Job Description

External & Internal Job advert HR & Safeguarding Officer 

TEAM/PROGRAMME: HR & Safeguarding 

LOCATION: Dollo Ado  

Position: HR & Safeguarding Officer

POST TYPE: National

GRADE:  4A

Child Safeguarding:

Level 3:  the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; ore because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

Human Resources and SG Officer is responsible for ensuring quality, efficient and proactive HR and administrative support services within the Field Office as per the standard Save the Children systems, polices, and procedures.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly. He/she will be responsible for demonstrative task including managing office assistant /Cleaners. She/he will be responsible to assist programs and the field office to ensure compliance are meet through community awareness, capacity building training, conduct project risk assessment and facilitate on the development & dissemination of friendly materials. She/he will also be responsible on assisting to implement safe program activities, establishing local reporting procedures, reporting, data management and share learnings. 

This role demands roving support for each camp locations & host community programs that is managed by the field office Including Moyale Project Office.

Reports to: Head of Field Office with dotted/Technical line manager Area HR & Safeguarding Manager (Area Office)

Staff Directly Reporting to this Post: Cleaners/Office assistant, HR /SG Intern

KEY AREAS OF ACCOUNTABILITY:

Humane Recourse 

• Ensure that SCI policy implementations for human resource management functions at the Field Offices comply with legal and administrative requirements of national labor law and regional government requirements.
• Ensure that effective and efficient human resource management systems and procedures are in place at the Area/Field Office and are regularly updated and implemented in line with the HR policies.
• Direct, lead, manage and motivate the Human Resources and Admin support staff of the Field program ensuring they have clear work plans and objectives and receive regular supervision and periodic performance reviews. 
• Promote a team approach to management within the Human Resources and Administration team through regular meetings to review and improve integration and quality support and service provision.
• Coordinate, facilitate, organize, and participate in the recruitment process of new staff and the familiarization of SCI policies and working guidelines in the form of induction to all staff of the Field Offices. Participate in the recruitment, selection, placement, and termination (contract extension) of employees as called for and respond to staff problems.
• Handles online employee separation/exit related activities for those whose job grade is under 

the field office level including writing resignation acceptance letter, ensuring exit interview is filled by staffs that leave the organization, ensuring that their clearance are completed & approved.

• Follow up on the employment contract status of staff and ensure that the necessary termination notice/contract renewal is issued timely.
• Prepares completion of probation period confirmation letter for new staff after making sure that they have submitted their online mandatory training completion report, previous employer clearance letter and performance evaluation for probation period.
• Oversee the performance management system, personnel records, employee relations, as well as training and development of the staff in the Field Offices Including Moyale Project Office.
• Ensure that relevant reports are produced and dispatched timely to the pertinent organs in the organization.
• Ensure the effective and efficient use of all SCI resources mainly but not limited to human resource in order to keep costs low and ensure the security of staff.
• Facilitate all legal issues in order to have ad hoc specialist legal advice, opinion and services and to keeping abreast of relevant statutory legislation and regulatory requirements.
• Oversee proper implementation of staff benefits package for Field office staff and ensure that records are maintained and updated.
• Liaise with line managers on planning and utilization of annual leave by creating proper awareness and making negotiations if necessary. 
• Administer Area/Field Office level benefits including insurance coverage, claims, change reporting and responds to questions from service providers and employees.
• Gather required staffing information and communicate to the insurance company within 3 days for inclusion of new staffs in the existing insurance policies and exclusion of separated staffs.
• Ensure that new staffs are registered with the government pension scheme and required documentations are submitted to pension agency.
• Administer undertakings related to compensation, performance, and employee benefits.
• Coordinate and monitor registration of new employees into the Oracle system and ensure updating of staffing changes on the system within 3 days.
• Provides Human Resources information for management and staff based on data analysis and interpretations. 
• Administer the development and implementation of records management procedure intended to standardize filing, protecting, and retrieving records, reports, and other information contained on paper.
• Liaise with managers and employees and ensure online submission of timesheet as per the standard set timeline.
• Collaborates with CO central payroll team & Area HR Manager to ensure the integrity of monthly payroll data through frequent and timely communication is maintained and supporting documents related with the payroll are submitted
• Maintain confidentiality in respect of all staff records whether manual or computer maintained. Coordinate submission of required HR information to Area Office on regular basis and when requested.
• Respond sensitively and professionally to the children, young people and families who work with SCI Ethiopia.
• Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, equal opportunities, and other relevant policies.
• Facilitate various audit requests representing the area/field office.
• Undertake any other related tasks as assigned by the line manager.

SAFEGUARDING

• Organizing and facilitate safeguarding (Child, Adult and Harassment) awareness for functions, project staff, partners if applicable, volunteers, beneficiaries, and other representatives (consultants, construction team, rental derivers, venders) under the field office. 
• Facilitate/ coordinate safeguarding induction for new joiners and conduct ongoing refreshment training on child safeguarding and PSEA. 
•  Ensure all projects are risk assessed, develop mitigation strategies, and recorded, monitor and update the tracker on regular basis in collaboration with camp coordinators, project leads and SG focal person. 
• Identify project level contact person for beneficiaries and ensure local safeguarding reporting procedure is updated and displayed in project implementation areas.
• Ensure safeguarding concept and reporting procedure is well understood by beneficiaries, staff, volunteers, partners and representatives and ensure safeguarding messages are displayed in local language at project level. 
• Conduct periodical assessment/survey on understanding and practice of safeguarding by beneficiaries, staff, volunteers, partners and representatives and the effectiveness of existing reporting procedures. 
• Follow up on safe volunteer recruitment process of projects and ensure the proper documentation are kept in the data base/record in collaboration with HR, camp coordinators and project leads.
• Conduct focus group discussion with children and adult beneficiaries on safe programing and effective reporting procedure in collaboration with MEAL colleagues. 
• Report safeguarding incidents in DATIX system timely and coordinate with the national safeguarding team for the follow up, preliminary data collection, participation on investigation as relevant, coordinate referral mechanism as relevant.
• Assess the child participation events, make sure the procedures are followed in collaboration with event organizer. 
• Compile and submit monthly report on safeguarding activities to safeguarding colleagues at country office. 
• Support local partners when apply on training, risk assessment and other technical support as identified by the partner. 
• Facilitate translation of materials, editing and disseminate messages for various groups and monitor the understanding. 
• Ensure all volunteers wear visibility badge and periodically monitor the change in volunteers.
• Conduct mapping of survivor service providers at camp locations & host community structure areas to ensure reported cases are referred to relevant stakeholders and update periodically as relevant.
• Participate on the kickoff meetings, other relevant workshops/trainings facilitated at field office and represent safeguarding appropriately this include regional PSEA network as available. 
• Organize learning forum based on the identified risks, challenges, and best practices.
• Attend in house safeguarding and other relevant online and face to face trainings, webinars, meetings, workshop and put other relevant training/mentoring/couching demand on development plan as appropriate.
• Take additional assignment when the demand arises by supervisor including external representation.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

Ambition:

• Sets ambitious and challenging goals, takes responsibility for own personal development and encourages others to do the same
• Widely shares personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions Willing to take disciplined risks

 Integrity:

•     Honest, encourages openness and transparency

Experiences and Qualifications

Essential

• Educated to degree level in HRM, Management and Business/Public Administration or related subject area.
• Strong familiarity with regions specific laws, excellent knowledge of local labour law and regulations governing human resources.
• Knowledge and ability to communicate SCI policies and enforce decisions within their authority.
• Strong understanding of confidentiality as it relates to Human Resources.
• Proficient to use MS Offices and experience of Oracle HR database management system will be an asset.
• A commitment to children’s rights and principles of equal opportunity

Desirable

• NGOs Experience working in a complex multi-culture working contexts in any one of the Support Services Areas
• Experience of managing a large budget and an understanding of grant and finance management.

EXPERIENCE AND SKILLS

• A minimum of 3 years’ direct experience in HR, Safeguarding and Administration works at least 2 years in INGOs Context. 
• Strong problem-solving, conflict management and decision-making skills that ensure successful human resources management.
• Time management skills to handle multiple projects simultaneously and prioritize accordingly in an organized manner.
• Strong written communication skills to maintain large amounts of data and excellent reporting
• Emotional intelligence and the ability to counsel, motivate, and guide employees and managers of other departments to accomplish an organization's goals and objectives.
• Ability to lead, motivate and develop a large team with excellent interpersonal and representational skills.
• Excellent spoken and written English language/communication skills.
• Working in Somali as well as local language (Somali) is an asset. 
• Who has great belief in diversity and teamwork

Skills Required

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