Job Description

JOB TITLE: HR/Admin Intern   

TEAM/PROGRAMME:  HR/Admin Department

LOCATION:  Galkayo

GRADE: N/A

TYPE OF CONTRACT:  National

CHILD SAFEGUARDING: Level 3 – the role holder will have contact with children and/or young people either frequently (e.g. once a month or less) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

HR/Admin Intern will perform various administrative tasks and support the HR departments on daily activities. HR/Admin Intern responsibilities include updating our employee records with new hire information, screening resumes and scheduling interviews.

SCOPE OF ROLE:

Reports to: Field manager

Staff directly reporting to this post:  None

Under the overall guidance of the Field Manager and Area Admin / HR Manager, the intern is expected to perform the following tasks:

Human resource Key tasks

• Coordinate the orientation of new staffs
• Support in the management of staff sitting arrangements
• Filing of HR documentations (general, leave, etc.)
• Update the monthly staff list.
• Draft Data Collectors Contracts
• Facilitation of interviews, ensure candidates’ names has been submitted to security for gate pass.
• Support with staff recruitment processes; by ensuring candidates have place to sit & have computers if required. 
• Support in maintaining a user-friendly filing system;
• Administrative support, such as preparing new files for use
• Assistance with quality control: liaise with candidates to request missing documentation or details in professional history/reference checks;
• Facilitate timely collection of medical cards.
• Any other duties as may be assigned by the supervisor.
•  

Administration key Tasks

• Facilitate and help with staff in visa processing and flight requests;
• Process the monthly office utility bills and ensure the timely payment from the finance department;
• Receipt the visitors to the office and deal with their requirements; maintain a logbook of all visitors and purpose for their visits;
• Liaise with the office cleaners to ensure that both the office and guesthouse is clean and tidy all the time;
• Maintain and regularly update the travel plan of the staff and visitors travelling to and from Galkayo and do follow ups to ensure that the required support is provided on timely manner;
• Handle all admin related issues, and address them accordingly 
• Perform other related tasks as requested by his/her supervisor

General

• Comply with Save the Children policies and practice with respect to child protection, code of conduct, procurement and logistics, health and safety, equal opportunities and other relevant policies and procedures.
• Ensure that all work is carried out in a way that is sensitive to community needs and gender and children issues. In particular to promote the full and equal participation of women and children in all aspects of the work.
• Within reason, implement additional actions and responsibilities, as requested by your line manager.

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.
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
• Creates a managerial environment to lead, enable and maintain our culture of child safeguarding.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Future orientated, thinks strategically and on a global scale

Collaboration:

• Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, members and external partners and supporters
• Values diversity and different people’s perspectives, able to work cross-culturally.
• Ability to take direction.
• Ability to work in a team environment.
• Having Communication Skills

Creativity:

• Develops and encourages new and innovative solutions
• Cuts away bureaucracy and encourages an entrepreneurial approach

Integrity:

• Honest, encourages openness and transparency, builds trust and confidence
• Displays consistent excellent judgement

Experiences and Qualifications

QUALIFICATIONS AND EXPERIENCE

• Minimum Diploma of qualification in Human Resource, Business Administration from a recognized university.
• Computer skills especially in Ms Excel, spread sheets, Ms Word
• High level of integrity and ability to work as part of a professional team
• Ability and willingness to work under high pressure to meet tight deadlines
• Good communication and interpersonal skills
• Supportive personnel management style
• Good command of English both written and spoken
• Willingness to work in odd hours, go extra mile and travel in often difficult and insecure environments;
• Commitment to Save the Children values

Desirable:

• Minimum at least 3 - 6 months’ experience working in similar role in an INGO  or with a busy working environment

CODE OF CONDUCT

Because Save the Children's work is based on deeply held values and principles, it is essential that our commitment to children's rights and humanitarian principles is supported and demonstrated by all members of staff. Save the Children's Code of Conduct sets out the standards which all staff members must adhere to

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities 

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Adult Safeguarding.

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy, All employees are also expected to carry out their duties in accordance with SCI protection from sexual exploitation abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Diversity, Equity, and Inclusion

At SCI, we uphold the principle of equal rights and opportunities for all our employees. In our commitment to fostering a more inclusive workplace and addressing gender gaps, we have implemented additional efforts aimed at supporting female qualified candidates: - Maternity leave (6 months)

Annual Leave 30 working days

10% *gross salary. (female allowance) 

1.5 flexible working hours for lactating mothers

Skills Required

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