Job Description

Position title       :            Human Resource Assistant (4)

Reporting to       :            Human Resource Officer

Location               :            Baidoa,Burhakaba,Berdale and Qasaxdere

Job summary:

This position will provide support and back up to the Human Resource function/department by performing a variety of administrative duties in the day to day responsibilities of the department. The position will work closely with and be supervised by the Human Resources Officer and performing additional duties as assigned.

Responsibilities:

• Guided by the National Association Human Resource Manual and the Human Resource Officer, provide ongoing support in the review of personnel management practices ensuring new policies that come into force from time to time are well understood and enhance the long-term commitment of staff.
• Help project/facility heads to develop and maintain effective and open channels of communication in order to form a cohesive and supportive team.
• Assists with the preparation and placement of job advertisements whenever vacancies arise
• Conducts reference checks and verifies educational certificates for shortlisted applicants
• Supports in preparing orientation programs for new staff and ensure new staff receive formal orientation to the organization
• In consultation with Facility Heads and the HR Officer, maintain and update a complete set of job descriptions for staff and ensures all staff receive a copy of their job description
• Support in guiding and training supervisory staff in conducting performance appraisals and reviews. Assist with the appraisal of staff
• Assist in salary schedule preparation for all the facilities in Somalia
• Ensure that proper employment procedures are followed, and that all new staff receive an employment letter, contract and job description Prepare staff attendance and leave rosters
• Develop a comprehensive filing system that ensures confidentiality
• Maintain and ensure safe keeping of personal files and confidential records of employees including pay, leave and medical records.
• Follow up on the implementation of performance evaluations by facility heads, ensuring that appraisals are carried out in a timely and effective manner
• Work with facility heads on the need for action reflected in reports of staff performance and supports the project heads in addressing cases of persistent poor performance to promote a performance culture within the organization
• Reviews and drafts feedback to individual staff in regard to their performance ensuring that the performance management policy is adequately used to address poor performance
• Takes part in the preparation and review of job descriptions, ensuring that job roles are distinctively and clearly defined to effectively support organizational objectives as well as individual roles
• Identify needed areas of support and training needs as may be raised in the appraisal reports for consideration in the yearly training schedule
• Supports the implementation of approved development/training, programs to enhance the performance and professional growth of staff at all levels
• Provides correspondence and liaises with project heads in coordinating external and internal trainings for the programs/projects
• Assist with the development of simple but effective personnel administrative procedures in accordance with the policies of SOS CV and local labour laws
• Ensure that proper employment procedures are followed and that all new staff receive an employment letter, contract and job description
• Receive from facility heads the staff attendance and leave rosters, analyses and sends to the HR Officer on a monthly basis
• Develop a comprehensive filing system that ensures conformity with the SOS filing system
• Maintain and ensure safe keeping of personal files and confidential records of employees including pay, leave and medical records etc.
• In consultation with facility heads and the HR Officer, maintain and update a complete set of job descriptions for staff and ensures all staff receive a copy of their job description
• Provides support to the HR Officer in preparation of various departmental reports
• Performs other tasks as may be assigned by the HR Manager and/or HR Officer

Experiences and Qualifications

Essential

• Bachelor’s degree in HRM or any relevant social sciences program
• Diploma in Human Resources Management.
• Minimum of 3 years of relevant work experience in a busy organization.
• Good communication and interpersonal skills
• Good understanding of the statutory laws and regulations
• Wide knowledge of the NGO operations and the dynamics of the humanitarian sector
• Excellent self and office organization and team working skills
• A strong administrative service orientation
• Excellent individual counseling, conflict resolution and problem solving skills
• Strong organizational and team working skills
• Good cultural awareness and sensitivity
• Highly approachable, trustworthy and confidential

Child Safeguarding Policy:

SOS Children’s Villages Somalia holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasis to assessing candidates’ value congruence and thorough background checks, police clearance reference check processes. SOS Children’s Villages organization is committed to safeguarding the rights of the children and therefore, is expected that every individual who joins with SOS Children’s Villages Somalia understands his/her responsibility in protecting and keeping children always safe

Skills Required

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