Job Description
Job Title: Human Resource/ Procurement Officer
Duty Station: Hargeisa, with possible travel to field offices as requested
Department: Administration &Finance Department
Report to: Executive Director
Supervision: Administrative, Logistics, and Security personnel
Start Date: Immediately
Grade:
- Background
NAGAAD Network was founded in 1997 as a women’s organization dedicated to leading issues of women and children in Somaliland and has been operational in Somaliland to advocate for women and children’s empowerment and to work towards achieving an egalitarian society, where women, children, and men are equally significant. NAGAAD Network currently has the representation of 46 women’s organizations across the country.
- Job Purpose
The purpose of the position of Human Resource/ Procurement Officer is to lead functions of human resource management and procurement. The position will also supervise administrative logistics, and security personnel, and oversee employees’ adherence to NAGAAD Network’s policies and procedures.
Under the overall supervision of the Executive Director, you will be responsible for performing the following roles and responsibilities:
- Roles &Responsibilities:
3.1. Human Resource Management:
- Perform NAGAAD Network’s recruitment process and make sure that al recruitment processes are in compliance with NAGAAD Network’s HR policy and with applicable legal laws and regulations of Somaliland labor law.
- Prepare and draft placement of job announcement, internal/external, corresponding with the candidate, and advising process, while observing requirements of the relevant labor law in Somaliland;
- Assist in the drafting of job description and announcement for vacant jobs, collection of applications, screening applications, and short listing, and preparation of written test, interviews, selection, background, and reference check prior to offer letter.
- Perform staff orientation on a regular basis including newly recruited staff, and maintain attendance log sheet.
- Ensure that the individual employee’s files and records are in compliance with NAGAAD Network’s HR policy and procedures.
- Perform preparation of probationary periods, job objectives, and appraisal and remind your supervisor as necessary when the deadlines are approaching.
- Ensures completion of required pre-employment documents (including background checking and reference verification.
- Ensures effective management of service contract and monitor the validity of employees’ service contracts.
- Keeps track record of each service contract expiry date and send out timely reminders to the employee and Executive Director of upcoming renewals.
- Make sure all personal files are complete and updated all the time while adhering to the highest level of confidentiality.
- Maintains Human Resources Information Systems including employee’s personal and payroll information, ensuring records are accurate and up to date and
- Ensure that all required information in the individual employee’s personal files are up to date at all time, on all records relating to leave taken and balance, benefits, travel, allowances, and severance pay as required by the HR policy.
- Assist the process of the preparation of payroll and process payments and provide details of changes affecting salary payments each month.
- Ensure that timesheets of all staff of NAGAAD Network are filed at the end of each month, and a copy of the timesheet is kept employee’s file.
- Ensures performance management documents are completed in accordance with the NAGAAD Network HR policy and procedures and are kept on the employee’s file.
- Ensue timely monthly human resource reports and make sure it is in compliance with requirement and
- Manage records, contract of internship /volunteers including their orientations, and facilitate the process of their placement.
3.2. Procurement functions:
- Ensure that all procurement activities at NAGAAD Network office are line with procurement policy all the time and as per donor requirements;
- Make sure that all procurement activities at NAGAAD Network carry prior approval and in accordance of the available budget;
- Oversee all procurement process qualify quality standards through supervision of Procurement Requests, Requests for Quotation, Comparative Bids Analysis,
Procurement Committee and Purchase Order processes.
- Ensure overall best value for money is achieved through a competitive and transparent Procurement process considering quality, availability, time frame,
delivery, and storage costs and technically advise the Procurement Committee accordingly.
- Responsible for procurement requests from all department and prepare purchase plans with a view of ensuring cost effectiveness, timely procurement and quality of goods.
- Make sure that pre-delivery inspection is conducted before goods are received at NAGAAD Network office, accuracy, quality and defect and completeness of goods is verified;
- Receive quarterly procurement plans from the program managers and implement as per order.
- Responsible to ensure that all procurement documentations are maintained timely, and traceable all the time when needed;
- Ensure donor procurement policies, guidelines and specific requirements are strictly met.
- Coordinate with all program colleagues on the procurement requests submitted and ensure their finalization on timely manner.
- Lead in the solicitation of process of RFQS/ RFP in line with NAGAAD’s procurement policy.
- Responsible for contract management of completed procurement for release/ renewals of applicable department contracts.
- Responsible for filing and archiving of procurement files neatly as per NAGAAD Network filing system.
- Responsible for implementation of all procurement related policies, business ethics, and code of conducts in line with NAGAAD Network policies.
-
Skills and Qualifications
1) First Degree in Human Resource Management, Business Management, or relevant discipline or higher will be an advantage;
2) Minimum 6 years of professional work experience in similar position, in humanitarian development organizations;
3) Proven supervisory skills, ability to lead and manage a team.
4) Have capacity and experience to design, develop, and deliver training for employee;
5) The ability to listen /work with people of different backgrounds and nationalities.
6) Effective communication skills (both oral and written) and good interpersonal skills.
7) Ability to bring integrity and impartiality to all tasks, and observes strict confidentiality, while exercising discretion and courtesy among all employees.
8) Ability to interpret and apply laws and regulations affecting the HR function of the organization and
9) Very good computer literacy.
How to apply
All interested candidates should send their CVs with cover letter to nagaad.org2017@gmail.com on or before Nov 18th 2023, at 3:50PM please mark
the subject “Human Resource/ Procurement Officer” Only short-listed candidates will be contacted.
