Job Description

TERMS OF REFERENCE (TOR)

USAID/SOMALIA PEOPLE-CENTERED GOVERNANCE (PCG) ACTIVITY

Proposed Personnel

TBD

Position

Temporary Human Resources Assistant- Consultant

Maximum Level of Effort

 October 20th, 2024 – Feb 28, 2025 (4.5 months)

Base of Operations

Mogadishu, Somalia

position reports to

Director of Finance & Administration

Project Background:

USAID’s Somalia People-Centered Governance (PCG) Activity is a five-year program promoting more effective and legitimate local governance in Somalia. Through various interventions, the Activity will encourage inclusive, fair, and transparent behaviors and decisions that increase the legitimacy of District Councils (DCs). PCG brings citizens and DCs together to co-design activities that build a strong foundation for sustainable, inclusive governance processes and service improvements.  

USAID PCG will promote more legitimate and effective local governance in southern Somalia and, in doing so, provide a credible alternative to al-Shabaab rule. Interventions under Intermediate Result 1 (“DCs are fairer and more inclusive”) seek to enhance the legitimacy of the Somali state by supporting districts to better manage resources and disputes (sub-IR 1.1) and promote more inclusive decision-making processes (sub-IR 1.2). Interventions under Intermediate Result 2 (“Improved performance of DCs”) seek to improve the performance - or effectiveness - of the Somali state by supporting districts to better respond to citizen priorities (sub-IR 2.1) and become more sustainable (sub-IR 2.2).

The USAID People-Centered Governance (PCG) Activity is supporting local governments in southern Somalia to improve their effectiveness and legitimacy. To accomplish this objective, the project implements activities aligned with two mutually interrelated and reinforcing immediate results, IR1) that District Councils (DCs) are fairer and more inclusive and IR2) that DCs improve their performance. PCG will engage at the Federal, State and local levels and will eventually work in several districts within four states (i.e. Galmadug, Hirshabelle, Jubaland, and South West) Federal Member States of Somalia.

Role’s Purpose:

The Human Resources Assistant – Consultant based supports the project team in all activities related to Human Resources according to DAI’s policies and procedures and USAID requirements. S/he supports DAI recruitment and staffing, and the onboarding process. Furthermore, the HR Assistant maintains employee records and ensures all personnel files are complete and up to date in SharePoint. S/he provides guidance and support to employees on HR-related matters, including benefits, leave management, medical cover guidance and performance evaluations. HR Assistant will collaborate with Project Associate Specialist located at DAI Home Office (HO) for HR decision making process and Personnel recording in TAMIS.

Key Duties and Responsibilities:

Work with PCG team by leading field-based recruitments; identify qualified candidates, invite, and encourage prospective candidates for employment. Screen candidate in collaboration with the hiring unit, short-list the ideal candidates; participate in interview, and make hiring recommendations; inform short-listed candidates for test/interviews and the final result; notify applicants of results of selection process and prepare job offers; check references and suitability of applicants before making the offer; discuss recruitment policies with superiors to ensure effectiveness of selection techniques and recruitment programs; ensure transparent and bias free recruitment process.

Ensure recruitment is compliant with the DAI policies and procedures as well as USAID requirements and Somali laws.

Proactively ensure gender equity and social inclusion in recruitment processes and find creative ways to ensure that the PCG team of professionals is diverse and inclusive.

Provide applicants and new hires with information about the job including hours and pay, tasks, responsibilities and working conditions.

Plan and deliver training sessions with regards to human resources, including performance management training, onboarding, and orientation sessions for new staff.

Support the monthly learning and development presentation by collaborating with respective departments. 

Conducting orientation sessions for new employees to familiarize them with the DAI's policies, procedures, and culture.

Update and monitor calendar and process for completing annual and probationary employee performance evaluations. Track and notify managers when annual appraisals are due – managing any resulting staffing change requests and contract amendments.

Update and maintain a database of all employee contracts with dates of contract start, termination and dates and information on starting salary and increases; coordinate and supervise preparation of employment agreements for all the Project´s staff.

Ensure all documentation is provided to departing staff including exit interview/questionnaire, return of all project properties to relevant departments; assist in drafting termination letters (when needed) and orient departing employees on benefits they are entitled to.

Transfer all HR data into a SharePoint and liaise with Project Associate Specialist transfer into Technical & Administrative Information System (TAMIS) and generate required reports.

Ensure accurate recording of office personnel and pay records, including, but not limited to, leave taken and available, and advise the Operations Finance Director of the status of such issues on a monthly basis.

Supervise/Manage maintenance of all staff timesheets, prepare monthly timesheet report to finance including leaves taken, changes in status, increases or transfers for the payroll.

Update and maintain system for personnel files ( Mogadishu and Nairobi Office).

Establish and maintain a complete set of organizational charts, update and distribute them regularly to key staff within the project.

Ensure safeguarding of staff and a strict zero tolerance policy towards corruption and unethical behavior 

Uphold DAI ethics and values in all aspects of the job.

Perform other related duties as required.

Reporting

The Human Resources Assistant will report to the Director of Finance and Administration. 

Experiences and Qualifications

Bachelor's degree in human resource management or related field. An advanced degree or its equivalent is preferred.

3+ years’ work experience in Human Resources, including recruitment, negotiation, employee performance management, and compliance.

Prior experience working on USAID or other donor-funded projects.

Prior experience working in Somalia.

Professional proficiency in writing, speaking, and reading English and Somali is required.

Computer literate with experience in e-mail, word processing, and spreadsheet. 

Skills 

Ability to multi-task and prioritize tasks. Excellent organizational skills and ability to work effectively as part of a team.

Demonstrated exceptional customer relations skills (both internally & externally).

Excellent communication and personnel management skills and ability to relate to people at all levels of an organization and from different multicultural backgrounds.

Skills Required

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