Human Resources and Logistics Officer

Overall, Job Purpose

Responsible for providing general successful HR management and coordination of Logistics transactions and Support Tasks to the Mogadishu Office working closely with the Country Director to ensure that specific Country employment laws and HR policies and procedures of the organization are always observed.

Roles and responsibilities

Human Resource Management

• Responsible for the application of work permits and dependents passes of expatriate staff, including ensuring together with the Finance Manager that all statutory procedures are adhered to.
• Responsible for the visa application process including submission, follow-up, and collection from the embassies.
• Onboarding – in collaboration with the HR in the regional office: develop and execute comprehensive, documented Orientation Sessions to ensure good new employee experience.
• Co-ordinate any recruitment of staff in collaboration with the regional HR**.**
• Ensure that the office registration requirements with governing bodies of the country are met and renewed when due. Lead for all office compliance documentation.
• Leave management – Updating the leave management tool and ensuring the use of leave days in compliance with Somalia labor laws and organizational policies.
• HR Records management and data protection – Maintain systematic HR databases and filing systems (incl. staff lists, leave register, etc.) and update all human resource records & and documentation for the Mogadishu office.
• Payroll-Timelyliaise with the finance department on all human resource changes & and updates.
• Employee relations – In collaboration with Regional HR and other departments focal points: develop initiatives to foster a positive work environment, ensure timely conflict and grievance resolution, and Disciplinary management in line with policy and Labour law.
• Policy review and compliance – Participate in the regular review of HR policies and ensure compliance with labor laws.
• Draft routine correspondence with respect to relevant administrative & and organizational matters.

Logistics support

• Verify purchase requests for items/services and discuss them with the finance department before forwarding them to the Country director for approval.
• Manage the planning and execution of procurement, storage, transport, and distribution of equipment.
• Plan the coordination of distribution arrangements and all administrative aspects of the work of the logistics supply chain.
• Ensure that all aspects of procurement for the county program are done in line with DKH procurement procedures.
• Review contracts and do all the paperwork that is related to procurement and logistics.
• Ensure that DKH policies in regard to all paperwork governing quotation, proposal analysis, payment, and delivery procedure are adhered to.
• Ensure that all assets (all items of purchase value of $250 and above) in Mogadishu are tagged with DKH tags depicting them as DKH assets.
• Ensure that the Somali Crisis Program receives goods and services of the best quality, on time, and at a reasonable price.
• Carry out a market survey once a year of all supplies of different categories of items to ensure that procurement is done from the best available suppliers.
• Source for quotations and prepare CBA as per DKH standards.
• Efficiently send monthly inventory log updates to the Country Director.
• Coordinate procurement, packing, dispatch, and transportation of materials to project areas in close collaboration with the program team.
• Compile annual assets register for submission to the Finance department.
• Ensure that inventory is received back when a staff member leaves the program.
• Ensure that any missing, lost, or stolen assets are tracked and reported to the Country Director.
• Addressing employees’ queries regarding office management issues (e.g. stationery);
• Tracking the utilization of office consumables, and order consumables when needed;
• Liaising with facility management vendors, including catering and security services

Skills and Competencies/ Qualifications

• Bachelor’s degree and Certified qualification/ Diploma in Human Resource Management.
• Bachelor’s degree and Certified qualification/ Diploma in Logistics Supply chain management
• At least 3 years relevant experience in an international NGO
• Attention to detail, anticipation, and follow-up of the job function and supply chain management.
• Possesses strong organizational and problem-solving skills.
• Knowledge of computer systems and their applications such as Word, Excel and Outlook.