6 Sep 2019

HR and Administration Manager

Job Description

Vacancy Announcement

Concern Worldwide is an international non-governmental humanitarian organization dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries.

Applications are invited from suitably qualified candidates for the following position:

Job Title: HR and Administration Manager
Reports to: Systems Director
Liaises with: All programme staff, Nairobi-based HR & Admin Coordinator
Direct Reports: Officers  (Admin, Security) and HR Assistant
Job Location: Mogadishu with frequent visits to other programme locations
Contract Details: Two years but extendable
Job Summary:

 

The purpose of the post is to manage HR and Administration functions for Somalia programme and at the same time assume responsibility for the two Concern offices in Mogadishu and related administration work. The incumbent will work with Mogadishu staff and the SFG to ensure that organization’s security management plan and procedures are updated regularly and known to staff.  The incumbent will also assist in building relations with relevant ministries and offices in Mogadishu, and at the same contribute to efforts aimed at maintaining positive public image and good reputation of the organisation within stakeholders.
Main duties &

Responsibilities:

 

Human Resource (under the guidance of the HR & Admin Coordinator):

  • Lead and coordinate recruitment of national staff. Support programme managers/coordinators in identifying staff needs in each programme through a HR planning process.
  • Ensure orientation of all new national staff takes place in time.
  • Reviewon-going staff development through the Performance Review system, provide regular feedback to the senior management team on the progress of staff development
  • Assist in reviewing country HR  policies & procedures and ensure compliance with Concern’ global HR policy and the country’s labour law
  • Support periodic national staff salary surveys/reviews and share any observations
  • In collaboration with programme budget holders, contribute to staff budgeting process
  • Ensure HR records are up to date and well secured
  • Visit field offices to monitor HR policy implementation and compliance to legislations
  • Responsible for issuing contract to new staff and renewal of existing ones where applicable
  • Translate relevant HR documents and communications to Somali language to benefit staff who do not read/write English
  • Advise/mentor programme managers on good HR practices
  • Advise senior management and line managers on grievance  and disciplinary procedures
  • Ensure proper implementation Concern’s illness policy. Monitoring the performance of the staff medical cover provider and act as a focal point for issues relating to staff medical cover.
  • Monitor any changes to Government legislation affecting staff, and ensure dissemination of such information to senior management
  • Coordinate with other humanitarian agencies in the country to keep pace with the developments on HR practices in the sector
  • Update on payroll related issues (leavers, joiners, promotions, deductions, etc.) to finance on monthly bases
  • Coordinate completion of staff time sheets and ensure their timely submission  to finance
  • Liaise with and share relevant HR information with Hargeisa based Operations Manager consistency
  • Participate in HR humanitarian forums where necessary

Administration:

  • Oversee the effective and efficient day to day admin functions of Mogadishu offices
  • Provide guidance and assistance required in the arrangement of staff workshops, hotel and escort bookings.
  • Manage staff travel ensuring cost effective arrangements and adherence to Concern’s travel and Security policy.
  • Manage the process of obtaining work permits and visas for international staff in-country and visas for national staff as and when required in other countries.
  • Preparation and management of the administrative budget for the Mogadishu Offices
  • Manage the organization’s assets by maintaining an asset register and compiling periodic inventory counts and reports.
  • Ensure legal requirements of the government are complied with (registration, taxation, etc)
  • On annual basis, ensure timely renewed of registration certificates

·         Ensure office lease agreement and contract for utilities are drawn and renewed in a timely manner. Also ensure that due payments of the same are made on time.

·         Ensure the team house facilities are in good order and conducive to living by the occupants and visitors of the programme.

Safety and Security Management:

  • Be an active member in the Mogadishu office Security Focal Group (SFG).
  • Support regular updating and adequate implementation of the Security Management Plan (SMP) and its Standard Operating Procedures (SoPs).
  • In conjunction with the Safety Focal Group (SFG), monitor implementation of the SMP by all staff, identify gaps and initiate corrective actions.

·         In conjunction with the Safety Focal Point (SFP), ensure SFG meetings organised, minutes compiled, circulated and follow up takes places as agreed.

  • In conjunction with SFP, ensure that the emergency call tree is activated when major incident occur in Mogadishu and other operational areas and keep the CD/SD informed on status.

·         In consultation with the SFP and SD when necessary, provide (through real time information, phone calls and other means to receive information from reliable sources) security clearance requested by staff for visits to Mogadishu office.

·         Ensure that all new staff and visitors receive appropriate security briefing.

·         Ensure the security of KM 5 office compound is managed effectively (gaps identified) in line with SMP and SOP.

  • Facilitate staff evacuation in emergency situations and staff in critical medical condition

·         Maintain close contacts with relevant stakeholders to develop a network and build relationships with and to share or gather reliable security information.These include but not limited to government, (I)NGO’s, INSO, UN, Concern’s local partners, communities, etc.

Public Relations:

·         Provide supportin the organisation of coordination meetings with relevant government ministries and regional administration to make them informed on Concern’s operations.

·         Represent Concern in external meetings in country when requested to do by the relevant senior management

Responding to Emergencies:

·         Participate and contribute as necessary towards Concern’s Emergency response when necessary

Other duties:

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

·         Concern Code of Conduct & Associated Policies

·         To adhere to the standards of conduct outlined in the Concern Code of Conduct & Associated Policies

·         To support and promote the standards outlined in the Concern Code of Conduct & Associated Policies to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.

·         To contribute to the establishment of preventive measures to reduce the potential for abuse and exploitation in Concern’s programme

Person specification:

 

Requirements Desirable:

·         A post graduate degree or its equivalent in management (qualification in Human Resource Management is an advantage)

·         Minimum of five (3) years’ experience in the HRManagement. Previous work experience with an international NGO in a similar capacity is an advantage.

·         Proven influencing and negotiating skills with internal and external audiences including in complex and stressful circumstances.

·         Ability to advice and support staff in a consultative and continuous manner.

·         Excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities. Must be organised and efficient.

·         Willingness to travel at short notice, and often in difficult circumstances.

·         Commitment and sympathetic to Concern’s goal, values and principles

·         Knowledge of computers: word processing, excel and database management packages.

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 application (cover letter, updated CV and contacts of 3 professional referees) by email to som.vacancies@concern.net with the subject of the email as “Application for HR and Administration Manager by Thursday, 19th September 2019.

ONLY shortlisted candidates will be contacted for interview.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.
Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland.

 


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