Human Resources Expert (JNKE) – Mogadishu, Somalia

Job description

Terms of Reference

Position Title: Human Resources Expert (JNKE)

Duration: 6 months

Location: Mogadishu

The EU ‘TA to Advancing financial accountability in Somalia’ is recruiting for Human Resources adviser to support the Office of the Auditor General, of the Federal Republic of Somalia (OAGS) for a period of 6 months.

Background

The Office of the Auditor General of the Federal Republic of Somalia (OAGS) has a mandate to conduct audits across all federal public institutions including ministries, departments, agencies (MDAs), and enterprises where the Federal Government has controlling interests, as stipulated by the Law of the Office of the Auditor General of the Federal Republic of Somalia (Law no. 14).

Since 2018, the OAGS has been strategically enhancing its organizational capacity and professional competencies with support from the INTOSAI Development Initiative (IDI) and AFROSAI-E to establish a more robust HR function. Efforts included support with the development of the HR policy and code of ethics, staff participation in regional and international training programs, creation of Terms of References (ToRs), a Training and Professional Development Plan, Career-path Roadmap, organizational structure, job profiles, and recruitment support.

An assessment was undertaken by the advisors of the EU Technical Assistance for Advancing Financial Accountability in Somalia (EU SFA TA) last year, to provide recommendations for improvement in the project inception report released in August 2023. At the time, feedback from the HRDD highlighted the need for project support to conduct a comprehensive HR assessment, identify crucial areas for improvement, and establish performance appraisal systems similar to those used by other SAIs. In the report, the advisors suggested the deployment of a short-term technical expert to review existing OAGS HR documents and systems and assess the quality of training provided. It was further suggested that the expert would provide on-the-ground technical assistance to the HRDD and also support the development of a staff appraisal system, staff objectives, professionalization, updated job profiles, training staff on the relevant HR systems, and provide training for line managers on their roles and responsibilities under those systems.

OAGS Strategic Plan 2023-2027

The Office initiated its inaugural Strategic Plan, covering the period 2017-2020. Subsequently, an extended Strategic Plan for 2021-2022 was released. Currently, the office is implementing the Strategic Plan for the duration of 2023-2027.

As part of the current Strategic Plan 2023-2027, there is a dedicated goal (Goal 4) for “well qualified and professional staff in a dynamic and inclusive organization” under which the OAGS has identified the following strategic objectives and sub-objectives to improve and strengthen the HR function of OAGS:

•  Objective 1: A stronger organization enabling the OAGS to deliver on its mandate
•  Objective 2: Strong overall HR management of OAGS
•  Objective 3: Training and professional development for all staff

Objectives of this role

The specific objectives are outlined below:

•  Implement the priority strategic objectives for enhanced organizational management, dynamic and well-qualified staff as outlined in Goal 4 of the OAGS Strategic Plan 2023-2027.
•  Undertake a comprehensive organizational review and analyze the structure to ensure clarified roles and responsibilities among departments and units, aligning operations and functions while avoiding duplication or overlap.
•  Assess the HRDD structure and staffing composition, review and update all relevant HR files, documents, and systems to ensure streamlined, digitalized workflows and sufficient documentation aligned with national laws, the law and regulations of the OAGS and international best practices, while identifying potential risks.
•  Review and revise the existing HR policy and code of ethics to ensure they align with national laws, including the Law of the OAGS and the office’s detailed regulations, as well as international standards and best practices.
•  Optimize staff training and development for enhanced effectiveness of training programs and professional development opportunities, ensuring staff acquire necessary leadership skills and professional certifications, and swiftly resume any delayed activities.
•  Build the capacity of HRDD management and staff through on-the-job guidance, continuous learning, tailored trainings, and knowledge transfer throughout the assignment period.
•  Streamline HR processes such as recruitment, onboarding, promotion, incentives, resignation, leave, and disciplinary processes.
•  Establish individual professional development systems, including annual objective setting, staff appraisals, and performance evaluation tools.
•  Foster a supportive environment by establishing robust feedback channels and implementing initiatives that promote staff well-being, prioritize work-life balance, and recognize outstanding contributions.
•  Integrate gender mainstreaming and foster an inclusive workplace environment.
•  Foster regular collaboration with HRDD, OAGS senior management, and department heads, including the Auditor General, Deputy Auditor Generals, consultants, peers, and partners, for enriched discussions, informed decision making and to promote a comprehensive approach.

Scope of Work

•  The HR expert will undertake the following tasks:
•  Organizational Assessment and Documentation:
•  HR Policy and System Evaluation:
•  Training and Professional Development:
•  Staff Well-Being and Inclusivity:
•  Comprehensive Reporting and Collaboration:
•  Deliverables
•  Conduct a comprehensive assessment of the organizational structure, roles and responsibilities, policies, procedures, contracts, and other relevant/key documents.
•  Update and document the total staffing and departmental allocation within OAGS to maintain up-to-date information on staffing.
•  Develop a comprehensive human resource allocation plan for the HRDD to implement during annual audit planning and other relevant plans or initiatives.
•  Review and refine departmental roles and responsibilities to prevent overlapping responsibilities and ensure clarity and coherence across all functions.
•  Review and revise the existing HR policy and code of ethics to ensure they align with national laws, including the Law of the OAGS and the office’s detailed regulations, as well as international standards and best practices.
•  Provide technical assistance and capacity-building support to enhance HR processes and review the functionality of the Human Resources Management System (HRMS) to assess its effectiveness and identify areas for improvement or enhancement.
•  Propose amendments and mechanisms to streamline recruitment, promotion, incentives, and disciplinary actions, fostering professionalism and accountability.
•  Review and update departmental ToRs and job profiles for all staff, ensuring alignment with the current organizational structure.
•  Review and provide feedback on the structure and procedures of the Training Committee to enhance efficiency and ensure alignment with organizational goals and staff development needs.
•  Provide professional development opportunities for key staff in non-audit areas.
•  Review and update the Training and Professional Development Plan and Career-path Roadmap, including any other relevant professional development resources and activities.
•  Develop an updated plan outlining priorities and activities for professional development, including timelines and mechanisms for annual staff objectives and appraisals.
•  Develop a robust staff appraisal system integrating performance metrics aligned with international SAI standards.
•  Foster a supportive environment by establishing robust feedback channels and implementing initiatives that prioritize staff well-being, promote work-life balance, and recognize outstanding contributions.
•  Ensure equal opportunities for professional growth, fostering a supportive and inclusive workplace environment.
•  Integrate gender mainstreaming initiatives into management practices and organizational development activities.
•  Undertake an in-depth assessment working closely with the HRDD to gather relevant HR data and key documents, and collaborate with departments, consultants, and partners to exchange feedback and share periodic updates.
•  Develop a comprehensive report and work plan for short-term activities to implement and recommendations for long-term improvements identified during the assessment.

The HR expert will deliver the following:

Organizational Assessment and Documentation:

•  Comprehensive report on organizational review outlining clarified roles and responsibilities, policies, procedures, contracts, and key documents.
•  Recommendations for improvements based on assessment findings.
•  Finalized organizational structure document outlining clarified roles and responsibilities across departments and units.

Updated HR Policy and Code of Ethics:

•  Updated HR Policy and Code of Ethics aligned with applicable national laws, including the Law of the OAGS and the office’s detailed regulations, as well as international standards and best practices.
•  Preparation and documentation of workshops and training sessions delivered by HRDD for staff on key HR functions and workflows.

Enhanced HR Management System:

•  Implemented enhancements to the HRMS based on assessment recommendations.
•  Demonstrated proficiency of HR staff in utilizing updated HRMS functionalities.
•  Enhanced and secured HR databases with up-to-date information.

Training and Professional Development Plan Implementation:

•  Proposed implementation of the updated Training and Professional Development Plan.
•  Implemented standardized training processes and procedures, ensuring equitable opportunities across all audit and non-audit functions.

Staff Appraisal and Performance Evaluation System Implementation:

•  Implemented a staff appraisal system with defined performance metrics.
•  Documentation of training sessions conducted for senior management and staff on utilizing the new appraisal system.

Staff Well-being and Inclusivity Initiatives:

•  Implemented initiatives to enhance staff well-being, promote work-life balance, and recognize outstanding contributions.
•  Enhanced communication and feedback mechanisms to monitor staff engagement and satisfaction.
•  Integration of gender mainstreaming initiatives into daily organizational practices.

On-the-Job Guidance and Capacity Building:

•  Records demonstrating ongoing on-the-job guidance provided to HRDD staff.
•  Training session schedules and materials used for capacity building of HR management.
•  Regular feedback exchange and implementation of day-to-day activities.

Streamlined Recruitment and HR Processes:

•  Updated and streamlined processes for recruitment, onboarding, promotion, incentives, leave, and disciplinary actions.
•  Monitoring reports indicating adjustments made based on initial feedback and outcomes.
•  A comprehensive induction and onboarding program.

Internal Training and Collaboration with OAGS and Key Stakeholders:

•  Design and conduct tailored internal trainings for OAGS senior management, encompassing both audit and non-audit staff.
•  Document comprehensive minutes of all training sessions and develop actionable points for circulation.
•  Establish and maintain a structured schedule for regular meetings with key OAGS and external stakeholders, ensuring thorough documentation and follow-up of discussions.

Reporting and Review

The HR expert will report technically to the Auditor General, and administratively to the EU SFA TA Team Leader.

•  Assessment Report: Detailed assessment report outlining findings related to organizational structure, roles, responsibilities, policies, and key documents.
•  Bi-weekly Progress Reports: Regular updates every two weeks summarizing progress, challenges encountered, and outlining next steps for each deliverable.
•  Implementation Plan: Detailed plan outlining the timeline, activities, responsibilities, and resources required for executing each deliverable.
•  Final Outcome Report: Comprehensive report at the conclusion of the assignment, documenting achieved outcomes, impact on HR function enhancements, and providing recommendations for sustainability and ongoing improvements.

Job requirements

Duration and Timing

The assignment is expected to be conducted over two quarters totaling six months, starting from Quarter 4 of 2024 (1^st October 2024 – 31^st December 2024) to the end of Quarter 1 of 2025 (1^st January 2024 – 30^th

March 2025).

The assessment phase and initiation of outstanding or routine activities are scheduled for Quarter 4 of 2024, followed by the implementation of short-term activities based on the assessment outcome in Quarter 1 of 2025.

Skills and Qualifications

To successfully execute the terms of reference and deliver the outlined objectives, the HR expert should possess the following skills and qualifications:

•  Master’s degree in Human Resources Management, Organizational Development, Public Administration, Business Administration, or a related field.
•  At least 7 years of experience in human resources management, organizational development, and capacity building, preferably within public sector institutions or Supreme Audit Institutions (SAIs).
•  Experience in conducting organizational assessments, developing HR policies, and implementing HR management systems.
•  Proven track record in designing and delivering training programs for staff.
•  Experience in fragile or developing contexts is highly desirable.
•  Knowledge of HR best practices, international standards (e.g., INTOSAI), and relevant national laws and regulations.
•  Proficiency in using and enhancing Human Resources Management Systems (HRMS).
•  Strong analytical skills for assessing HR documents, policies, and systems, and providing actionable recommendations.
•  Expertise in developing and implementing staff appraisal and performance evaluation systems.
•  Excellent communication and interpersonal skills to engage with senior management, staff, and stakeholders.
•  Strong leadership and team-building abilities for fostering a collaborative and inclusive work environment.
•  High level of cultural sensitivity and adaptability to work in a diverse and dynamic organizational context.
•  Proficiency in report writing, with the ability to produce clear, concise, and comprehensive reports and documentation. Fluency in Somali and English, both written and spoken; knowledge of Arabic is an advantage.
•  Relevant professional certifications (e.g., PHR, SPHR, CIPD) are desirable. Other professional certifications are an added advantage.

Application Process

Interested candidates are invited to submit their application by COB 3^rd September 2024. The selected candidates are subject to the review and approval of the Auditor General.

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