JOB SUMMARY:
This position is an internship position for fresh student from the universities. This person will learn on HR and Archive related duties and also will assist Senior Logistic and Procurement Officer and Country HR team on daily activities such as arranging personal files, office arrangement, organize office utilities and collecting attendance list and creating HRIS for new staff, updating staff HRIS toil and annual leave records, appraisals and archiving process from the other departments**
SCOPE OF ROLE: KEY RESPONSIBILITIES AND ACCOUNTABILITIES:
Records Management:
- Assist Senior HR/Log officer on creating and updating personal files
Organize staff personal files.
Support the staff to access their leave on Hris, create hris for new staff
Make necessary follow ups with staff on any missing document including monthly timesheets and ensure staff each should submit his or timesheet for monthly payroll.
Recruitment & Selection:
- Support HR Team and line managers in field recruitments: job posting, Coordinate with candidate for interviews and testing, arranging folders, venue, conducts reference checks etc.
- Support HR team in administer written tests to candidates at field Office, collecting the same after completion and passing it to the relevant personnel for marking.
- Offer support to program staff in the recruitment of casual staff in line with IRS policy.
- Support the Senior HR/Log Officer for preparing induction plan
- Support in coordinating on-boarding and induction sessions for new hires. Support in arranging work station.
Other HR Activities:
- Work with Snr HR/Log Officer to maintain the staff database, Truckers and the personnel files for all staff in the Programmes; and collect and maintain basic details for all staff at field Office.
- Liaise with the Senior HR Officer in Monitoring and coordinate timely contract renewals, probation dates, Performance management, hiring and termination letters.
- Provide support on County HR on payroll information by collecting field staffs’ timesheet records and other monthly staff updates needed for payroll preparation at field Office.
- Monitor leave balances such as annual leaves, sick leave and unpaid leaves and advise staff and management accordingly.
- Ensure that when a member of staff separates from the Organization exit interviews and clearance are conducted, equipment or documents are retrieved, final payments have been arranged with Finance and that the personal file is closed.
- Maintain HR documents and information with confidentiality, ensuring that all records pertaining to the HR are properly completed and stored in a secure place..
- Carry out any other tasks assigned by supervisor.
Archiving:
o In support of country Archivist/IG Officer ensure closed field closed project files are transferred to country office for final Archiving.
o Filing and keeping the archived documents in field dedicated room.
o Follow up new joiners to complete mandatory Data protection courses through IR E-learning Portal in support of country HR.
o Support the IG officer on coordination and maintenance of high ARM standard at field office on both open and closed project files
QUALIFICATIONS:
· Degree or diploma on HRM, Business administration, public administration and any other and related qualifications,
· Must be a computer literate especially in MS Word and Excel.
· A professional with high personal integrity and commitment.
· An individual that can cope work with people from diverse backgrounds.
· Communication skills, committed to learn and implement
· Good at communication skills,
How to apply:
· IRW Somalia Program is inviting applications from fresh graduate candidates who are interested to submit their CVs and cover letters explaining, how they meet Job description.
· Each application should be addressed to the HR account: hr.mogadishu@islamic- relief.or.ke and include the following:
· An updated CV; and · An application letter
· Academic Qualifications (certificates/Transcripts)
· Copy of your National ID card or passport
· Applications not including all of the above information will not be reviewed.
Only short-listed candidates will be contacted. IRS is an equal opportunity employer.
Note: Please make sure the job title in the mail subject line is clear as HR/Archive Intern - Garowe