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People & Culture Assistant I - Somaliland



For Somaliland Residents Only

World Vision is an International Relief and Development organization, whose goal is to achieve long-lasting benefits in the quality of life for vulnerable children and their families, displaced persons and communities. World Vision Somaliland Program wishes to invite applications from highly competent dynamic, self-driven and results oriented Somaliland residents to fill the following vacancies to be based in Hargeisa Office.

People and Culture Assistant I

Reporting to the People & Culture Coordinator, the People & Culture Assistant will provide People & Culture administrative services In the P&C department, in line with WV Somalia People & Culture policies and Partnership standards.

Major Responsibilities:

Recruitment & Onboarding processes

  • To draft adverts for approval and facilitate publishing of external advertisement.

  • Send out invitations to short-listed candidates and communicate to the unsuccessful candidates.

  • To facilitate interview processes by preparing interview packages and ensuring reservation of interview rooms.

  • Draft interview minutes for panel approval

  • Facilitate vetting of candidates before offer is made

  • Draft offer letters and contract of employment for review by the P&C Coordinator

  • Support onboarding processes for new staff

Employee Files Documentation/ Records Management

  • Open new files for new staff and ensure that all the required onboarding documentation has been filed.

  • Ensure that all onboarding documents for new hires are sent to P&C Administrative Officer in Nairobi for filing.

  • Ensure field employee files are consistently updated upon hire and conduct monthly monitoring of employee files to verify that relevant onboarding documents, contract documentation, policy forms, performance management documents, staff training forms and child protection documents are filed for all staff.

  • Ensure separation documents are appropriately filed for all staff

  • Send a monthly Audit checklist report to the P&C Coordinator for all Somaliland employees.

  • Distributing and signing contract documents to field staff

Employee Benefits Administration

  • Facilitate and ensure medical scheme enrollment forms for new staff and dependents are duly completed and submitted to the P&C Coordinator for review and submission to the medical insurer.

  • Facilitate health talk meetings for staff member education

  • Respond to staff queries concerning benefit entitlements

  • Liaise with the field staff in all locations to ensure leave records are updated and information forwarded to P&C Coordinator on a weekly basis.

  • Facilitating and arranging training logistics of training

Handling correspondence and internal P&C communication

  • Distribute P&C information to staff through e-mail and notice board

  • In consultations with P&C Coordinator, prepare general correspondence to external bodies.

  • Take notes during staff meetings, P&C team meetings & other meetings as may be requested by the P&C Coordinator

Coordinate P&C meetings/activities

  • Facilitate staff general meetings and other meetings initiated by P&C by sending out meeting requests and reminders to staff

  • Take notes during staff meetings

  • Prepare any HR reports when required

Other Competencies/Attributes:

  • Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills

  • Must adhere to set security standards

  • Ensure a gender perspective in the scope of work

  • Perform other duties as required.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Technical Training qualifications required: Bachelor’s degree in Human Resources Management, personnel management or other related degree from a recognized University.

  • Experience: 2 years; Prior experience in human resource management working in a busy and large organization.

  • Ability to articulate in written and spoken English at good level;

  • Ability to present data in a clear and coherent manner.

  • Very good organizational skills

  • Excellent attention to details with good analytical skills

  • Very good customer service skills

  • Must show basic understanding of Somaliland Labor Laws

  • Demonstrates knowledge working with Ms Excel and Word