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Logistics, Admin and HR Manager (one position)

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Job Description

Position Title Logistics, Admin and HR Manager (one position)
Duration 12  months contract with possible extension depends on fund availability and performance
Expected Start Date ASAP
Duty Station Mogadishu –Support all DBG activities in Somalia
About DBG DaryeelBulshoGuud –DBG (Community care for all) is a non-political and non-profitable humanitarian relief- and development local organization who works to save lives, promote self-reliance and dignity through human transformation going beyond relief and development. See us www.dbg.so for more information about DBG
Reporting Line Executive Director
Opening period 4th August, 2019 to 10thAugust, 2019
Working Hours 8 hours per day for 5 days  per week
Essential job functions:
TheLogistics,Admin&Manager is member of the Management Team. Under the direct supervision of the Executive Director he/she is fully responsible for the coordination and support of Human Resource/administration and logistics activities within the operation.

Ensure that organization commitment to improving quality and accountability in humanitarian work is upheld with reference to the Sphere Charter, organization Standards and the NGO International Code of Conduct

Job Description
DUTIES AND RESPONSIBILITIES

Reporting to the Executive Director, the Logistics, Admin&Manager will support the human resource department as well as the admin/ logistic department in providing effective and efficient service delivered to the organization.

Specific Duties and Responsibilities:

  • Ensure provision, awareness and practical advice to all staff on DBG Admin, HR and logistic  policies and procedures, and their adherence to them
  • Organize and participate in advertise staff vacancies, assess applications, interview applicants, administer selection tests, prepare reports and make recommendations to management about staff appointments, contracting, orientation and confirmation in liaison with line managers
  • Be responsible for the orientation of new staff, and the sourcing of all staff training programs
  • Coordinate clearance of staff separating from the organization including exit interviews and final dues payments
  • Oversee the personal records of employees on matters such as wages, superannuation, leave and training, and prepare associated management reports arrange and conduct staff training.
  • Ensure maintenance of an effective, efficient and up to date staff records and filing system including contracts, leave, medical, awards, discipline, archiving, etc

·         Plan, direct, or coordinate purchasing, warehousing, distribution, forecasting, customer service, or planning services. Manage logistics personnel and logistics systems and direct daily operations

·         Direct or coordinate comprehensive logistical or reverse logistical functions for procurement life cycles, including, need assessment, acquisition, distribution, internal allocation, delivery and contract management

·         Be responsible for the overall administrative management of Mogadishu office and its guesthouse.

·         Supervise the Human Resource  Officer, Logistic Officer and Cleaners and all other administrative staff.

·          Maintain liaison between the organisation and local authorities (including organising meetings, facilitating the provision and tax exemption forms).

·         Communicate with other DBG offices to provide updates on office and management issues.Ensure timely processing and preparation of the monthly payroll.

  • In consultation with the ED provide technical input and be the focal person  in addressing employee relations issues including staff grievances, disciplinary measures, etc
  • Plan and advise on the staff performance management and appraisal calendar and content

·         Support staff performance appraisals process and ensure its executions is timely as scheduled.

·         Administer and update human resource calendar (HRC) on contract expiry, confirmations of Staff employment and etc

·         Support line managers in produce annual leave plans and follow implementations plans.

·         Issuance of employee identification cards and documentations.

·         Maintain relationship with the landlord and be responsible for the tenancy agreements.

·          Provide staff with details about the travel requirements such as visa requirements and mandatory inoculations required by the Authorities before the travel commences.

·         Ensure the office working environment is conducive and that office equipment is in good conditions and their regular maintenance is conducted.

·         Ensure there is reliable supply of office needs such as stationeries and all other office requirement.

·         Ensure Admin/HR and logistic  audit findings and recommendations are implemented

·         Ensure that all program visitors are properly accommodated in a secure and hospital guest house.

·         Ensure timely payments for goods and services –Suppliers, water bills, electricity bills telephone bills and office fuel are made and receipts of payment received.

·         Be responsible for the overall administrative management of Mogadishu office and its guesthouse.

·         Maintain effective filing system of office correspondences, reports and all other documents.

·         Maintain liaison between the organisation and local authorities (including organising meetings, facilitating the tax forms provision and exemption).

·         Render (administrative) services and support the program and other departments.

·          Ensure that staff members are fully cognisant with and understand all HR policies and procedures in areas of responsibility (e.g. procurements, admin. procedures).

·         Train and clarify to staff office rules and regulations.

·         Communicate with other DBG offices to provide updates on office and management issues.

·         Carry out regular auditing of office and organizational asset to ensure there are no chances of losses due to weaker administration.

·         Ensure the office working environment is conducive and that office equipment is in good conditions and their regular maintenance is conducted.

·         Manage and coordinate efficient and effective systems of office communication.

·         Liaise and cooperate with the local authorities in matters of documentation and administrative issues.

·         Ensure there is reliable supply of office needs such as stationeries and all other office requirement.

·         Brief field staffs and field visitors on administrative policies and procedures.

·         Maintain appropriate filling system for all HR/Administrative and logistic activities, and ensure all reports are systematically managed.

·         Ensure timely payments for goods and services –Suppliers, water bills, electricity bills telephone bills and office fuel are made and receipts of payment received.

·         Supervise and check condition of office equipment and make regular repairs maintenance as essential

·         Work with program team on regular audit of program assets to safeguard organization from losses resulting from fraud, waste and weaker administration.

Other:

Any other duties and responsibilities assigned by the HR/Admin & log Manager that are within the employees’ expertise and experience.

Qualifications & Requirements

·         Bachelor’s degree in HR, logistic or Business administration/ management or its equivalent from reputable university.

·         Post graduate diploma in personnel management is an added advantage;

·         Minimum 3 years’ experience in similar role in a reputable private company, INGO operation.

·         Knowledge of donor purchase and procurement as an added advantage.

·         IT skills in particular MS Office and management database.

·         Technical IT skills, such as networking and problem solving as an advantage.

·         Good interpersonal and communication skills.

·         Excellent people management skills.

·         Highly organized and self-motivated.

·         Knowledge in developing operational work plans preferred.

·         Ability to deliver in a dynamic work environment.

Apply now:

Interested and qualified candidates should send their applications with an updated CV to adan@dbg.so on or before3:00 pm Saturday 10thAugust, 2019

The email subject line should read the title of the applied position, attach key and only most relevant certificates. DBG is an equal opportunity employer, female candidates are highly appreciated. Only shortlisted applicants will be contacted

5. Other information

DBG’s core values are creativity, fairness and honesty. Our staff are passionate about and proud of their work. Teamwork is fundamental to our standards and is demonstrated by taking initiative, assisting others and taking on additional responsibilities / tasks if necessary. We are results driven, committed and motivated to achieve targets and take accountability for our own actions.

 

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