Human resource & Administration assistant

Contract

This is a DRC - National contract. More about DRC - National contracts.

About DRC.

The DRC Somalia Programme is the largest programmes in East Africa region and has been providing relief and development services since 1997. DRC is among the INGOs with the largest presence in Somalia, with country-wide programmes implemented through six main sub offices in Somaliland, Puntland, Hiran Region, Gedo Region, Bay Region and Banadir Region. Using a human rights framework, the DRC Somalia operations focuses mainly on people who are affected by displacement, including refugees, internally displaced, and migrant.

Overall purpose of the role:

The HR & Admin Assistant position has an area focus and ensures compliance to DRC policies and procedures. The post holder is responsible for providing human resource and administrative support to the DRC area office. S/he works closely with the Base manager and relevant staff to ensure processes are executed in a well-coordinated, well-informed and timely manner. S/he is responsible for running of day-to-day HR & Administrative activities in area Office.

Responsibilities:

Human Resources:

• Ensure DRC’s HR policies & procedures are applied and compliant at all times.
• Supports all phases of the recruitment process as required.
• Ensure proper tracking of staff leave with close coordination with HR & Admin Team Leader and Base Manager.
• Draft new and renewed staff contracts (along with the required attachment) in timely manner.
• Ensure DRC ID cards are issued to new staff on the first working day.
• Ensure all staff personal files are updated according to the DRC’s checklist on constant basis.
• Support and assist with the Performance & Development process.
• Assist in promoting the DRC Learning Catalogue.
• Serve as the liaison on national staff insurance issues.
• Ensure to share exited staffs list to be removed from active medical list with HR/Admin TL
• Ensure exit procedures are made for all staff in coordination with other required departments.
• Assist managers and staff on effective performance management and administer the collation of performance management documentation.
• Support staff development activities including promoting the DRC Learning catalogue
• Assist area Team Leader - HR & Admin to perform administrative tasks on DRC Dynamics.
• Ensure proper management of casual enumerators and another casual worker roster list.
• Prepare and ensure compliance of casual staffs’ contracts and signing of COC and PSEAH policies

Administration:

• Assist administrative functions internally and externally - suppliers, hotels, etc
• Assist security clearances in liaison with area safety team – as required.
• Assist that DRC office equipment (power, telephone, water etc) and are in good condition including necessary repairs and maintenance.
• Assist processing and payments of monthly utilities for both office and guesthouse including assist in updating the monthly invoice tracking sheets on regular basis.
• Establish and maintain mail recording and filing system including proper labelling
• Organize and provide support to workshops and meetings and act as an alternate secretary for meeting
• Assist issuing DRC ID cards and insurance cards to new employees.
• Raise PR (Purchase Requisition) and Cash Advance on DRC Dynamics – as required
• Ensure to keep track of office, GH, and other administrative agreements for the base office.
• Ensure to share challenges arising from renewals and landlords’ collaborations with the Base manager in copy of the HR/Admin TL.
• Ensure proper management of Beletweyne Guest house, visitors’ satisfaction and compliance with DRC Somalia GH SOPs and standards.
• Support all DRC Somalia staffs visiting Beletweyne with hotel booking and facilitating accommodation arrangements as requested

Experience, Education and technical competencies: (include years of experience).

• Minimum of 1 years of relevant work experience in similar field with INGO or UN.
• Diploma in Business Administration or equivalent professional qualification.
• Advanced proficiency skills in MS Word applications
• Experience in training and capacity building of national staff
• Well-developed organizational and planning skills in order to meet deadlines with limited supervision.

Languages:

•Fluency in written and spoken Somali & English.

About you.

In this position, you are expected to demonstrate DRC’ five core competencies:

Striving for excellence: You focus on reaching results while ensuring an efficient process.

Collaborating: You involve relevant parties and encourage feedback.

Taking the lead: You take ownership and initiative while aiming for innovation.

Communicating: You listen and speak effectively and honestly.

Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Availability: February, 2024.

Duty station: Beletweyne

Reporting to: Base Manager

Duration: 12 Months with possibility of extension based on performance and funding.

Contract: This position is graded as Band I2-Non-Management for qualified national staff and

the terms of employment will be in accordance with DRC terms for national staff.

Closing date for applications: 15th January 2024.

The position is open to Local Nationals Only.

Qualified female candidate is encouraged to apply. Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap. Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics. Commitments DRC adheres to the Core Humanitarian Standards. All staff are required to contribute to the achievement of these standards.

DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework.

For general information about Danish Refugee Council, please visit www.drc.ngo

Application process: Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post. We only accept applications sent via our online-application form on www.drc.ngo under Vacancies.

Please forward the application and CV, in English through the online application on www.drc.ngo under Vacancies no later than 15th January 2024.