Team Leader-HR/Administration – Dolow, Somalia

 

• Organization: DRC – Danish Refugee Council
• Location: Dolow (Somalia)
• Grade: Junior
• Occupational Groups:
  • Operations and Administrations
  • Managerial positions
• Closing Date: 2021-01-10

 

 Internal Advertisement

Background

The DRC/DDG Somalia Program is the largest programmes in East Africa region. 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, Hiraan Region, Gedo Region, Bay Region and Banadir Region.

Overall purpose of the role:

The HR Team Leader is responsible for providing human resource and administrative support to the DRC/DDG Dolow office in close coordination with the Area Manager and relevant staff. The HR Team Leader will ensure Human resources and administrations processes are executed in a well-coordinated, well-informed and timely manner. The HR Team Leader is responsible for supervision and on sight running of day-to-day HR &Administrative activities in Dolow, Luuq,  Dhobley, Kismayo and Bellet Hawa offices.
Key Responsibilities:
Human Resources

• Assist Area Manager in developing, establishing, maintaining, archiving and auditing HR and administrative systems.
•    Ensure personnel files are complete and updated while ensuring adherence to highest levels of confidentiality.
•    Monitor and ensure successful completion of staff performance management on DRC Dynamics
•    Lead all national recruitment process in the area; ensure compliance with DRC recruitment procedures
•    Prepare staff contracts for new staff in timely manner including preparing and uploading of contracts on Dynamics.
•    Plan, conduct and follow up onboarding/induction of new staff – including Dynamics onboarding and off boarding functions and tasks.
•    Conduct regular Code of Conduct training for managers and employees.
•    Ensure implementation of DRC HR policies and procedures; including frequent training to staff on HR policies, raising key issues and trends.
•    Update national staff insurance lists and report on accidents to the Insurance Company on regular basis.
•    Conduct and maintain casual roster list at area level on yearly basis.
•    Lead exit process and monitor clearance by exiting staff in coordination with other support and program departments.
•    Manage leave and absence plans on Dynamics.
•    Ensure HR reports are completed and submitted in timely manner as per HR reporting schedules
•    Under the direction of the Area Manager and working with the Country HR & Admin team, study new government legislation and make recommendations for updating policies in order that they comply with SOM Laws.
•    Ensure all staff have updated job descriptions when issuing new contracts and when changed position(s)
•    Provide professional guidance & support to staff, and advocate for staff so as to ensure that their rights as employees are realized.
•    Ensure technical reviews of HR & Admin documentations before CD approval.
•    Prepare and schedule area level induction for expatriate staff.

DRC Dynamics 

•    Heavy User role in DRC Dynamics (ERP System) – HR module and deliver tasks as per the defined DYN roles and responsibilities.
•    Provide support to area HR Users (HU/LU) in area offices to ensure successful cascading and implementation of DRC Dynamics.
•    Responsible for area DYN master data done on monthly basis and perform administrative tasks on DRC Dynamics (including pending workflows, employee employment and benefit changes).
•    Seek technical support and guidance from country HR Coordinator and Manager – when required.
Administration

•    Oversee offices and guesthouses functionality ensuring proper and timely maintenance.
•    Responsible for work permit/visa applications for expatriate staff.
•    Create and maintain a robust filing system, including the archiving of key documents.
•    Process all necessary agreements, permits and licenses necessary for DRC’s operations in the area in timely manner.
•    Prepare monthly payroll on the Regional Payroll System and ensure that all payroll changes are captured, reconciled and shared with area Finance and Country HR on timely manner and as per the HR reporting schedules
•    Ensures distribution of area office staff lists on a monthly basis to Area Manager and HR & Admin Coordinator
•    Supervise and provide technical support to the HR & Admin team in the area, base and field sub-offices.
•    Ensure compliance with DRC/DDG & donor procedures and that cost effective processes are employed at all times.
•    Ensures completion and submission of necessary Admin reports in timely manner and as per HR Reporting schedules.
•    Participate in areas monthly and ad hoc meetings such as area Team Meeting, area BFU meetings, area Project Kick off, area Quarterly meeting etc.
•    Ensure all Administration budgets are utilized effectively and before grant closure. Follow up on under/over spending.
•    The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.
Contract Process

•    Ensure offer letter / contract request is completed and forwarded to CO HR & Admin team.
•    Ensure that the employee receives and sign contractual documents on time and as per recruitment plan.
•    Ensure the original signed contract document is filled in soft and hard copy.
Contract of Casual & Temporary

•    Review/support HR staff in the areas to draft casual & temporary contracts before approved by AM.

On-boarding

•    Prepare orientation schedule for new staff, both International- and National Staff
•    Ensure general DRC Induction is given in collaboration with Area Manager.
•    Briefing in terms of HR /Admin procedures and mandatory documents.

Other

•    Ensure memos from CD/Ops Director/AM are announced and distributed in a timely manner.
•    Collaborate with AM in organizing seminars, meetings and other events at location.
•    Assist in inquiries from delegates.
•    Ensure taking minutes of events if required.

Local Legislation/Taxes

•    Ensure all staff taxes and legislative obligations are paid and done on time as per the government deadlines.

Education, Experience and technical competencies.

•    Bachelor’s degree in Business Administration/HRM. Advance degree in Human resources is an added advantage
•    Minimum of 4 years’ experience in a similar position with an international organization preferably in Somalia context.
•    Excellent organizational skills, self-motivated, proactive and able to accomplish set deadlines.
•    Very honest and trustworthy person.
•    Willing to travel and can work under pressure.
•    Good problem solving and social skills and creative, to think of alternative solutions;
•    Strong organizational, interpersonal and communications skills;
•    Proven ability to prioritize tasks and meet deadlines
•    Stable and robust character and a good team-player
•    Excellent communication skills
•    Hands-on experience/skills in MS Office applications.
•    Good computer skills – especially Excel spreadsheets and able to work with Formulas, Power Point and Word.

ABOUT YOU

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

•    Striving for excellence: You focus on reaching results while ensuring an efficient process.
•    Collaborating: You are a strong networker and enjoy working with many different types of stakeholders, you involve relevant parties and encourage feedback.
•    Taking the lead: You take ownership and initiative while balancing the role of advisor and taking leadership
•    Communicating: You write and speak effectively and honestly and display political and cultural sensitivity, including ability to adapt well to local cultures
•    Demonstrating integrity: You act in line with our vision and values.

Conditions .

Availability:             February,2021

Duty Station:        Dolow.

Reporting to          Area Manager.

Duration                Five month with possibility of extension based on funding and performance

Contract               Salary and conditions in accordance with the Danish Refugee Council’s Terms of
Employment Band Manager Level G.

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 has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html).  All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.

Applications 

Interested and qualified internal candidates who meet the required qualifications and experience are invited to submit their updated Cv and  cover letter clearly stating their motivation and qualifications.We only accept internal applications sent via DRC online application form on www.drc.ngo under vacancies.

Please forward the application and CV, in English through the online application on www.drc.ngo  under Vacancies not later than 10th January 2020.

APPLY NOW