HR & Administration Manager – Hargeisa
- Job category: Management/Leadership
- Post date:8 Jan 2020
- Job expires in: 5 days
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HR & Administration Manager
Location: Hargeisa, WO, SO
Company: Plan International
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
Plan international has opened an office in Somaliland and is in the process of starting programmes that focuses on child protection, education and youth economic empowerment programming, working with/through partners and providing technical support to INGOs, Somaliland NGOs and the Government of Somaliland in Plan’s areas of expertise.
Dimensions of the Role
The role provides support in Human Resources Management as well as day to day office administration for Plan International Somaliland. The incumbent will provide expertise in developing the policies, SOPs and other related tools to ensure optimal performance in the relevant units.
Acts as a key member of the Country Management Team, providing effective HR business partnering support for all day-to-day decision making a long-term planning.
Assesses current HR policies and programs identifying areas for improved alignment with business/workforce needs and ensuring provision of services is aligned with business priorities
Developing new HR policies to address emerging workforce issues in terms of compensation, rewards and or workforce environment
Responsible for developing and implementing a HR strategy which will support the delivery of the Country Strategy and Program Unit Long Term plans, and reflects regional and global HR strategy / direction
Responsible for the implementation of effective, efficient and compliant HR systems which meet the needs of total number of staff and managers, are fit for purpose and are in full compliance with all relevant Plan policies
Responsible for ensuring full compliance with all relevant organisational and statutory policies, procedures and law and that the local Staff Handbook is regularly updated to reflect changes.
Supports grants growth by working with colleagues to ensure optimal cost recovery of HR needs is achieved through involvement at proposal writing and during implementation. In addition, the CHRM must ensure the HR elements of any grants proposal are consistent with local labour law and all relevant costs have been included
Ensures that all recruitment and selection processes are timely, transparent and fair, observing equal opportunities and Plan’s Gender and Child Safeguarding policies and works towards achieving a diverse workforce which will support the delivery of Plan’s goals while ensuring effective contract management
Plans effective induction and orientation materials and events to ensure new staff know about Plan and are able to reach full functionality in minimum time
Support in development of Plan International Somaliland HR Manual that reflects Plan Global policies or changes to local employment law and that all staff are aware of it and can access it in a local language
Ensure that all global policies related to performance management are adhered to, including the mandated timetable for the process
Prepares salary scales and benefits packages based on NGO Local Pay Surveys (Birches Group), analyses survey results and advises management in line with Global Policy and available budget, seeking to ensure that Plan remains competitive in the local labour market
Oversee timely payroll preparation to ensure minimal errors and compliance with local tax, social security etc
Acts as an effective member of the regional HR network and global HR team, proactively sharing good practice across boundaries and providing advice and support to HR colleagues or input into global / regional projects as requested
Effectively identifies, monitors and manages HR risks and opportunities related to the delivery of Plan International’s goals, including all HR related Child Safeguarding risks
Provides effective leadership, line management and development of HR staff team
Responsible for ensuring that the HR team is fully prepared to provide effective emergency HR support
Provides leadership on training, learning and development
HR Budget responsibility
Develop and implement administrative processes including internal controls
Monthly and quarterly administrative reports in line with established compliance standards.
Review of all administrative components of all financial transaction documents before project commitments and payments are made.
Set up and management of project administrative file documentation system in the office, including supporting same for partners.
Coordinate all HR related matters with support from the Country Office, including ensuring staff understanding and compliance of the staff and procurement manuals.
Develop and update inventory data base monthly for all assets including partner assets where applicable.
Facilitate the procurement and tendering process.
Regularly conduct market scans to review the prices for goods and services and to ensure Plan Somaliland is getting value for money from the pre-qualified suppliers.
Update and review the availability of a (preferred) Suppliers List and pricelist following a standard articles collection/assortment.
Update Office fixed asset and stock inventories systems and register
Lead vehicle management policy and ensure compliance
Support preparation of service contracts and ensure all policy documents for Plan International are included
Support Safety and Security Manager the development
Lead travel arrangements, visa, permits, alien registration for staff and visitors
Review country visitors’ pack/guide
Facilitate reviewing and the development of operational forms
Maintain good working relationship with vendors and consultants.
Dealing with Problems/Risks in the position
Often required to influence others outside of line management relationships.
Required to balance operational and strategic demands of the role.
Required to remain objective and neutral at all times and not get emotionally involved, sometimes in stressful situations.
Required to synthesise and analyse feedback from a wide range of external actors (including NGO HR Forum, Ministry of labor, national surveys).
Required to work collaboratively and cooperatively with a wide range of stakeholders.
Required to support change processes objectively and with no self-interest
Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
A member of the Country Management Team: collaborating with other functions-sponsorship, finance, program, operations to ensure that HR processes are integrated and aligned.
Regional Office: HR & OD Partner / team will provide technical HR support as required.
International Headquarters: IH HR team for technical support on global projects, global policy, Child Protection reporting, international recruitment etc.
Local labour ministry
Local NGO HR forum
Local Labour Lawyers
Technical expertise, skills and knowledge
University degree in Human Resources, Social Science, Logistics, Procurement and supplies management, Administration, or Business management field with 7 years of practical experience in similar position
Professional qualification and membership in Human Resources Management
Excellent knowledge of local labour law and its practical application in the workplace.
Clear exposure to insecure and conflict or post conflict environments
Demonstrated relevant progressive experience in HR and Operations
Deeper understanding of the various Donor grants procurement rules and guidelines
Knowledge of Somaliland’s business/working environment and/or post conflict context would be an advantage
Knowledge of how to develop and implement an effective and aligned HR strategy.
Basic financial acumen and the ability to align HR and Finance / Ops procedures.
Detailed knowledge and understanding of HR policies and procedures, both local and global or the ability to demonstrate these can be learned
Knowledge and understanding of HR issues related to Gender and Child Protection.
Proven skills in leading and managing a HR function at a senior level, including the full range of human resource management activities (recruitment and selection, performance management, development, talent management, reward, employee relations etc).
Ability to negotiate, advocate and influence effectively at all levels of the Country Office and outside of line management relationships.
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
Promotes a culture of openness and transparency, including with sponsors and donors.
Holds self and others accountable to achieve the highest standards of integrity.
Consistent and fair in the treatment of people.
Open about mistakes and keen to learn from them.
Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
Articulates a clear purpose for staff and sets high expectations.
Creates a climate of continuous improvement, open to challenge and new ideas.
Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
Evidence-based and evaluates effectiveness.
We work well together
Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
Builds constructive relationships across Plan International to support our shared goals.
Develops trusting and ‘win-win’ relationships with funders, partners and communities.
Engages and works well with others outside the organization to build a better world for girls and all children.
We are inclusive and empowering
We empower our staff to give their best and develop their potential
We respect all people, appreciate differences and challenge equality in our programs and our workplace
We support children, girls and young people to increase their confidence and to change their own lives.
This position is based in Hargeisa, Somaliland and will require frequent travel to the field on rough roads.
Level of contact with children
Low level: No interaction with children
Closing Date: 21 January, 2020
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy.
As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.
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