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HR and Admin Assistant

  • Anywhere
  • Full-Time

Job Description

Vacancy Announcement

HR and Admin Assistant – Mogadishu Office

Job Title: HR and Administration Assistant
Reports to: HR/Administration Manager
Job Location: Mogadishu
Contract Details: One (1) year renewable
Job Purpose:

 

Under the guidance and supervision of the HR and Administration Manager, undertakeadministration and HR functions of Mogadishu Office.The HR and Admin Assistant is required to provide quality and efficient administrative/HR support to the Mogadishu office in accordance with Concern Worldwide policies and procedures.
Main duties &

Responsibilities:

 

Administration

ü  Assist in the provision of administrative support required by Concern staff in Mogadishu including but not limited to flight bookings, travel arrangements, organizing office meetings, trainings and workshops, taking minutes of staff meeting and circulating to the relevant staff thereafter.

ü  Initiate/Raise Supplies Requisition (SR) for admin related expenditure (e.g. purchase of office stationary, utility bills, office rent, casual services, repairs and maintenance, etc.).

ü  Ensure new staff, visitors and guest from other CONCERN programs get office tours on the first day of joining the organization.

ü  Organize renewal and signing of office lease agreements, utilities and domestic staff contracts in good time.

ü  Maintain asset/inventory register of Mogadishu office and carry out physical verification for every quarter end.

ü  Assist in the management of Concern guest/team house and ensure that the facility is suitable for visitor’s use.

ü  Assist in ensuringall office facilities and equipment are in good working condition and that any necessary repairs are undertaken immediately.

ü  Keep proper record for utilization of office stationery and supplies.

ü  Maintain up to date filing systemfor both HR and administration functions.

ü  Make all administrative forms available for use by staff.

ü  Carry out any other duties as requested by the Line Manager

Human Resource(HR)

ü  Keep HR documents in proper files with proper indexing system.Files should be kept in cabinetsproperly and in sequence.

ü  Maintain contract files for all staff including contract amendments.

ü  When new staff joins the organization, all necessary documents relating to the new staff should be organized and filedin the employee’s personal file. The file should be archived in an indexed manner.

ü  Assist in the preparation of monthly payroll notification.

ü  Assist the HR Manager/Officer in recruitment processes:- Organizing job adverts, and job interviews; sending invitations to the candidates; prepare offer letters and contracts for successful candidates when requested to do so.

ü  Staff leave management:- proper filing of staff leave plans and leave tracking sheets.

ü  Provide updates on leavers and joiners of the organization on quarterly basis.

ü  Performance management:- follow up with departmental heads and Line Managerson Staff Development Reviews (PDRs) by sending reminders and emails; checking and properlyfiling of  PDRs submitted.

ü  Ensure proper clearance for staff leaving the organization; preparing work certificates for leavers as or when necessary;

ü  Any other duties that may be deemed appropriate to this role.

Responding to Emergencies

ü  Participate and contribute as necessary towards Concern’s Emergency response

ü  Comply with Concern’s health, safety and security guidelines during emergencies

Concern’s Code of Conduct (CCoC) and its associated policies

ü  Adhere to the standards of conduct outlined in the (1) Programme Participant Protection Policy;(2) Child Safeguarding Policy; and (3) Anti-Trafficking in Persons Policy.

Person specification:

 

 

QUALIFICATION AND EXPERIENCE:

ü  Diploma in HR orBusiness Administration or any other related fields

ü  At least 1 year professional experience with INGO’s

ü  Good interpersonal and communication skills

ü  Commitment to working in a team

ü  Good organizational skills and ability to multi-task

ü  Strong computer skills especially spread sheets

Disclaimer Clause

 

This job description is not exhaustive and may be revised by the line manager from time to time.
How to Apply Interested candidates, who meet the above requirements should submit their applications (cover letter, updated CV and contacts of 3 professional referees) by email to som.vacancies@concern.netwith the subject title “Application for HR and Admin Assistant” by Tuesday, 26th November 2019.

ONLY shortlisted candidates will be contacted for the written test and interview.

Female candidates are strongly encouraged to apply.

Concern has Code of Conduct (CCoC) and its associated policieswhich has been developed to ensure the maximum protection of programme participants, especially beneficiaries, from abuse and exploitation, and to clarify the responsibilities of Concern staff, partner organisations, and anyone engaged by Concern or visiting our programmes, and the standards of behaviour expected of them. In this context all Concern staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct of their work in accordance with Concern’s core values and mission.  

Any candidate offered a job with Concern will be expected to sign the Programme Participant Protection Policy and Concern Code of Conduct as an appendix to their contract of employment. By signing the Programme Participant Protection Policy and the Concern Code of Conduct candidates demonstrate they have understood its content and agree to conduct themselves in accordance with the provisions of this document.

Any breach of the Programme Participant Protection Policy and Concern Code of Conduct by employees of Concern during the course of their employment will result in disciplinary action up to, and including, dismissal

 

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