Advertisement for HR and Admin Assistant based in Mogadishu – Somalia-National Position (1 Position)

Position Title: HR and Admin Assistant

Reporting to: Country HR and Admin Coordinator

Duty Station: Mogadishu-Somalia

Position Status: locally hired position-National

Area of Operation: Somalia

Employment period : Starting in Sept 2024, 10 months with the possibility of extension

Background:

FCA works to enable people to break the circle of poverty and violence. We are a rights-based actor, a Finnish organization with 70 years of experience, with operations in 15 countries. FCA is Finland’s largest NGO in development cooperation and second largest provider of disaster relief. Our action is guided by international human rights standards and principles. We realize our mission and vision through development cooperation, humanitarian assistance and advocacy work. We contribute to positive change by supporting people in the most vulnerable situations within fragile and disaster-affected areas. We consider three thematic areas as central to sustainable change: the right to peace (R2P), livelihood (R2L) and quality education (R2QE).

In Somalia FCA has been working under a right to peace thematic areas since 2008 including governance and reconciliation projects and later has expanded in quality education (R2QE) thematic area.

Primary purpose of the position:

The HR & Admin Assistant is responsible for providing human resource and administrative support to the FCA Somalia Offices. S/he works closely with the Country HR & Admin Coordinator and relevant staff to ensure processes are executed well-coordinated, well-informed, and timely. S/he is responsible for running day-to-day HR & Administrative activities in FCA Somalia offices.

Main HR tasks:

• Support the Country HR and Admin Coordinator in developing, establishing, maintaining, archiving and auditing HR and administrative systems.
• Assist the Country HR & Admin Coordinator in carrying out and archiving the staff recruitment process.
• Maintain up-to-date staff records and verify personnel information as necessary.
• Secure management of personnel records for all personnel.
• Ensure proper filing system and all relevant documents fulfilling audit requirements are in place with consultation of the Country HR & Admin Coordinator
• Draft temporary and casual contracts and make sure that concerned parties sign off.
• Ensure all new staff are added to the medical insurance cover by updating the insurance lists and invoices processed for the service providers.
• Ensure that probation objectives and reviews are carried out in a timely manner and that managers are tasked to act on arising concerns.

Administration Tasks:

• Ensure that personnel files are kept up to date and deadlines respected (annual performance reviews, contract amendment)
• Ensure that the personal folder database is updated regularly, such as with all the necessary documents.
• Prepare HR audit documents when needed/requested.
• Draft and submit all correspondence and related documentation for the signature of the designated Authority.
• Prepare of ID documentation for newly appointed personnel.
• Ensure that timesheets for all area offices staff are received every month; responsible for filing and archiving of the timesheets
• Carry out all booking accommodation in FCA SOCO whenever requested.
• Assist with the completion of necessary reports or compilation of HR/Administration information as requested.
• Manage the department’s telephone center and address queries accordingly
• Maintain FCA SOCO contact lists.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Manage agendas, travel arrangements and appointments for the Country.
• Assist in administering exit interviews and monitor clearance by exiting staff through the SYMPA system.
• Any other relevant tasks assigned by the direct supervisor.

Experience:

• University degree/high degree in Human resource/Business/Administrative or related field is an advantage.
• Minimum of 2 years’ experience in a similar position with an international organization preferably of Somalia context.
• Demonstrated ability to work in a multicultural environment, and establish harmonious and effective working relationships, both within and outside the organization.
• Good knowledge for recruitment software and HR systems.
• Good command of spoken and written English and Somali.
• Good organizational and communication skills, highly disciplined and responsible.
• Excellent writing and communication skills.
• Knowledge of labour laws
• Experience in archiving and digital records management is desirable.
• Ability to work under pressure in a fast-paced environment.
• Good organizational and prioritization skills.
• Proficiency in Microsoft Office, Microsoft Excel and Publisher.
• Strong interpersonal skill
• Willing to travel and can work under pressure.
• Excellent Problem-Solving Skills.

FCA practices zero tolerance against concerning aid diversion and illegal actions and may screen [contractor/external party name] (i.e. applicants, contracts, suppliers, consultants, etc.) against international lists to ensure due diligence and compliance with Anti-money laundering and Combating the Financing of terrorism requirements). FCA’s Child Safeguarding Policy applies to all FCA staff.