Human Resources & Administration Manager

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been working in Somalia since January 2005, in support of Livelihoods Recovery, Peace Building and Emergency Response programs throughout much of the Country. Since 2005, funding has been a mix of private donations, DfID and USAID. Currently, Mercy Corps Somalia has offices in Bossaso and Garowe in Puntland, Galkacyo in Galmudug, Mugdishu and Hargeisa in Somaliland. The program is growing at a healthy pace and will soon open several more field offices to support newly funded programs.

GENERAL POSITION SUMMARY:

The Administration Manager is responsible for all administrative and human resource functions in Somalia including recruitment, performance management, contracts, discipline, visas and government authorizations, and implementing and enforcing relevant systems. S/he ensures compliance with Somalia Labor and other relevant laws, Mercy Corps’s internal policies (global and local) and procedures, updates local manuals and policies, and builds the capacity of local administration/HR team members. S/he provides support and advises the country leadership and other team members on administrative/HR issues, directly supervises the administration department in Hargeisa country office and provides technical supervision to administration/HR staff in field offices. The manager also produces regular reporting to Mercy Corps Somalia SMT and responds to information requests, and thereby works closely with the programs and operations teams to ensure that Mercy Corps Somalia program information is managed in a controlled and efficient manner.

ESSENTIAL JOB FUNCTIONS:

Recruitment, Selection and Placement

• Support, implement and administer the effective and timely recruitment processes in the hiring, developing and retaining the best talents available to support the strategic human recourses needs of the office and the organization.
• Support the office's human resources needs for national professional officers, general service, and temporary employees by implementing proper and expedient recruitment procedures.
• Ensure organizational human resources targets are met while ensuring the recruitment and retention of staff a diverse body of staff of the highest caliber.
• Promote equity, transparency, and consistency in the selection and placement of staff.
• Work with program managers to establish and implement results-oriented action plans and sound budgets to coordinate targeted recruitment efforts with identified need at Mercy Corps in the short-term, intermediate-term, and long-term.
• Monitor and evaluate the measurable results of targeted recruiting efforts and impact on people.

Policy Implementation and HR Administration

• Establish and maintain equity, transparency and consistency in the interpretation, determination, implementation, and administration of HR policy, procedures and guidelines on all HR related matters applicable to the staff.
• Ensure timely, equitable, transparent and systematic administration of all HR benefits, entitlements, contracts renewal and termination, performance management, promotions and other HR activities. Identify opportunities for the country office to support Mercy Corps global HR priorities, campaigns and partnerships, and lead, advise or recommend new initiatives to adopt in the office.
• In close coordination with the program managers and SMT, implement and administer the equitable, transparent and efficient job classification system in compliance with the established job classification policy, guidelines, procedures and related requirements.

Capacity Building and Career Development

• Opportunities to develop and support capacity among country HR staff, other colleagues and other relevant partners are regularly identified and addressed as appropriate.
• In coordination with the relevant program managers and SMT, implement timely and effective staff learning and development programs and briefing on career management to all staff in the office in order to strengthen their capacity building and advance career development planning.
• Support and utilize a database on staff development activities and training contracts and take follow-up actions for processing of external collaborator contracts and implementation of training activities.

Organizational Development

• In coordination with the senior management team, supports the country office move forward to achieve its goals through continuous improvement, culture change and the management and development of its people.
• Supports managers and staff in achieving their aims and objectives through the provision of an infrastructure for performance and development as well as specific interventions.
• Is involved in fostering a culture of quality, performance and excellence.
• Plan and conduct HR workshops for staff’s competency building, career development and learning.
• Provide coaching and counseling to the staff on performance enhancement/development.

Strategic HR Planning and Management

• Provide ongoing strategy guidance, interpretation and technical support to management of the country offices in the all area of HR management.
• Provides accurate and sound technical analysis and timely support to the management and planning process in the office as it relates to budget planning, staffing, organization design, change management and other HR strategy planning and development deliberations.
• Liaise with the HQ Divisions to support and contribute to corporate HR strategy formulation and local implementation; advise on the applicability of new strategy and guidelines to country office HR plans and activities.
• Provide feedback and make recommendations from a field perspective on systems and internal controls, planning and change management and resolution of HR issues.
• Participate in or support country HR strategy review and HR Management Meetings to identify new trends, priorities and requirements.
• Participate in workshops and meetings for the strategic planning of Operations/Human Resources/Information Technology/Supply.

Management Excellence in the Office

• Promote management excellence in the office by ensuring accountability in all areas of HR and by demonstrating a high level of skills in the management of staff resources including staff selection based on merit and the needs of the organization, staff aspiration and counseling, systematic and equitable performance management, and staff development and learning activities.
• Monitor compliance with all systems and procedures and ensure management integrity and accountability with high quality standards in all activities in HR;
• Ensure the implementation of agreed audit recommendations; advise on corrective measures to be taken and establish relevant internal controls;
• Oversee the distribution and tracking of organizational assets and office supplies to staff and provide related training to admin staff;
• Arrange for Somalia letter of invitation, visas, residence permits, work permits, passports and drivers licenses for resident and non-resident expatriate as needed, and coordinate movements of staff within and coming in and out of Somalia;
• Administer and track lease agreement, service contract and employment contracts.
• Monitor staff/management issues and support/advise management and staff as appropriate to improve the relations and resolve the issues.

Inter-agency Cooperation, Networking and Partnerships

• Ensure active coordination of HR initiatives with other agencies.
• Maintain effective and steady communication or working relations with INGOs and UN agencies to seek harmonization as well as new ways to enhance effective HR management and development in Mercy Corps Somalia.
• Co-ordinate HR activities within Mercy Corps field offices in Somalia and cooperate with partners in the locality, including Government, UN and NGOs.
• Participate in the inter-agency coordination, conferences and other forums to improve HR planning, implementation, staff learning and development, recruitment, etc.

Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

ACCOUNTABILITY:

SUPERVISORY RESPONSIBILITY: National HR and Administration staff

REPORTS DIRECTLY TO: Operations Manager

WORKS DIRECTLY WITH: Other program technical leads (Education, Infrastructure, M&E), as well as operation staff in the country and field offices.

KNOWLEDGE AND EXPERIENCE:

• 5+ years field experience in administrative or human resource support functions with a humanitarian non-governmental organization with supervisor responsibilities.
• Experience in setting up and managing administration and human resource management systems.
• Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses, with experience in Somalia strongly preferred.
• Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
• Effective verbal and written communication, organizational, prioritization and MS Office applications.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work cooperatively.
• Proven ability to solve problems independently without direct supervision.
• Knowledge of Mercy Corps systems and procedures desirable.

SUCCESS FACTORS:

A successful candidate will have a demonstrated ability to lead and communicate effectively with team members of varied work styles and cultures, follow procedures, and meet deadlines with flexibility and creativity in planning and problem solving. S/he will have a proven ability to learn quickly, multi-task, prioritize, take initiative, and be accountable for results, understand the larger picture while remaining focused on the details, problem solving, work within a complex and sensitive setting and to follow laws and security protocols. A willingness to relocate for short-term as necessary within coverage regions based on needs, work independently and as part of a team are essential. S/he will have knowledge of administration and human resources, which can be adapted to the Somalia context. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations. In Somalia, patience, diplomacy, tenacity, compassion, determination and a sense of humor are all success factors.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

The HR & Admin Manager will be based in Hargeisa, and support activities throughout the country. This is an unaccompanied post in a highly insecure environment. Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Submitting a resume online at a job site could cause valuable screening information to be missed.

Please apply directly at:
http://mercycorps.silkroad.com/epostings/submit.cfm?fuseaction=app.dspjob&jobid=217760&company_id=15927&version=2&jobboardid=479

Mercy Corps is an AA/EOE.