Job Description

Position:                                Admin/Human Resource Assistant

Department:                         Admin_HR

Location:                                 Mogadishu

Contract Duration:               Six Months.

Direct Hierarchy:                  Admin/HR Officer

Starting date:                        June 2024

Background on ACTED

Created in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of some of the world’s most vulnerable countries affected by conflicts, disasters, or socio-economic hardship. With a team of 7,000 national staff and 400 international staff, ACTED implements 500 projects a year to support more than 20 million beneficiaries, notably in hard-to-reach areas.

ACTED goes to the last mile through programs and approaches that look beyond the immediate emergency towards opportunities for longer term livelihood reconstruction and sustainable development. Guided by the motto “Think Local, Act Global” and its 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the Centre and provides a tailored support to local needs.

ACTED is looking for professionally confident, self-motivated, experienced, and committed team player to fill the Admin/Human Resource Assistant position in  Mogadishu, Somalia.

Position Profile:

The Admin/HR Assistant assists with the day-to-day operations of the Admin and HR functions and duties for Somalia which includes but not limited to staff management, recruitments, filing, archiving and day to day requirements under the supervision of HR officer.

Duties and Responsibilities

1. Administration

• Prepare all Administrative documents when requested/required
• Ensure compliance of ACTED to legal requirements of the Capital, and closely follow up with the field level.
• Manage the guests in GH and set regular follow up with logistics.
• Support HR Manager on work permits and visas for foreigners and dealing with legal follow-up by compiling all the necessary documentation required before submission for application
• Tracking new employees and arranging ID cards. 

1. Human Resources

• Carry out procedures related to local HR practices & Activities
• Follow up of staff (Nationals & Internationals) leaves & Attendance, provide necessary forms for staff and review the whole process and leave balances for Area offices, while needed
• Follow up of ACTED HR standards templates in line with ACTED HR Manual/policies and answer employees questions and provide requested information.
• When requested, update and maintain accurate excel database for staff

Recruitment: 

• Follow up and update the recruitment tracker
• Supports Admin/HR department by preparing for onsite testing, and interviewing of applicants, in collaboration with different department
• Ensure that ToRs are prepared by line manager prior to release the vacancy announcement;
• Support in doing reference checks of selected candidates in collaboration with the concerned sector when requested.
• Ensure to collect all necessary documents of applicants as indicated in ACTED HR Manual;
• Ensure all successful candidates have completed all relevant on-boarding documentatio

Personal Folders / Filing:

• In charge of filling at Capital level and document tracking from and to the base offices
• Ensure that personnel files are kept up to date and deadlines respected (annual performance reviews, contract amendments…)
• Ensure that the personal folder database have been updated on regular basis such as with all the necessary documents.
• HR Audit documents preparation when needed/requested.

Exits

• Follow up exits documents for national and international staff

Perform any other duties assigned by line manager

Experiences and Qualifications

• Bachelor’s degree in HR management or a related field from a recognized University
• Minimum 1 year of HR work experience in an NGO setup
• Fluent English and Somali (written and spoken);
• Excellent writing and communication skills;
• Knowledge on labour laws
• Experience in archiving, digital records management is desirable.
• Ability to work under pressure in a high-pace environment;
• Good organisational and prioritisation skills;
• Proficiency in Microsoft Office, Microsoft Excel and Publisher;
• Strong interpersonal skill

Skills Required

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