Human Resources Officer (People & Culture) Junior level

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. IRC works in over 40 countries and 22 U.S. cities to help restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home. The International Rescue Committee has been working in Somalia since 2006, providing essential services to conflict and disaster affected communities. The IRC is operational in Banadir, Southwest, Galmudug and Puntland regions implementing interventions in the areas of Economic Recovery and Development, WASH, Women Protection and Environment, Governance, and Health and Nutrition. 

JOB OVERVIEW

Under the administrative supervision of the Field Coordinator and technical management, support and direction from HR Manager, the HR officer will closely work with HR manager in executing all HR (people & Culture) functions and be the focal person in various HR functions for IRC Somalia Galkacyo field office, such as ensuring adherence to all personnel policies, recruitment, orientation and training for newly recruited staff and overall office.  The HR officer participates in maintaining and reviewing all human resource systems and procedures. S/he will ensure uniform compliance with policies and procedures.

KEY RESPONSIBILITIES

Policy & Labor Laws:

• Implementation of policies in Galkacyo field office and assist the FC and the HR (people and culture) Lead in developing and reviewing policies/ guidelines for further presentation and discussion.
• Ensure all policies, practices and procedures are fully disseminated to all staff  and are conducted necessary sessions/orientations to train them.
• Ensure proper and adequate understanding of Somalia labor laws and IRC’s obligations and advice the employees & the management on the same.

Talent Acquisition & Management:

• Supports the hiring managers for all field office recruitment by:
• Ensure all recruitments process takes into account of IRC policies and procedures and in    line with diversity and inclusion practices.
• Ensure all recruitment documentation are dully filled before advertisement.
• Ensure all positions are advertised on cornerstone and relevant job advert apps.
• Prepare the longlist and share the longlisted candidates to the HR Manager for final review before sharing to the hiring managers for further shortlisting.
• Lead the recruitment process with the coordination of the hiring managers by arranging interviews schedule, e.g., Time, quite place, and necessary equipment.
• Ensure to share with the hiring managers all necessary support needed from the HR department including both written and interviews templates.
• Ensure the selected candidates go through the employment process reference check and complete the process up to contracting.
• Coordinate a comprehensive orientation schedule for all new staff ensuring a sign off on orientation document with staff.
• Maintain updated recruitment files for each position recruited both physical and online.
• Keep the employee’s records in locked place and keep all key accessible only by authorized staff.
• Ensure all new staff are full signed all policies and have undertaken mandatory courses within the first two weeks of their reporting.
• Prepare COS (Change of Status) forms as required and draft /track Staff Contracts, termination forms/notifications.
• Sending unsuccessful candidates, regret letters immediately the position is closed.
• Ensure all new staff are appropriately enrolled onto the payroll and benefits schemes with the appropriate documentation.

Payroll Administration:

• Ensure the data on the payroll software is up to date.
• Verification of payroll information before approval.
• Ensure timely processing of IRC National staff payroll and share with the prospective finance for his/her review on time.
• Monitor and ensure timely preparation and payment of payroll for the seconded staffs, back pay, severance and other related pays due to staff.
• Custodian of all payroll documentation.

Performance Management:

• Take the lead of implementing performance management in the office, including:
• Provide induction/orientation for all staff on the performance management practices, polices and procedure.
• Assist all line managers working with their team for developing performance objectives every fiscal year and conduct midterm and final reviews.
• Updating the performance management trackers regularly during the review times.
• Provide and communicate in advance to line managers on reviews due.
• Ensuring that all staff Performance and Goal setting are reviewed on time.
• Ensuring that performance procedures are followed according to organization’s policy.
• Ensuring performance management documents such as goal setting & reviews are filed in each staff personal file.
• Ensuring the right performance management templates are used.
• Ensure performance files are scanned, filed both online and physical files.

Service & Administration:

• Monitor and ensure that all personnel documents are updated both online and physical files and maintained in the lockable personnel files at the field office.
• Ensure all employees database is maintained and updated both at the payroll system and the HRIS system.
• Ensure all employees Workday system is maintained and updated
• Prepare contracts of Consultants, Training Facilitators and Enumerators,
• Maintain up to date leave records for staff.
• Monitor and coordinate timely contract renewals, preparation of staff ID cards, termination, and resignation letters.
• Follow up and ensure to conduct exit interviews for exiting staff by making sure that staff separation process is smoothly conducted and keep copies in his/her personal file.
• Facilitate the inclusion of new staff into the appropriate medical coverage plan and Group Accident Scheme (GPA).
• Ensure and submit all Employees and their dependents Insurance documents are updated both online and physical and share to focal point/roving HR Officer.
• Follow up on all medical insurance matters for staff including adding and deleting staff to/from the employer’s liability and the medical and hospitalization insurance policy schemes as well as follow up on payments and claims
• Regularly update all trackers courses, performance or any other tracker.
• Prepare the orientation schedule for newly recruited staff.
• Support the HR Manager in recruitment process.
• Any other task assigned by supervisor.

Information management: (HRIS):

• Supports the management of IRC HRIS system and ensuring that it is accurate and maintained up to date: – Input of changes to employee records including new staff, exiting staff & contract extensions/ terminations.
• Ensures all new staff has access to the HR manual and relevant updates on their benefit usage.
• Produces reports to monitor HR metrics on staffing, timesheets, and recruitment.
• Follows up on HR audit reports and effects agreed solutions on staff data and information management.
• Capacity building employees, management, and HR Focal points in use of HRIS and reporting.

Maintain up-to-date records for the following documents (forms, approvals, requisitions) for all staff in relation to:

• Time sheets
• Disciplinary and warning Letters
• Mandatory courses.
• Change of status
• Leave records and reports.
• Personnel files
• Exit reports

Recruitment documents:

• Training requests and reports
• Performance Management reports
• Benefits enrollment forms
• Payroll documentation and processing for both staff and seconded.
• Insurance documentations and updates.

Audit Facilitation:

• Prepares for audit by researching materials.
• Closely work with audit focal points ensuring the submission is on timely.
• Supports external auditors by coordinating information requirements.
• Ensure all Files and data are updated and prior communicated.
• Work closely with the auditor in submission and verifying the documents required.
• Ensure audit recommendations are documented and implemented.
• Attending audit closeout meeting and taking the meeting minuets for record.

Exit Management:

• Coordinate clearance of staff separating from the organization including exit interviews and final dues payments.
• Ensure timely deletion of staff from insurance benefits.
• Advising staff of exit policy & procedure.
• Providing exit documents as well as guide to the Separating staff.
• Preparation and sending of resignation acceptance letter to the staff.
• Timely preparation of final dues.
• Ensuring signed copies of the final due’s documents are received and filed in the staff file.
• Conducting exit interviews for the exiting staff.

Reporting:

• Provide monthly reports to the HR lead, Field on the status of:
• Personnel files
• Leave
• Training
• timesheets
• Performance Management
• Benefits
• Mandatory courses

Employee Relations and Wellbeing:

• Closely work with staff on their work relates issues and wellbeing.
• Offering counseling services to employees.
• Contribute handling all grievances.
• Ensure that all employees have the necessary training, information, and resources to maximize their productivity within the organization.
• Assist in fostering positive employee relations and providing support throughout the employee lifecycle through creating conducive environment.
• Assist in organizing duty of care sessions.

Tagged as: IRC, Somalia