HR Coordinator / L&D

Ü Draft an HR/OD strategy / policy that guides staffs comportment, competencies, and commitment in line achieving organizational mission and objective

Ü Coordinate with the concerned departments, in particular finance and administration, to ensure Standard Operational procedures (SOP), practices and processes are in place to support strategic work and directions.

Ü Regularly and continuously conducts organizational development assessment to identify areas calling for system, structure and group interactions and recommend appropriate OD/ HRD interventions.

Ü Manage and Prepare department’s Annual Plan & Budget to complement the above strategy and policy needs and compliances

Ü Assesses and analyze information on HR/OD policy and best practices related from world wise SOS National Associations and other similar organizations;

Ü Lead the process of reviews of Job Descriptions (JDs) and in the preparation of new revised JDs in line with organizational staffing strategy;

Ü Enable and sustain a motivating working environment throughout the organization that nurtures and sustains staff motivation and morale to deliver the overall organizational mission

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Assist the HROD Manager in carrying out Talent acquisition.

Ü Liaise with the relevant departments to establish and manage filling up of staffing needs as will be requested by the Heads of functions.

Ü Prepare and draft job analysis to match emerging staffing needs

Ü Facilitate and ensure the completion of the recruitment request which are submitted by the hiring department before posting out any position.

Ü Manage Recruitment & selection Procedure for National office staff and key staff in the field

Ü Posting of job Advertisements for National office and field positions

Ü Organize and Participates in Interviews and draft the interview minutes based on the recommendations made by the interview panel.**

Ü Conduct and maintain quality and professional background and reference check and notifies candidates about the results of the selection process

Ü Coordinates the placement of interns and volunteers and administers their related issues visa volunteer management guidelines

Ü Provides relevant statistical information and data on program HR activities including gender analysis and provides information to interested groups and National Office on the statistics.

Ü Establishes tracking system to monitor all probationary review meeting are done on timely after 3 months, documented and confirmation of employment is granted

Ü Prepare job offer and contract

Ü Create staff personnel files and put all mandatory documentations

Support the HROD Manager for Talent Management and people development

Performance Management

Ü Encourage and support line mangers for execution of Performance management system

Ü Consistently create culture of follow up for performance management processes.

Ü Conduct refresher training on performance management in the beginning of every year and share revised PAT form with line management

Ü Share yearly calendar schedule for performance Management to the line management to share their timetable

Ü Stablish monitoring tracker for submission of performance management of MA Somalia

Ü Advise line Manager for actions on poor performers

Ü Draft feedback mechanism for high performance team

Ü Discuss and arrange award system for high performers

Ü Advise and guide the line management that PM is connected to learning and development, talent management, compensation and benefit, acquisition and hiring

Ü Ensure the support for complete, correct and proper performance management done for all staff

Ü Prepare quarterly review for PM

Support the implementation of Learning and Development

Ü Development or review of L&D policy

Ü L&D need assessment (Organizational, skills and competencies and personnel fit)

Ü Development of L&D objectives

Ü L&D tools and material development

Ü Assess Design, plan and processes for training and development needs of all staff

Ü Develop annual plans and budget for SOS Somalia staff’s training and development in line with the identified needs

Ü Develop MA Somalia training and development Plan and share it with the staff for proper follow up.

Ü Monitor approved Training and development plan according to the yearly plan

Ü Follow up and co-ordinate as needed with concerned departments, resource persons and institutes to organize training, workshop and exposure visits for SOS staff

Ü Lead employee development and learning processes to improve organizational competencies

Ü Provide correspondences and liaison with the project team in coordinating external and internal trainings for the program

Ü Oversee the deliverables of the training and development programs to build the capacity of the staff

Ü Conduct an evaluation onto the effectiveness and impact of staff training and development and career support and provide a full report about it.

Ü Onboarding and orientation

Ü Ensure the support for complete, objective and proper orientation and inductions done for the new hires Plan and conduct staff induction and orientation (I&O) including ensuring mandatory visits to the projects

Ü Draft orientation schedules for the relevant department and Provide basic orientation for SOS including who we are, branding, care promises and

Ü Stablish orientation schedule for new joiners to SOS Programs

Ü Document signed orientation form

Ü Work to promote and enable a working environment that nurtures a “learning together” attitude and practice

Ü Build clarity and competence amongst staff to support functioning of working group/s and matrix working style in the organization

Ü Explore innovative methods and practices of building up SOS’s knowledge

Ü Regular orientation of processes and policies

Ü Do support &career path succession planning process for key positions in the organization

Ü Envolve the Leadership development program to key positions

Ü Help line mangers in Coaching and mentoring process

Administering Compensation and Benefits Management

Compensation and Total Reward.

Ü Oversees the administration of benefits programs within the MA Somalia including the enrolment of benefits for eligible co-workers and the removal of departed ones.

Ü Keeps up-to-date with the latest development in employment related laws in the country; ensure that SOS Children’s Villages Somalia Organization complies with all Government statutory regulations.

Ü Liaises with HR service suppliers and insurance company regarding co-workers’ benefits.

Ü Liaise with program unit coordinators on planning and utilization of annual leave by creating the proper awareness

Payroll and HR Information Management

Ü Completes payroll related information and ensures all information are accurate and communicated on time to Finance Manager.

Ü Verify payroll before salary payment is effected

Ü Manages HR database to ensure up-to-date and accurate information is reflected

Ü Maintains HR data compilation and reporting such as headcount, turnover, new hire and vacation.

Ü Ensures strict confidentiality with respect to all HR file management and correspondences.

Ü Keeps proper record keeping of personnel file

Ü Ensure payroll tracker is updated every month

Ü Ensure that time sheet for all field and NO staff are received every month and documented

Phase out retirement and separation

Ü Conduct exit interviews for exiting co-workers and maintain copies in the personnel file

Ü Ensure that exit procedures are properly followed during co-workers’ resignation and makes sure that the organization is free from any contingent liabilities.

Ü Ensure staff send Signed Resignation Letter

Ü Confirm Acceptance resignation letter is signed by Line Manager and ND

Ü Prepare End of service Benefit (ESB) for leavers

Ü Prepare work certificate

Ü Close email and return organization ID cards

Ü Organize Farewell part

Build and improve effective network relations within SOS society in local and globally

Ü Develop wider networks and links with other HR/OD functionaries with other National Associations to be updated about HR/OD issues, concerns and emerging trends or best practices

Ü Plan and pursue effective bilateral links with other SOS National Associations on further organization development concepts Regional Continental secondment, peer exchange programs and exposure visits.

Maintain effective Coordination and collaboration within HROD department and b/w HROD and other department for ensuring staff safety and welfare

Ü Co-ordinate and follow up on relation to staff concerns and issues

Ü Ensure timely dissemination of pertinent information to concerned staff, manager and departments for their update

Ü Effectively delegate and oversee staff participation in orientation / trainings related to emergency preparedness

Effective handling of staff grievances

Ü Gather information from different sources and shared communication/meeting minutes to identify issues and concerns relating to staff

Ü Follow up and wrap up issues/concerns relating to staff in a timely manner

Ü Ensure proper documentation and sharing staff grievances as appropriate

Ü Maintain confidentiality of sensitive information

Ensure effective Management and capacity building of HROD departmental staff

Ü Manage effective delegation and overseeing of tasks assigned to other members within the HR/OD Department

Ü Plan, implement and monitor capacity building of staff line managed within the HR/OD Department, including their long term career planning

Ü Provide coaching, mentoring and opportunities for departmental staff’s growth and career planning on a regular and timely basis

Ü Ensures performance appraisals, JD reviews are conducted timely