Human Resources and Administrative Assistant

Background

Danish Demining Group (DDG) is part of the Danish Refugee Council (DRC). DDG is an operational unit specialised in the prevention and reduction of armed violence (AVR). DDG has AVR programmes in many other countries in the region including Somaliland, Somalia, Yemen, South Sudan and Uganda. For information about DDG’s AVR approach see www.danishdemininggroup.dk/about-armed-violence-reduction.

Danish Demining Group is looking to recruit Human Resources and Administrative Assistant to engage in day to day HR and Administration tasks in Puntland.

Purpose

The HR/Admin Assistant will be responsible to assist the Area Manager in the management of Human Resources and Administrative operations in Puntland. This includes implementing, monitoring and follow ups across all Human Resources and Administrative tasks to ensure that DDG/DRC’ s standard policies and best practices are followed.

Duties and Responsibilities

Human Resource

• To assist the Area Manager and the Project Managers in day to day Human resource management (Recruitment, performance management, time sheets, inductions and exit debriefing).
• Manage and provide regular update reports on APIs
• To advertise job vacancies in a range of forums and short list applicants as requested by the Area Manager.
• File and follow up all contracts of employment for national staff of Puntland program.
• To update all the human resources documentation such as staff lists, job descriptions, CVs, contracts of employment, leave requests, attendance lists and any other documents related to HR management.
• To prepare the payroll and pay slips on a monthly basis.
• To track and report monthly on staff leave and attendance sheets.
• To assist in defining the staff training plan and assist in organizing training sessions

Office Administration

• Manage travel-related tasks that is flight bookings and arrange of airport pickups and accommodation.
• To assist Area Manager in administrating the office.
• Handling of incoming and outgoing mail.
• Update travel board for staff and guests in Puntland office.
• Handle incoming visitors and manage reception area.
• Supervise Office cleaners to ensure that office is kept clean at all times.
• Liaise with Finance to ensure utility bills are paid on time
• Ensure stationery and office supplies are available in the office.
• To prepare, file and follow up contracts with suppliers of services.
• Engage in translation services as requested by management.
• Take minutes for coordination meetings, circulate to relevant staff and file in the office.
• Any other duties related to the nature of the position as instructed.

Guesthouse Management

• Supervise cook and cleaners.
• Ensure guesthouse is thoroughly cleaned.
• Ensure the guesthouse is in good and hygienic condition for the visitors.
• Manage the booking of the guesthouse.
• Update Guesthouse notice board regularly.
• Update guesthouse room status on regular basis and report to the Area Manager.

Reporting Arrangements:-This position currently reports to the Area Manager Puntland.

GENERAL

Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework into the work of DRC (http://www.drc.dk/HAF.4265.0.html

Requirements:

Requirements:

· Bachelor Degree in Business Administration or related degree from recognized university.

· At least 3 years’ experience in a similar position while working of international organization in Puntland.

· Strong communication and interpersonal skills, with excellent written and spoken English/Somali.

· Confident and proficient in the use of MS Office (Particularly in Ms Excel and Ms Word).

· Experience of establishing strong working relationships with colleagues from different functions and cultures.

· Experience of proactively identifying and addressing issues.

· Must be Puntland national, preferably resident in Garowe.

Conditions*Availability:*1st Augusts 2015

Duty station: Garowe, Puntland

Contract: 10 months dependent on both funding and performance with a 2 months’ probation period. Salary and conditions in accordance with the Danish Demining Group-Danish Refugee Council’s Terms of Employment for National Staff

HOW TO APPLY:

Application and CV

Interested candidates who meet the required qualifications and experience are invited to submit:

1. A cover letter (1 page) in which you explain why you are interested in the position and how you meet the qualities and qualifications criteria.
2. Concise and accurate CV (maximum 3 pages). The CV should include information about your academic qualification, relevant training courses, work experience and the name and contact details of 3 relevant references.

Please forward the application and CV, in English jobs@ddgsom.org

The title of email should be “Human Resource and Administrative Assistant,” applications should be sent no later than 24th July 2015