Human Resources Manager

JOB SUMMARY:

Under the supervision and guidance of the Operations Director, the HR/Administration Manager is responsible for managing all aspects of the Human Resources and Administration Department of SRDA. Working closely with the administration staff, he must ensure that the system of human resources (HR rules and procedures) is well established and well adhered to by all staff (national & expatriate) He will manage the overall operation of the HR and Administration of all SRDA office and provide functional support to field offices.

Working closely with the operations team, ensures that all details of activities operate under the administrative rules and procedures of SRDA. He will ensure that the tasks assigned to administration, documentation, leases, office management, visitors and travel management, personnel management, are performed timely and in compliance with Donor and SRDA procedures. He ensures that office building, guesthouses, and other SRDA’ facilities are maintained regularly; ensure smooth functioning of the equipment and utilities in each location. He will manage the IT department. He will ensure the proper functioning of equipment and network to meet office needs and demands in coordination and synchronizing system with the IT Systems.

ESSENTIAL JOB FUNCTION

Human Resources (HR)

• Conduct routine activities of human resources office of SRDA, attend program operations, manages the work plan of Human Resources
• Serve as the primary contact person for all HR related matters of SRDA and maintain good relations and representation with government and NGOs working in the area
• Make sure that personnel management matrices (matrix personnel, leave, attendance, performance, discipline, presence / absence, contracts etc.) are followed by officers
• Develop and evaluate policies of the National Staff, the Procedures Manual, and recommend changes required new or existing policies and practices of personnel management
• Manage SRDA Health and Medical Expenses Policy, track expenditures, etc
• Conduct surveys on the benefits and wages periodicals, classify positions, set compensation levels and makes sure that job descriptions are prepared. Coordinate and monitor the compensation of employee compensation and benefits for all the ability, equity, accessibility to ensure consistency and fairness in the organization and comparability with other appropriate organizations
• Manage disciplinary process, and other procedures related to the termination of contracts in accordance with the internal policies of SRDA and the labor code of Somalia
• Work with relevant supervisors and line managers to ensure that the position descriptions of the staff are reflecting their work and are updated; and develop Scope of Work, Terms of Reference and PDs for short-term, contracted staff members and consultants
• Ensure that all HR related paperwork, personnel files and other documents are maintained and updated
• Provide direct support to ensuring that all SRDA offices meet minimum standards in HR and Administration.
• Develop and maintain a comprehensive dash board for HR and Administration, to ensure follow-up and analysis is updated on a weekly and monthly basis
• Develop an HR and Administration strategic plan for SRDA
• Recruit, manage, train and motivate an informed, skilled and efficient team. Incorporate performance management systems (including key performance indicators) and staff development strategies into the team building process

Administration

• Ensure that new employees / guests they receive a welcome pack and other essential SRDA information / briefs. Ensure that the welcome packs are kept up to date
• Follow-up on property maintenance, repair requests and property management in general and ensure presentable look of the SRDA office
• Management (issuing / gathering) keys to all SRDA premises in respective offices. Ensuring that key management is carried out correctly throughout the whole mission
• Manage lease matrix for rental properties
• Ensure that accommodation and transportation arrangements are made for new comers and for those traveling in and out of town
• Make sure that Flights are booking for all in/out staff as needed and ensure that proper documentation is received from the staff (Travel Approval Forms, etc.)
• Make sure that staff contact lists, Constant Companion, and other information periodically are updated, maintained and distributed
• Ensure that all official documents such as visas and identification of international personnel are achieved and renewed in a timely manner and that the list of visas and other official documents is updated weekly

Legal aspects and representation

• Obtain all necessary permissions and documentation for easy operating SRDA projects in all offices, and follow the appropriate agreements for their renewal
• Advise the whole staff on the best current practices in the Somalia, as well as current legislation relating to tax laws, visas, travel restrictions, customs services and labor code
• Advise the Programs Director, Operations Director and the Executive Director heads of projects and other expatriate staff on government policies and procedures, the taxation system and the interaction with the government
• In close coordination with the Lawyer, ensure that Director Somalia staff regulations, contracts, documentation, policies and procedures are in line with the laws of the Fedral Government of Somalia and in compliance with SRDA and Donor regulations
• Manage all HR functions in accordance with Somali law (e.g. the Labour Code) and procedures of SRDA, i.e. recruitment, orientation, performance evaluation, career development, training, diversity training, risk management and maintenance of complete records
• Stay informed on an ongoing basis in terms of current legislation and changes relating to HR policies and “best practices” to ensure that current policies and future staffing, employment practices and compensation packages are within the standards, procedures, guidelines and policies established by SRDA, as well as Somali national laws

Informational Communication Technology (ICT)

• Oversee the ICT Section, so as to ensure functional ICT within the Office and Sub-Offices
• Supervise the creation and maintenance of email addresses, together with comprehensive staff list

Coordination and Representation

• Liaise with Finance Department, Logistics Section and Programs, so as to ensure proper coordination
• Uphold SRDA Zero tolerance policy to corruption.
• Represent SRDA on external HR and Administration related forums, meetings, coordination etc;
• Behave both professionally and personally, in order to preserve the image of SRDA and to not jeopardize its humanitarian mission in Somalia;
• Ensure that all systems are centralized and that other offices adhere to the SRDA systems
• Any other duties assigned.

KNOWLEDGE AND EXPERIENCE:

• 3-5 years field experience in HR/Administration with INGOs with supervisory responsibilities.
• Demonstrated understanding of complex environment, related security concerns and appropriate responses with experience in insecure context. Working experience in Somalia a strong added advantage.
• Demonstrated attention to detail, following procedures, meeting deadlines and problem-solving independently and cooperatively.
• Knowledge of humanitarian systems and procedures desirable; solid knowledge of donor regulations (USAID/BHA) a strong added advantage.
• Excellent negotiation and representation skills.
• Effective organizational, prioritization and result management.
• Excellent verbal and written English and Somali skills is a plus.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.
• Experience in the private sector an added advantage..
• Strong ICT skills a must and vehicle mechanic knowledge an added advantage.
• Excellent negotiation and representation skills.
• Effective organizational, prioritization and result management.
• Excellent verbal and written Somali and English skills

Ability to work effectively with an ethnically diverse team in a sensitive environment.