Administration & Human resource Manager-Hargeisa

Country: Somalia
Organization: ACTED
Closing date: 31 Aug 2021

Department: ADMIN/HR

Direct Hierarch: Country ADMINHR Manager

Contract duration: One Year with possibility of extension

Duty Station: Hargeisa-Somaliland

Starting Date: September 2021

ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. Their staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards sustainable development. For more information, please visit our website at

ACTED is looking for experienced self-driven and self-oriented professionals to fill the position of an ADMIN/HR Manager based in Hargeisa-Somaliland;

I. Main Objective

To manage the overall Administration and HR management of the ACTED mission in the Country ensuring that external governing laws and ACTED specific HR policies and procedures are always met.

S/he will provide oversight and day to day supervision of the HR/ADMIN team.

II. Duties and Responsibilities

· Human Resources systems

· In consultation with the Country Admin/HR Manager and Country Representative, review and/or update human resource and administrative policies and procedures (compliant with ACTED systems) and ensure they are effective, efficient, fair and transparent, and promote equal opportunities.

· Ensure that the human resource policies and procedures for staff comply with local labour laws.

· Conduct visits to field offices to review human resources and administrative procedures and assist/ support managers in their needs or ascertain human resource requirements. Appropriately support all personnel as required.

· Ensure a complete orientation package is in place and that all staff are oriented on time.

· Staffing and recruitment

o In collaboration with the HoDs, managers, assess staffing needs as required. Identify. execute staffing plans and recruit new and replacement staff including scheduling of contract extensions, new contracts, and necessary contract ends.

o Coordinate timely and effective recruitment of personnel.

o Help prepare job descriptions, terms of reference and submission of staff recruitment requests in coordination with Country Representative and Line Managers/Supervisors.

o Ensure pertinent organigrams, contact lists, and information flow lines are constantly updated and widely shared

o Ensure proper reference and back ground checks are conducted prior to hiring new staff

o Deliver recruitment needs and fill vacancies within the targeted time while ensuring that open and transparent recruitment procedures are followed as per ACTED policies.

o Plan and devise guidelines for recruiting suitable candidates for a required job description while ensuring overall supervision of open, fair, transparent and timely recruitment and selection process.

o Mediate between ACTED and the candidate and communicate organization’s policies and terms of the contract to the candidate before he is hired

o To identify redundancies and in collaboration with coordination, deal with the process effectively.

o To ensure all staff are working under a proper working agreement and that their employment terms match the Country’s Labour law and ACTED internal Manuals; in charge of updating the internal Manuals;

o Management of appraisals and disciplinary action in conjunction with the line managers at the duty stations.

· Administration & governing laws: Labour laws and ACTED policies;

In collaboration with Coordination and the Compliance Manager;

o Ensure that all statutory regulations are properly implemented within the ACTED mission accordingly.

o Ensure registration of ACTED offices and keep copies of registration certificates.

o In collaboration with the Senior Admin/HR Manager, develop and Update HR Policies as needed

o Draft policies while ensuring to be at an upper hand legally and keep the organization’s practices in tune with the labor laws, tax laws, permissible working hours, minimum wages, etc

· Payrolls/HOMERE and Information Management:

o Preparation of the monthly payrolls (HR TITANIC)/ HOMERE on a timely manner and share with CFM/O for review and approval.

o Close review of statutory deductions calculation to ensure the payroll tool always match the relevant governing laws;

o To maintain an accurate information of all staff in the mission as well as updated database for international staff;

o Supervise personal folders updates and the overall filling system.

· Administration:

o Establish and maintain confidentially personnel files both hard copies and electronic copies in the servers

o Coordination of performance management

o Leave tracking for all staff leave while ensuring accuracy and completeness

· Staff Medical Insurances

o Follow up and ensure renewal of staff insurances on a timely manner

· Trainings & capacity building:

o To provide a technical support, training and supervise the Field Admin officers and Admin/HR Team.

o Assess training and development needs of staff and provide appropriate induction and orientation, training, supervision and support to Line Managers / supervisors as required. Ensure all staff, international and national, always have adequate Induction and access to HR/Administrative policies and procedures.

o Liaise with lead members to ensure services in support of well-being such as counselling are made available

o Support Line Managers / Supervisors to Monitor and uphold staff conduct and discipline and ensure regular performance evaluations of all staff. Ensure that exit interviews/ debriefs are prepared before staff exits.

o All staff members understand and abide by the ACTED’s policies such as Prevention of Sexual Exploitation, Abuse (PSEA) / Child Protection (CP) Policy and all others. All staff must sign the relevant Code of Conduct. Staff are required to report any suspicions of exploitation and abuse of children and vulnerable people via established internal mechanisms. All staff must adhere to ACTED’s zero tolerance policy for sexual exploitation and abuse of children.

o Together with Line Managers / Supervisors, responsible for creating a culture of reporting any suspicions of sexual exploitation and abuse and other breach of policies.

o Build Capacity of ACTED’s HR team to manage and lead organizational policies in their respective bases through training and coaching.

o The staff member must monitor the development and implementation of reporting mechanisms while reinforcing ACTED’s zero tolerance approach to breach of these policies

o Ensure training tracker remains updated

· Employee Relations, Conflicts Resolution & Discipline

o Maintain and enhance the organization's human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices

o Be available at the disposal of the conflicting parties and hear out their issues without being judgmental

o Intervene and help map out a solution in case of dispute amongst two or more employees or between the employee and the management.

o In collaboration with the relevant line managers, deal with employee’s disciplinary matters as needed.

· External representation:

o When needed, represent ACTED in external HR forums, groups and HR workshops as required.

· Appraisal Management

· Protection Mainstreaming**

o Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labors).

· Any other duties as assigned by your line manager or Country coordination

III. Qualifications/Skills Required

· Bachelor’s Degree in Business Administration, Human Resource Ma, Public Relations or related field.

· 5 + Years of experience in HR management position preferably in an INGO with a proven track record of success

· Acquaintance with employment labour laws, various regulations and statutory laws of the Country

· Computer Literate - MS Outlook and Excel and basic software application and familiarity with the internet and email communications
. Demonstrated integrity, independent thinking, judgment, and respect for others

· Excellent communication skills, Strong analytical skills (context, people …)

· Competencies based interviewing experience

· Online recruitment systems experience

· Good understanding of the context is a mandatory requirement

· Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,

· Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team- player.

· Capacity to build a maintain a strong professional network

How to apply:

Application Procedure

Qualified national candidates with the required skills and qualifications are invited to submit their detailed curriculum vitae and cover letter as a single document (the cover letter should be on the first page of the document and the CV should start on the second page) to, with the e-mail subject ‘**APPLICATION FOR ADMIN/HR MANAGER-HARGEISA**’ and received on or before 5.00pm on 31ST August 2021. Applications sent after the deadline will not be considered.

Please note that only shortlisted candidates will be contacted.

ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.

ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

ACTED is an Equal Opportunity Employer.

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