Deputy Head of Department (HR)

JOB VACANCY ANNOUNCEMENT (VA) NUMBER VA017/2017 Position Title Human Resource (HR) Deputy Head of Department Level X2 Number of positions One(1) Duty Station Nairobi Type of contract Fixed term Contract duration 1year with possibility of extension Organisational background Action Against Hunger has been conducting humanitarian programs in Somalia Since May 1992. Currently, AAH is conducting its humanitarian activities in Somalia focused on treating and preventing malnutrition, increasing access to clean water and appropriate sanitation, strengthening the food-security and the livelihoods and thus boosting the resilience of communities in Somalia as well as emergency response via program bases in Somalia. The positions and responsibilities Action Against Hunger Somalia is looking for suitable candidate to fill Human Resource (HR) Deputy Head of Department, based in Nairobi. Reports hierarchically & technically to the Human Resources (HR) Head of Department. HR Deputy Head of Department’s core responsibilities will include but not limited to the following: Goal: Under the supervision of HR HoD, Deputy HR HoD should ensure effective and efficient Management of Human Resources, attracting and retaining of high quality expertise in consistent with the ACF Human Resources management framework and local legislation. Mission 1: Participate to the definition, implementation and follow up of the national HR policies for the mission With Support of HRHOD: • Ensure the update and implementation of HR procedures and tools on the bases • Ensure a legal/regulatory watch on any new text that impacts the HR management of the mission. • Contribute, with the HRHOD to the collection of necessary information and to the revision of HR policies. • Participate in development and/or review of the HR strategy and its implementation & follow up. • Support and participate in developing HR costs and annual HR budgets for the Mission. • Provide technical support to the HR Field Officers on the bases. • Check the bases’ monthly reports and synthetize into a mission’s report Mission 2: Ensure high quality of the national staff administration, compensation & benefits, payroll, and ensuring the coherence of work organization. • Control and validate monthly payrolls, social contributions, and declarations to the local authorities. • Ensure staff insurance covers are updated and are in line with the legislation of the country. • Follow up on the end of contract dates/renewal for all employees.. • Ensure and maintain an updated insurance coverage for employees; Medical, WIBA/GPA and/or GLA • Verify the JD revised by managers • Capitalize and prepare consolidated organizational charts for the mission on a monthly basis • Ensure the Mission reports/statistics are done monthly and elaborate the mission’s HR indicators • Lead and Prepare necessary HR files in case of audits, and HR reports to the authorities • Ensure accuracy & updating staff files regularly. • Ensure and maintain high quality, accurate & timely management of HR Database ie HR Information system. • Ensure and maintain follow up of staff movements, flights, accommodations of employees Mission 3: Ensure the follow up of the administrative management of international staff. With Support of HR HOD: • Support with collaboration with HQ, Briefing and debriefing international staff on administrative issues upon arrival and departure. • Ensure the Expatriate database (Saga HR) is updated, Presence sheet (IPS) generated and follow-up, Justifications for absence documents sent to HQ. • Ensure systematic and chronogram of expatriates movements out/to the Mission either on beak/leave etc. • Support in updating of expat follow-up on a monthly basis. • Lead, advise and ensure administrative legal status of expats are valid i.e visas, permits Mission 4: Facilitate, follow-up of recruitment, Training & capacity Building, and promote career development • With support from HR HoD, Plan, advice and participate in recruitment interviews • With approved recruitment request, work with HR HoD to develop appropriate sourcing strategy and follow up of quality recruitment. • Ensure proper follow up of the procedures, implementation and respect of the annual appraisal. • Develop annual appraisal analysis and any training needs identified. • With HR HoD support, develop annual training plan of the mission, follow up on implementation and to its achievement report • Develop relationships with universities and partners in the frame of the recruitment and training policies. • Support the base HR Field Officers in the implementation of the tools and procedures for recruitment, appraisals, trainings and career management Mission 5: Participate & contribute to both internal & External communications & information. With the support of HRHOD: • Organize information meetings with national employees on the HR rules and procedures; • Elaborate and communicate internal HR notes to all staff and encourage participations. • Receive staff requests and grievance; share and advice the HR HOD • Participate in meetings with local authorities and organizations (Labor Inspection, Ministry of Labor, insurances, social welfare, …) • Represent ACF during external coordination meetings. Mission 6: Management • Day-to-day management of the HR team in capital and home staff (guidance, follow-up, motivation…) • Identify recruitment needs and recruit the team members. • Evaluating the performance and developing the skills of the team members • Identifying the training needs of the team • Provide to HR HoD a constant feedback on the quality of base HR management. • In absence of HR HoD, assume the role of Acting HR HoD. Mission 7 : Prevent and manage cases of fraud and corruption With the support of HR HOD; • identifying the risks of fraud and/or corruption in the mission and advice HR HoD putting in place preventative and monitoring mechanisms • Developing and sensitizing staff to make sure they are aware of the risks of fraud and corruption. • Alerting the HR HoD on cases of fraud and/or corruption undertaking corrective actions. • Monitor and put in place recommendations arising from the day-to-day control and audit. Qualifications, Experience, Competencies & Skills: • Degree in Business Administration; Professional certification in HR is an asset. • Minimum of 5 years professional work experience in Human Resources Management; • Experience in collective and individual management fundamentals : local labor law/regulations, staff representation, conflict management, remuneration and social benefits, payroll and staff administration, recruitment, training, career management, Experience in coaching and team building; Experience of managing & supporting staff. • Excellent English knowledge (oral and written) is Mandatory, Somali language is an asset • Be sensitive to others and to the environment • Experience on the use HR information Systems e.g Homere • Team management • organizational skills and management of priorities • Good analytical skills • High level of confidentiality • People management skills • Diplomacy • Able to mentor and transfer knowledge • Able to argue, convince, lead a negotiation • Able to develop, maintain and mobilize a professional external network • Familiar with Somalia Context and Culture; Visit : How to apply Applications, including CV with cover letter and 3 professional references to be sent via email to: not later than 25th July 2017 clearly mentioning the position on the subject line. e.g VA017/2017 Human Resources (HR) Deputy Head of Department -Nairobi Only short-listed candidates will be contacted for interviews. Female Candidates are particularly encouraged to

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