28 Nov 2018

HR and Administration officer

Job Description

JOB TITLE:  HR and Administration officer
TEAM/PROGRAMME:HR and Admin LOCATION:  Baidoa
GRADE: 4                    TYPE OF CONTRACT:  Somali National
CHILD SAFEGUARDING: Level 3:  the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:

The Human Resource and Administration officer is accountable for providing quality and efficient HR and Administration support to the Baidoa Programme team, and provide support to the Field Manager in accordance with Save the Children’s corporate policies.

The HR and Admin Officer is part of support services in CSS team and responsible to provide effective & efficient administration and human resources services.

You will ensure efficient operations and procedures at the Baidoa field office in order to ensure organizational effectiveness and efficiency. This will include management of SCI’s HR and Administrative policy implementation, maintenance & management, lease agreement management, Manage guest house and office premise and, provision of efficient and proactive administration support and other HR support activities at the field office level.

SCOPE OF ROLE:

Reports to: Field Manager-Baidoa

Technically reports to: Area HR/Admin Manager – CSS

Dimensions: Save the Children works in 3 regions in Somalia/Land with a current staff complement of approximately 450staff.

Staff directly reporting to this post: HR/Admin Assistant, HRIS Intern

KEY AREAS OF ACCOUNTABILITY

 

Human Resource

§  Responsible in managing all aspects of personnel management and ensure implementing good practices of personal management systems

§  Facilitate all programme recruitments, and providing guidance to recruiting managers, making available all necessary policy documents/references

§  With the help of recruiting manager organizing and planning induction programmes for newly recruited staff and administer their personnel files

§  Ensure that all Managers are well trained to use Taleo for all recruitments.

§  Lead in Oracle HR and ensure all staff are well trained and supported in using the system

§  Take the lead implementing performance management, including performance management information in the staff inductions, and support all line managers work with their team member develop Annual goal setting and quarterly deliverables and conduct perform to develop quarterly conversations each quarter.

§  Maintain up to date staff list in the respective Office and report to HR Manager south and central on monthly basis changes of staffing

§  Processing of Baidoa staff’s monthly payrolls and ensure this is shared with HR Manager every month.

§  Support Field manager and produce an annual leave plans for staff and follow up the implementation plans

§  Process and document sick leave requested, ensuring that doctor’s certificate is provided for all sick request that is more than one day

§  Ensure all exiting staffs undergo through the exit clearance process and exit interviews.

§  Ensure that all staff comply with Save the Children corporate policies and procedures, including the CSP, Code of Conduct, Fraud and dishonestly policy, whistle blow, harassment, Security, Health and Safety.

§  As an employee of Save the Children you are required to comply with the practice and principles as stated in Save the Children’s Child Safeguarding Policy either in the course of your employment or in your private life. By signing the Declaration of Acceptance Form and the general Code of Conduct.

§  Actions undertaken solely, or participated in by you, which seriously contravene the principles of this policy either in the course of employment or in your private life, may be considered to be gross misconduct, [constituting automatic dismissal] depending on the facts of the case.

§  Comply with all relevant Save the Children policies and procedures with respect to child safeguarding, the Code of Conduct, Health and safety, fraud, whistle blowing, equal opportunities

Core Administrative management responsibilities at Baidoa Office

§  Management of Administration issues about the field office staff members to ensure peak performance that includes high ethical standards; excellent team work and overall efficiency.

§  Manage and monitor guesthouse   accommodation status on daily basis

§  Regularly provide adequate support including liaising with Human Resource on the appropriateness of current staffing levels.

§   Manage quality implementation of administrative policies and procedures that comply with SCI standards and quality framework.

§  In collaboration with the Field manager and HR coordinator and represent SCI at administrative, INGO or government forums, ensuring professional liaison with various authorities.

§  Ensure a safe; secure and professional workplace.

§  Monitoring of administrative expenditure factored in the administration budget to ensure cost effectiveness and prepare monthly reports for the same.

§  Ensure that all new staff in the field office receive an induction on Administration systems and procedures.

§  Co-ordinate the renewal of the leases of office premises and guest houses

§  Supervises, coaches and conducts performance reviews of staff members under her/his supervision

COMPETENCIES AND BEHAVIOURS

Delivering Results (Skilled)

  • Delivers timely and appropriate results using available resources
  • Takes responsibility for their work and its impact on others
  • Plans, prioritises and performs tasks well without needing direct supervision
  • Understands the link between their work and the organisation’s objectives

Developing Self and Others (Skilled)

  • Shows awareness of their strengths and limitations and actively takes responsibility for their development
  • Seeks out feedback to understand their areas for improvement
  • Actively shares knowledge and experiences with others

Applying Technical & Professional Expertise (Skilled)

  • Delivers work that reflects a good knowledge and application of technical and professional standards
  • Keeps up to date with trends in their work area
  • Maintains ethical and professional behaviour in accordance with relevant codes of conducts

Working Effectively With Others (Skilled)

  • Actively listens to new and different perspectives and experiences of those they work with
  • Proactively supports team members and trusts their capabilities
  • Demonstrates understanding of their skills and how they complement those of others within diverse teams and groups
  • Clarifies their role and responsibilities within the team to maximise impact

Communicating With Impact (Skilled)

  • Actively listens and seeks to understand before being understood
  • Ensures communications are concise and well-structured
  • Shares appropriate relevant and timely information with others
  • Prepares effectively for meetings
QUALIFICATIONS AND EXPERIENCE

Essentials

  • University degree or higher diploma in Human Resource, Business Administration, Secretarial Science and or Office Management.
  • Minimum of Three years of experience as a Human Resource, Administration or in similar fields.
  • Previous experience of working/using HRIS
  • Strong planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities;
  • Resourcefulness and creativity in developing the role of administration and ensuring the most effective support.
  • High level of maturity, and strong people management skills, with experience in a multicultural and diverse team;
  • Complying with and promoting all Save the Children International Global policies such as Child Safeguarding, Whistle blowing, Anti Sexual Harassment and Bullying, Fraud, and Health and Safety.
  • Good English Language Command.

§  Good computer and writing skills.

  • Ability to work under pressure to meet tight deadlines.
  • Excellent interpersonal and written and oral communication skills
CHILD SAFEGUARDING POLICY:

Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SCI must sign the Child Safeguarding – Declaration of Acceptance  Form] and comply with the SCI’s Child Safeguarding Policy which is a statement of SCI’s commitment to preventing abuse and protecting children with whom it comes into contact.

This extends not only to children with whom SCI and its partners work directly, but also includes children whom staff are responsible for.  SCI believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children International’s Code of Conduct sets out the standards which all staff members must adhere to.

EQUAL OPPORTUNITIES STATEMENT

Save the Children is committed to supporting performance based career progression for female employees. The following are additional benefits which applies to successful female candidates

·         16 weeks of maternity leave subject to certain length of service conditions

·         Increased health and dependence allowance

·         30 days of annual leave excluding weekends [Fridays]

CODE OF CONDUCT

Because Save the Children’s work is based on deeply held values and principles, it is essential that our commitment to children’s rights and humanitarian principles is supported and demonstrated by all members of staff. Save the Children’s Code of Conduct sets out the standards which all staff members must adhere to.

Declaration of commitment:

I …………… understand and agree to undertake my responsibility in accordance with the above listed accountabilities/activities and also abide the terms and conditions of the contract

Signature: ………………..                                                                     Date: ………………

 

Author:SCI

Human Resource/Admin Officer- Baidoa– SomaliNationals Only

Save the Children is the world’s leading independent organisation for children. We work in 120 countries. We save children’s lives; we fight for their rights; we help them fulfil their potential.

We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.

We have over two million supporters worldwide and raised 1.9 billion dollars last year to reach more children than ever before, through programmes in health, nutrition, education, protection and child rights, also in times of humanitarian crises.

Following a major transition, our international programmes are now delivered through a merged operation with 15,000 staff, managed through seven regional hubs and reporting to a relatively small, central office. We’re changing to become more efficient, more aligned, a better partner, a stronger advocate, a magnet for world-class people and relevant for the 21st century.

Role Purpose:

The Human Resource and Administration officer is accountable for providing quality and efficient HR and Administration support to the Baidoa Programme team, and provide support to the Field Manager in accordance with Save the Children’s corporate policies.

The HR and Admin Officer is part of support services in CSS team and responsible to provide effective & efficient administration and human resources services.

Contract Duration: 1 Year with the possibility of extension

Location: Baidoa- Somalia

Qualifications and Experience

  • University degree or higher diploma in Human Resource, Business Administration, Secretarial Science and or Office Management.
  • Minimum of Three years of experience as a Human Resource, Administration or in similar fields.
  • Previous experience of working/using HRIS
  • Strong planning, coordination, and reporting skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities;
  • Resourcefulness and creativity in developing the role of administration and ensuring the most effective support.
  • High level of maturity, and strong people management skills, with experience in a multicultural and diverse team;
  • Complying with and promoting all Save the Children International Global policies such as Child Safeguarding, Whistle blowing, Anti Sexual Harassment and Bullying, Fraud, and Health and Safety.
  • Good English Language Command.
  • Good computer and writing skills.
  • Ability to work under pressure to meet tight deadlines.
  • Excellent interpersonal and written and oral communication skills

Please apply in English saving your CV and covering letter as a single document. To see a full a job description, please visit our website at www.savethechildren.net/jobs

https://stcuk.taleo.net/careersection/ex/jobdetail.ftl?job=1800007W&lang=en

Applications will be closed on 11th Dec 2018

We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse. Employment is subject to our Child protection standards including background checks and adherence to our Child Safeguarding Policy

Save the Children is an equal opportunity employer and seeks to employ and assign the best qualified talent.

Disclaimer:

Save the Children International does not charge any kind of fee at whichever stage of the recruitment process and does not act through recruitment agents


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