Terms Of Reference For Human Resources Specialist – Consultant – Mogadishu

TERMS OF REFERENCE FOR HUMAN RESOURCES SPECIALIST-CONSULTANT

Duty station: Mogadishu, Somalia  (with frequent travels)

Duration: 6 Months (full time)

Closing Date: 15.05.2023

Human Resources Specialist-Consultant

Introduction:

SOS Children’s Villages International – “SOS CVI” is a Global Federation of National/Member Associations working in 137 countries and territories with focus to provide alternative care for children who have lost parental care, or at risk of losing. SOS Children’s Villages International – SOS CVI, is also known as SOS-Kinderdorf International is an association duly established under the laws of Austria, with its Head-quarter office at Hermann-Gmeiner-Straße 51, 6020 Innsbruck, Austria. SOS Children’s Villages in Somalia is a Member Association of the Global Federation-SOS CVI which has been operational in Somalia after a Country Agreement was signed with Somalia Democratic Republic in October 1983 followed by the approval of the Council of Ministries in 1986. The organization pioneered a family-based approach to the long-term care of orphaned and abandoned children globally, in Somalia, the provision of humanitarian emergency services such as health, nutrition, livelihoods and protection has been the focus since 1991. Despite the challenging dynamics since the collapse of the former government, SOS has made the ultimate sacrifice and ensured to provide non-stop humanitarian services without halting operations for a single day. SOS CV in Somalia currently works in three Federal Member States and the capital city; Banadir Regions (Heliwa, Garasbaley,Kahda, Dharkenley and Daynile districts) southwest-state (Bay and Bakool regions) Hirshabelle State (Middle-Shabelle region). SOS has a zero-tolerance policy on child safeguarding and prevention of sexual harassment and exploitation at work place.

SOS Children’s Villages in Somalia is interested in strengthening its Human Resources Department by recruiting a highly skilled Human Resources Specialist-Consultant to strengthen its HROD Department.

Position Summary:

The HR Specialist- Consultant will work closely with the National Director, department heads and key line managers (including Programme Unit Coordinators), both advising and building their capacity to implement HR actions in all locations in the Association. He/she networks and collaborates with the regional office HROD team as well as fellow HR managers in the regional HR network/cluster to support aligning MA’s HR practices/processes to global HR standards and promote HR best practices in the Association. He/she leads the HR team and works towards a flawless roll-out, participate in Restructuring processes and execution of HR strategies, policies, processes and projects and their translation into locational requirements where necessary.

Objectives

The objectives of the Human Resources Specialist-Consultant are:

• Provide strategic and operational staffing support to the organization.
• Take the lead on employee relations matters within the organization.
• Ensure effective implementation and adherence to performance management processes.
• Support HR development initiatives.
• Support compensation management matters.
• Assist the organization in implementing necessary organizational development changes.
• Ensure compliance of HR administration, data, and business analytics with established policies and regulations.
• Provide support for any other administrative tasks as needed by the organization.

HR specialist responsibilities and duties:

• Provide Strategic and operational Staffing support

• Drive the workforce planning process in line with approved staffing patterns for head office, and Programme locations to ensure optimal staffing levels (under-staffing or over-staffing).
• Update all job descriptions, when necessary, to reflect changes in the work requirements or organizational requirements.
• Lead the selection of new co-workers using professional guidelines and in line with organizational standards.
• Build the capacity of the management team and line managers for professional and safer recruitment in order to ensure recruitment-related risk is mitigated.
• Coordinate induction, orientation and probation for all new co-workers and ensure that they settle in as fast as possible and become productive within the appraisal/adaption period.
• Manage the staff transition and phase-out processes in line with labour legislation requirements and internal standards to ensure minimal legal risk.
• Develop Succession plan policy and tools with the support of the Regional HROD Advisor.
  • Lead Employee relations
• Maintain equity and fairness in all HR decisions and actions through the consistent use of approved HR policies and procedures.
• Establish and maintain an appropriate co-worker feedback loop and address the issues raised by staff.
• Facilitate team cohesion processes such as team building, staff welfare, conflict resolution, appreciative enquiry, staff meetings, staff recognition etc. in line with available resources.
• Professionally guide the application of Grievance handling and discipline handling procedures in line with guidelines.
• Drive the implementation of a productive work environment free of harassment, conflict, inhumane treatment, alcohol and drug abuse, malpractice and crime.
  • Ensure that Performance Management process is effectively in place
• Drive the annual performance management cycle starting from objective setting, through all the midterm review and through to annual appraisals for all co- workers.
• Build capacity of supervisors to carry out effective performance management by training as well as providing updated information on PAT tools.
• Maintain quality of performance management process by reviewing inputs at every part of the performance Cycle and providing support for improvement.
• Undertake performance analysis and prepare management reports that recommend relevant actions to ensure performance is sustained, improved or any weaknesses addressed.
• Provide a strong support and guidance to leadership on how to handle underperformance.
  • Support HR Development initiatives

• Drive the annual HR development cycle beginning from strategic needs assessment, through design and development of learning experiences, implementation and evaluation of learning.
• Ensure that the MA has developed an annual learning and development plan based on the performance management practices and budget availability.
• Manage the HR development budget in line with guidelines and allocate resources in a fair and equitable manner to the benefit of the organization.
• Ensure that there is continuous leadership development, supervisory skills training, competency development, coaching & mentoring and talent management within the Association.
  • Provide support on Compensation management
• Establish the SOS approved job families, grades and compensation management system and keep it updated as it evolves globally.
• Ensure that there is a clear pay policy that is aligned to the SOS CV compensation standards but also the local labour law and local market.
• Develop and maintain an appropriate salary scale in line with guidelines and budget availability.
• Participate in organizational annual, job grading, benchmarking and salary survey exercises to ensure appropriate placement of all jobs in their bands.
  • Support Organisational Development changes
• Lead the design of organizational structure and support the design of programs and activities to enable senior management to design, organize activities, develop job descriptions and allocate people to the right jobs for effective performance.
• Drive implementation of good management and accountability standards across the MA.
• Assist the Leadership in all areas of human resources and organization development as well as on any restructuring projects/plans.
• Keenly monitor local legal compliance and recommend actions to the Leadership/ Regional office.
  • Ensure HR Administration, Data and Business Analytics & Compliance
• Ensure accurate processing of remuneration.
• Ensure data protection and confidentiality with Data Protection Act.
• Support the review and update of HR Handbook/Manual, policies and procedures until they are approved.
• Ensure quarterly HR reporting for regional office use and monthly reporting for national office use and provide adhoc reports as needed by the larger organization.
• Analyse HR related trends and recommend changes to management or advise management on appropriate futuristic actions.
• Develop and implement occupational Health and safety plan, with an appropriate implementation team (OSH Committee of the Association), monitor compliance in line with labour laws and OSH laws and regulations.
  • Support any other Administrative tasks
• Develop an effective internal communication system to ensure staff are updated with relevant organizational information.
• Support the MA’s Leadership on any administrative related task.