Job Description
Reporting to the HR Officer, the Human Resource Assistant will offer support services in Human Resource Management at the IRC Mogadishu office and has strong working link with HR Country office and other IRC Somalia offices.
Specific responsibilities include:
- Assist the HR Officer to maintain up-to-date records (forms, approvals, requisitions) for all staff in relation to
- Personnel files
- Recruitment documents
- Leave reports.
- Time sheets
- Training requests and reports
- Performance Management reports
- Benefits enrollment forms
- Payroll documentation
- Exit reports.
- Provide employee all policy papers for their acknowledgement when first reporting to work.
- Recruitment and Selection: Assisting with the recruitment process by posting job advertisements, screening resumes, scheduling interviews, and conducting background checks and responsible for coordinating onboarding process for new hires.
- Employee Records Management: Maintaining accurate and up-to-date employee records, including personal information, employment contracts, and other relevant documentation. This may involve creating and updating employee files, ensuring compliance with data protection regulations, and managing online and physical record and keep the employees’ records in a locked place that accessible only by authorized staff.
- Employee Relations: Assisting with employee relations matters, such as addressing employee queries or concerns, and maintaining regular communication with employees. This may involve providing basic information on HR policies, procedures, and employment regulations.
- Prepare the orientation schedule for new staff.
- Ensure timesheets are submitted in a timely manner in Mogadishu office and the same is forwarded to Country office on time.
- Updating the timesheet tracking schedule monthly and sharing with the line manager/ Country HR Department by the 20th ever month.
- Collect staff annual leave plan and avail leave forms/ tracker by sharing to the HR officer in monthly basis.
- General Administrative Support: Providing general administrative support to the HR department, such as scheduling meetings, organizing HR-related events, and assisting with HR projects as needed.
- HR assistant should have strong background in Excel sheets and formulas
- The HR assistant should be proficient with Excel calculations.
Qualifications
REQUIRED QUALIFICATIONS:
- Bachelor/ Diploma in Human Resource Management, Business Administration, or related field.
- At least 3 years of experience in HRM, in an NGO set up.
- Knowledge of HR Practices: Familiarity with basic HR principles and practices is essential.
- Communication Skills: Strong verbal and written communication skills are crucial for an Excellent in English and Somali both speaking & writing.
- Organizational Skills
- Problem-Solving Skills
- Knowledge of Somali labor laws.
- Computer Skills: Proficiency in using HR software and systems is beneficial and Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint
- Discretion and Integrity: Demonstrating discretion and maintaining the highest level of integrity is crucial to protect employee privacy and maintain trust within the organization.
REQUIRED COMPETENCIES:
- Commitment, punctuality, proactive, a good team player, ability to work under difficult conditions in the field, trustworthiness, honesty, etc.
- All IRC staff are required to adhere to THE IRC Way Standards for Professional Conduct and the IRC country employment policies.
Standard of Professional Conduct
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
Gender Equality & Equal Opportunity
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.
Diversity and Inclusion
At IRC, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, physical or mental ability, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work
