Job Description

Position: Human Resources Coordinator

VACANCY INFORMATION

 Job Title: Human Resources Coordinator

History of Position: New

Employee Type: Fixed Term, Full Time

Hours per Week: 40

Manager Name/Title: Executive Director

Department/Office: Country Director’s Office

Contract Type: Local 1

Contract Duration: 2+ Years

JOB PURPOSE

The Human Resources Coordinator role will provide technical management and oversight of the Human Resources function and ensure effective operationalization of Shaqodoon in the areas of Leadership, Talent Acquisition, Total Rewards, Performance Management, staff engagement, and staff and organizational wellbeing. The role will ensure all HR processes are efficiently operational, aligned to Shaqodoon organisational mission and vision.

MAJOR RESPONSIBILTIES

% Of time Activity

30%

Provide Technical Leadership of the HR Function

•   Lead the HR team and provide them with direction and coaching.

•   Provide technical and strategic advice to the leadership that would contribute to the overall strategy of the office

• Provide Leadership in managing change and process improvement

• Partner with People managers to ensure all HR matters and processes are well-implemented

• Be the focal person on all matters related to HR

End Results

• The unit is operating efficiently and effectively

• Guidance is being given to line managers

• Customers are satisfied what HR support and guided according

• Change id implemented efficiently

Activity

10%

Talent Acquisition Management

•   Monitor development and tracking of staffing plans with the line managers

•   Manage the recruitment of all positions with the hiring managers and ensure that all recruitments adhere to recruitment standards and timelines

•   Train hiring managers on the recruitment processes and interviewing skills

• Manage and track the timeline of filling vacant positions within the standard time.

•   Manage the orientation program of all new managers in the talent acquisition process.

End Results

• Right talent is hired

• High staff retention

• Effective end to end recruitment process

• Recruitment tracking is updated on a regular basis

• All necessary recruitment documentation properly recorded

• New staff quickly integrated

Activity

10%

Management of the Total Rewards System and Processes

• Manage the administration of all staff benefits and compensation to ensure they are aligned to the policy, accurate, and aligned also to the right approval process

• Manage monthly Payroll processes and ensuring that proper reconciliations are done and staff are paid accurately

• Management of the implementation of any changes in all staff benefits and compensation processes and ensure that they are audit-proof.

• Management of partnering for performance and annual review process

• Execute the staff rewards and recognition framework and action plans

End Results

• Competitive salary scale in place

• Staff being paid in time

• Communicate staff benefits with staff

• Performance reviews are done in time

• Staff are being recognised for good work

Activity

10%

Management of Human Resource Information System

• Monitor, review, update, and manage staff information in Workday to ensure accurate HR information for all stakeholders and for management decision-making.

• Maintain updated staff data on contract end dates, movements, etc

• Management of staff separations transfers and exits.

• Manage the personal records for both international staff and local staff

• Manage new staff orientation to the HRIS(c) Management of the Total Rewards System and Processes

 End Results

• Update staff information and can be easily accessed

• Contracts are renewed in time

• Information system in place for the office

• Monthly staff information is shared

Activity

10%

Management of HR Policies, Standards and Guidelines

• Contextualize HR policies and guidelines to align them with the Somalia context.

• Ensure all staff understand and are knowledgeable about the HR policies, standards, processes, and guidelines.

• Plan periodic training of functional managers on the HR policies and standards.

• Oversee the safety of staff information and all HR documentation

• Manage the implementation of policies, processes, and tools.

 End Results

• Policies are standardised

• Staff are educated on staff policies and practices

• Managers and all staff are trained on key documents for the office

Activity

10%

Learning and Development

• Evaluate strategies and annual plans, performance appraisal results and individual development plans (IDPs) and liaise with division to identify need for learning and development that facilitate the effective execution of business plans.

• Provide support to Shaqodoon in conducting specific needs analysis for L&D, designing learning solutions and sourcing service providers required to meet identified needs

• Tracking the implementation of performance appraisal system

• Provide appraisal support to line managers and ensure SMART goal alignment

 End Results

• Skills and competencies developed that align with Shaqodoon’s business goals

• Training and development programs are customized to meet identified needs.

• Performance appraisal systems are consistently monitored and tracked

• employee goals are Specific, Measurable, Achievable, Relevant, and Time-bound

Activity

10%

Staff Engagement and Staff Care Management

• Manage the staff survey implementation process

• Capture the major interventions from the survey report and improvement areas and come up with the action plan for execution.

• Plan for periodic specific staff engagement forums

• Plan for periodic specific staff care sessions

• Manage peer supporters for Shaqodoon

 End Results

• Staff feel being cared for

• Security procedures being followed

• Monthly engagement with staff are done

• Staff experience organisational safety

Activity

10%

Benefits Administration:

•   Assist employees with inquiries related to benefits, including health insurance and other employee benefits programs.

•   Manage medical insurance cards requisition, distribution and cancellation.

•   Maintain a file of staff changes that affect their salaries (new hires, leavers, transfers, promotions, etc) HR/HR Administration:

• Provide administrative support to the HR team, including scheduling meetings, taking meeting minutes and follow up on action points

•   Assist in the coordination of training and development initiatives for staff members.

•   Manage staff ID cards preparation and distribution.

Employee Records Management

•   Maintain accurate and up-to-date employee records, including personnel files.

• Ensure compliance with local labour laws and organizational policies regarding record-keeping and data protection.

• Handle periodic bulk filing i.e. contract renewals, merit letters, and policies

 End Results

• Staff benefits are administered on time

• Medical insurance is being managed appropriately

• Files for staff are well kept and updated

• Training plans are in place and being adhered to

• All staff have organisational IDs

KNOWLEDGE/QUALIFICATIONS FOR TE ROLE

Required Professional Experience

• Bachelor’s degree in Human Resources Management, Business Management, or Social Sciences.

• A Master’s Degree in the relevant field is an added advantage.

• Professional qualifications in Human Resource Management or Organizational Development (OD) or Leadership Development.

• Minimum of 5-7 years of experience on Managerial position position

• Experience in risk management in high-risk and sensitive environments is preferred.

• Experience working in conflict and fragile contexts, as applicable.

• Cross-cultural sensitivity and ability to work with a multi-cultural team and individuals at all levels within the organization, as well as with external partners.

• Strong verbal communication skills, strong presentation, facilitation and report-writing skills

Required Education, training, license, registration, and certification

• Bachelor’s degree in Human Resources, Business Administration, or related field.

•  Relevant trainings

Language

• Language, Travel, and/or Work Environment Requirement

• Office-based with 30% local/international travel.

• Local Somali Language a must

• Strong English proficiency is required.

Travel and/or Work Environment Requirement: N/A

Physical Requirements: N/A

Language Requirements: Fluency in English and Somali Language

KEY WORKING RELATIONSIPS

Contact

Hiring managers

Existing staff

New staff

Staff Medical Insurance Service Provider

Reason for contact

Recruitment processes

Employee relations

Completing onboarding procedures

Staff Medical Insurance related matters

Frequency of contact

Regularly

Regularly

When needed

Regularly

CORE COMPETENCIES

☒ Be Safe and Resilient

☒ Deliver Results

☐ Build Relationships

☒ Be Accountable

☐ Learn and Develop

☐ Improve and innovate

☐ Partner and Collaborate

☐ Embrace Change

For Management positions only, select the top 2 prioritized competencies from below.

☐ Model Self-Management

☒ Engage, Influence, Lead

and Grow Others

☒ Run an Effective

and Agile Organisation

☒ Develop the Organisation

for the Future

HOW TO APPLY

Interested applicants should submit a cover letter and updated CV with three professional references and their contact details on or 31st October 2024, via this email address: [email protected]. Indicate the title of the position in the subject of your email "HR Coordinator." Female candidates are strongly encouraged to apply for this position."