAGAAD Network HR policy and procedures, and are kept on the employee’s file.
• Assist development of the individual employee as necessary including familiarization of policies subject to available resource;
• Assist individual employee on safety regulations and timely inform appropriate information s/he needs as necessary; and
• Assist the design and development of periodical staff training on human resource function, obligation of employee, and changes on the code of conduct.
• Ensures that attendance records are completed in accordance with HR policy.

Employee Relations, Communication, Documentation, andReporting:

1. Uphold employee relations, attends grievance and /or disciplinary meetings and document minutes of meetings.
2. Act as an unbiased party and providing guidance to managers and employees.
3. Assist effective communication amongst all departments, Sections, and Units on matters relating to human resource management; and
4. Ensue timely monthly human resource reports and make sure it is in compliance with requirement.