NATURE AND SCOPE OF THE POSITION

The HR and Admin Officer will be working under the HR and Administration department. The HR and Admin Officer’s main responsibilities are to provide the necessary support to the HR, Admin and Safeguarding Coordinator. He/she will be responsible for providing administrative support for the department and assist with day-to-day operations of the HR Functions and duties in the Country Office Somalia. This position maintains a high degree of confidentiality. Using his/her knowledge, the incumbent will deal with stakeholders with high level of maturity, tact and diplomacy.

DUTIES AND RESPONSIBILITIES

1. His/her key role is to manage all staff data in the country office including information on contracts and other related data, support the HR, Admin and safeguarding Coordinator in recruitments, staff orientation, staff performance management, and administering staff benefit.
2. Ensure the effective management of the employment relationship between Mercy-USA and its staff, determining conditions of service, contracts and appropriate entitlements, and resolving more complex employee relations issues.
3. Contribute to building and supporting talent within Mercy-USA, working with HR coordinator, managers to understand their needs and planning/implementing solutions to recruit, retain, manage and develop a high caliber workforce to deliver Mercy-USA objectives.
4. Monitor the accurate and compliant recording of data; coordinate and prepare timely corporate statistics and conduct analysis, identifying trends and potential issues, and proposing solutions to stakeholders.
5. Prepare offer letters and contracts for new staff
6. Maintain a database and monitor expiry dates of all Facility and Field staff contracts and renew as advised from time to time;
7. Provide employee numbers and open individual personnel files for new employees;
8. Monitor staff absence and leave and ensure the filing of appropriate documentation for all staff including for seconded facility staff in collaboration with the Facility In-charges and field coordinators across the region
9. Ensure accurate filing of all staff related correspondences including letters from the Ministries
10. Prepare HR monthly reports and submit to HR, Admin and Safeguarding Coordinator i.e., Leave Report, Onboarding Reports, Turnover Report, Administration Budget Report, Global mobility Report, Timesheet and Attendance Register Report, Contract Management Report.
11. Assist the HR, admin and safeguarding coordinator with the manpower planning for the country office for each Financial Year.
12. Support HR, Admin and Safeguarding coordinator, Program Managers and leaders of other departments to prepare job descriptions with competency profiles;
13. Compile and assist with the shortlist of the candidates and invite short listed candidates for interviews.
14. Participate in the interviews exercise when necessary and ensure reference checks are carried out before offer letters are issued out.
15. Ensure timely submission of recruitment information and documentation to the HR, Admin and safeguarding coordinator.
16. Manage the process of employee orientation activities and ensure that all employees are thoroughly oriented about Mercy-USA
17. Assist in the periodic performance management processes
18. Keep track of and schedules of staff rest and recuperation days
19. Handle General Administration
20. Global Mobility- Travel Within Somalia and Outside Somalia
21. Front Office Administration
22. General Office and Guest House Management
23. Ensure the Office is up and running with all the tools of trade that includes stationary
24. Handles the petty cash and the safe
25. Performs other related duties as required and assigned.

JOB SPECIFICATION

Academic

• Degree in Human Resources/Social Sciences/Management/Business Administration
• Higher Diploma in Human Resources

Experience

• 2-3 years in similar position preferably in an INGO

Work related skills

• Outstanding Organizational and time management skills
• Strong communication skills
• Ability to multitask and prioritize daily workload
• Ability to maintain confidentiality
• Aggressive and Result Oriented
• Able to meet deadlines
• Knowledge of the Labor Laws
• Strong work ethics and Reliability

Personal attributes

• Ability to work under pressure
• Trustworthy
• Team player
• Responsiveness
• Strong interpersonal skills
• Strong customer relation skills
• Integrity