Job Description

KEY RESPONSIBILITIES

Policy & Labor Laws:

• Implementation of policies in Badioa field office and assist the FC and the HR (people and culture) Lead in developing and reviewing policies/ guidelines for further presentation and discussion.
• Ensure all policies, practices and procedures are fully disseminated to all staff and are conducted necessary sessions/orientations to train them.
• Ensure proper and adequate understanding of Somalia labor laws and IRC’s obligations and advice the employees & the management on the same.

Talent Acquisition & Management:

• Supports the hiring managers for all field office recruitment by:
• Ensure all recruitments process takes into account of IRC policies and procedures and in line with diversity and inclusion practices.
• Ensure all recruitment documentation are dully filled before advertisement.
• Ensure all positions are advertised on cornerstone and relevant job advert apps.
• Prepare the longlist and share the longlisted candidates to the HR Manager for final review before sharing to the hiring managers for further shortlisting.
• Lead the recruitment process with the coordination of the hiring managers by arranging interviews schedule, e.g., Time, quite place, and necessary equipment.
• Ensure to share with the hiring managers all necessary support needed from the HR department including both written and interviews templates.
• Ensure the selected candidates go through the employment process reference check and complete the process up to contracting.
• Coordinate a comprehensive orientation schedule for all new staff ensuring a sign off on orientation document with staff.
• Maintain updated recruitment files for each position recruited both physical and online.
• Keep the employee’s records in locked place and keep all key accessible only by authorized staff.
• Ensure all new staff are full signed all policies and have undertaken mandatory courses within the first two weeks of their reporting.
• Prepare COS (Change of Status) forms as required and draft /track Staff Contracts, termination forms/notifications.
• Sending unsuccessful candidates, regret letters immediately the position is closed.
• Ensure all new staff are appropriately enrolled onto the payroll and benefits schemes with the appropriate documentation.

Payroll Administration:

• Ensure the data on the payroll software is up to date.
• Verification of payroll information before approval.
• Ensure timely processing of IRC National staff payroll and share with the prospective finance for his/her review on time.
• Monitor and ensure timely preparation and payment of payroll for the seconded staffs, back pay, severance and other related pays due to staff.
• Custodian of all payroll documentation.

Performance Management:

• Take the lead of implementing performance management in the office, including:
• Provide induction/orientation for all staff on the performance management practices, polices and procedure.
• Assist all line managers working with their team for developing performance objectives every fiscal year and conduct midterm and final reviews.
• Updating the performance management trackers regularly during the review times.
• Provide and communicate in advance to line managers on reviews due.
• Ensuring that all staff Performance and Goal setting are reviewed on time.
• Ensuring that performance procedures are followed according to organization’s policy.
• Ensuring performance management documents such as goal setting & reviews are filed in each staff personal file.
• Ensuring the right performance management templates are used.
• Ensure performance files are scanned, filed both online and physical files.

Service & Administration:

• Monitor and ensure that all personnel documents are updated both online and physical files and maintained in the lockable personnel files at the field office.
• Ensure all employees database is maintained and updated both at the payroll system and the HRIS system.
• Ensure all employees Workday system is maintained and updated
• Prepare contracts of Consultants, Training Facilitators and Enumerators,
• Maintain up to date leave records for staff.
• Monitor and coordinate timely contract renewals, preparation of staff ID cards, termination, and resignation letters.
• Follow up and ensure to conduct exit interviews for exiting staff by making sure that staff separation process is smoothly conducted and keep copies in his/her personal file.
• Facilitate the inclusion of new staff into the appropriate medical coverage plan and Group Accident Scheme (GPA).
• Ensure and submit all Employees and their dependents Insurance documents are updated both online and physical and share to focal point/roving HR Officer.
• Follow up on all medical insurance matters for staff including adding and deleting staff to/from the employer’s liability and the medical and hospitalization insurance policy schemes as well as follow up on payments and claims
• Regularly update all trackers courses, performance or any other tracker.
• Prepare the orientation schedule for newly recruited staff.
• Support the HR Manager in recruitment process.
• Any other task assigned by supervisor.

Information management: (HRIS):

• Supports the management of IRC HRIS system and ensuring that it is accurate and maintained up to date: - Input of changes to employee records including new staff, exiting staff & contract extensions/ terminations.
• Ensures all new staff has access to the HR manual and relevant updates on their benefit usage.
• Produces reports to monitor HR metrics on staffing, timesheets, and recruitment.
• Follows up on HR audit reports and effects agreed solutions on staff data and information management.
• Capacity building employees, management, and HR Focal points in use of HRIS and reporting.

Maintain up-to-date records for the following documents (forms, approvals, requisitions) for all staff in relation to:

• Time sheets
• Disciplinary and warning Letters
• Mandatory courses.
• Change of status
• Leave records and reports.
• Personnel files
• Exit reports
• Recruitment documents
• Training requests and reports
• Performance Management reports
• Benefits enrollment forms
• Payroll documentation and processing for both staff and seconded.
• Insurance documentations and updates.

Audit Facilitation:

• Prepares for audit by researching materials.
• Closely work with audit focal points ensuring the submission is on timely.
• Supports external auditors by coordinating information requirements.
• Ensure all Files and data are updated and prior communicated.
• Work closely with the auditor in submission and verifying the documents required.
• Ensure audit recommendations are documented and implemented.
• Attending audit closeout meeting and taking the meeting minuets for record.

Exit Management:

• Coordinate clearance of staff separating from the organization including exit interviews and final dues payments.
• Ensure timely deletion of staff from insurance benefits.
• Advising staff of exit policy & procedure.
• Providing exit documents as well as guide to the Separating staff.
• Preparation and sending of resignation acceptance letter to the staff.
• Timely preparation of final dues.
• Ensuring signed copies of the final due’s documents are received and filed in the staff file.
• Conducting exit interviews for the exiting staff.

Reporting:

Provide monthly reports to the HR lead, Field on the status of:

• Personnel files
• Leave
• Training
• timesheets
• Performance Management
• Benefits
• Mandatory courses

Employee Relations and Wellbeing:

• Closely work with staff on their work relates issues and wellbeing.
• Offering counseling services to employees.
• Contribute handling all grievances.
• Ensure that all employees have the necessary training, information, and resources to maximize their productivity within the organization.
• Assist in fostering positive employee relations and providing support throughout the employee lifecycle through creating conducive environment.
• Assist in organizing duty of care sessions.

Experiences and Qualifications

• University Degree in Human Resource management or Business Administration or related field.
• At least 3 years’ experience with an INGO in similar roles.
• Strong organizational skills, ability to operate professionally and at a pace that assists in fast tracking various HR & Admin processes and decisions.
• Fast computer typing skills (MS Office, in particular) is highly necessary.
• Ability to manage demanding workload and problem solving.
• Work under pressure and can meet the deadline.
• Flexible, friendly and supportive.
• Excellent computer skills, especially word, excel and power point.
• Excellent in English and Somali both speaking & writing.
• Knowledge on labor laws.

REQUIRED COMPETENCIES:

• Commitment, punctuality, proactive, a good team player, ability to work under difficult conditions in the field, trustworthy, honesty, communication skills; Problem solver; Competence maker; Confidentiality; Ability to attend to details; Analytical skills; and Professionalism.
• All IRC staff are required to adhere to THE IRC Way Standards for Professional Conduct and the IRC country employment policies

Skills Required

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