Somalia: Field finance l Hr Officer

Field Finance/ HR Officer Vacancy

Position: Field Finance / Hr officer

Job site: Baidoa

Hierarchical Supervisor: Field Coordinator

Functional/ Technical Supervisor: HR Manager in Coordination

Selection criteria: The vacancy is open only for Somali National

INTERSOS is a non-profit humanitarian aid organization that works to bring assistance to people affected by natural disasters and conflicts. Established in 1992 with support from the Italian Federation of Trade Unions, its actions are based on the values of solidarity, justice, human dignity, equal rights and opportunities for all people and respect for diversity and coexistence, paying particular attention to the most vulnerable and the unprotected. In Somalia INTERSOS is active since 1992 responding to emergencies that involve IDPs and returnees populations as well as the host community. INTERSOS currently operates in Banadir, Bay, and Middle Shabelle and Mudug regions of Somalia.

Position overview:

General Purpose of the Job

:

· The HR & Admin Officer supports an effective and progressive HR Management (HRM) organisation in collaboration with the HR & Administration Manager and HR Assistant in coordination. The HR Officer is responsible to promote qualitative aspects of HRM. The HR Officer can have direct supervision of the support staff in the project. . She/he is in charge of all administrative and HRM for national staff. In this capacity she/he works in close collaboration with the line manager developing methods to improve employment policies, processes, practices and recommending changes to the line manager. She/he is responsible for the operational side of the HRM framework and provides support to the coordination team preparing and delivering reports with recommendations for change.

· Ensure proper Administrative management of all human resources working in the project, ensuring the respect of INTERSOS internal regulations and standard procedures, using the available software systems, policies and procedures.

· Represent INTERSOS if requested to do so.

Specific Responsibilities and Tasks:

General knowledge of INTERSOS and safety at work

· Cooperates with colleagues from all departments

· Is aware of activities of other departments and respects the rules and procedures

· Ensures all staff under his/ her supervision complies with health and safety rules and supervisor’s instructions.

Administrative and legal framework

· Applies INTERSOS policies and helps implement management procedures and tools.

· Studies and applies country legislation, follows procedures to resolve labour disputes in consultation with the HRM

· Ensures compliance with legal requirements, i.e. compensation policies as per the internal staff regulation.

· Participates to HRM structures and administrative matters with HR Manager in coordination.

Recruitment & Introduction of new staff

· Makes sure staffing is adequate in every department to respond to operational needs.

· Ensures and applies a qualitative recruitment process.

· Participate in recruitment process and ensure the process is smooth and transparent.

· Makes sure new employees are properly inducted.

Human Resources Management (HRM)

· Ensures and applies a qualitative appraisal and development planning process.

· Contributes to ensure an appropriate training framework and supports case by case.

· Advises and follows-up people’s career with all concerned.

· Runs an appropriate conflict management process, assures communication to HR Manager.

· Proposes improvements in HRM as enhancement of responsibilities, mixture of teams and training.

· Assures fair and qualitative end of contract process respecting legal requirements.

· Ensures regular information on HR situation and projects to coordination level.

1. Administration

· Together with the Field Coordinator, support the administrative tasks of the project, according to INTERSOS standard procedures and internal policies.

· Ensure staff clearly understand and follow the standard policies in the project (Internal Staff Regulations and other policies and make it available to all staff.

· Ensure that a complete register of all national staff is done in the files and updated in staff list every month. Ensure all staff files are complete, including diploma, signed INTERSOS charter, signed INTERSOS contract, signed INTERSOS job description, job evaluation, and employee information sheet. (The personnel file is kept in Nairobi; therefore originals have to be sent to the HR in NBO and a scan copy in the field).

· Ensure the payroll process is well done and necessary input is captured every month and Sent to HR office in Nairobi.

· In collaboration with the FieldCo & respective supervisors, finalise contractual agreements for casual/daily workers in the project and ensure payments is done according to policy.

· Regularly attend to meetings regarding field staff management with other key staff and ensure that HR/Admin issues are discussed and addressed.

· Follow up on the food basket prices in Jowhar and pass it on to the capital.

· Responsible for requesting, monitoring, managing and reporting on office stock, in collaboration with Logistics.

2.HR management

· Ensure that all personnel/HR documents are kept confidential and only authorized people (FieldCo and HR officer and HR manager) have access to it.

· Brief national staff on HR policies, regulations and procedures (Internal Staff Regulations and other relevant policies)

· Closely supervise domestic staff (cleaners, cooks, and cook assistants) and continuously evaluate their work.

· Participate in annual leave planning and inform staff of their leave entitlements according to INTERSOS Internal Staff Regulations.

· Assist the PMs and key supervisors to follow up and implement the evaluation and training plan.

· Managing staff rotas at Jowhar Regional Hospital and associated facilities, including maintaining holiday schedules

3.Information

· Make all HR related information available to the staff at all time.

· Ensure continuous communication with HR and finance managers

· Update/inform the supervisor on any external information e.g confirmation of holidays, new legislation from government, taxes,

4.Reporting

· Ensure that every month the food basket is done and sent to Coordination.

· Ensure regular reporting on HR situations as requested by the supervisor.

· Keep staff register upto date and send it to HR Manager in coordination every month

· Report any change in staffing every month before the processing of the payroll

This job description is subject to amendment depending upon the ongoing requirements of the project.

Together with the employment contract and internal regulations, this job description forms an integral part of the employment contract between INTERSOS and the undersigned employee.

This job description has been read, understood and agreed by the employee and hierarchical supervisor and signed below:

Application process:

Send CV and cover letter to recruitment.somalia@intersos.org with email heading “Field Finance/ HR Officer – Baidoa” by COB Wednesday 8^th November 2017.