Last Update


HR Department
July 2018


Direct Hierarch:
Senior ADMINHR Manager

Contract duration:
Six Months with possibility of extension

Duty Station:

Starting Date:
August 2018

ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.
ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, ACTED now operates in 36 countries worldwide. ACTED sectors of intervention include emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion. For more information, please visit our website at
ACTED Kenya/Somalia is looking for experienced self-driven and self-oriented professionals to fill the position of an ADMIN/HR Manager based in Hargeisa-Somaliland;

Main Objective

To manage the overall Administration and HR management of the ACTED Somalia mission ensuring that external governing laws and ACTED specific HR policies and procedures are always met. S/he will provide oversight and day to day supervision of the HR/ADMIN team.

Duties and Responsibilities

Staffing and recruitment

o Deliver recruitment needs and fill vacancies within the targeted time while ensuring that open and transparent recruitment procedures are followed as per ACTED policies.
o Plan and devise guidelines for recruiting suitable candidates for a required job description while ensuring overall supervision of open, fair, transparent and timely recruitment and selection process.
o In collaboration with the Heads of Departments, execute proper staffing plans and ensure staffing is adequately designed to ensure effective implementation of projects;
o Mediate between ACTED and the candidate and communicate organization’s policies and terms of the contract to the candidate before he is hired
o  To identify redundancies and in collaboration with coordination, deal with the process effectively.
o To ensure all staff are working under a proper working agreement and that their employment terms match the Country’s Labour law and ACTED internal Manuals; in charge of updating the internal Manuals;
o  Management of appraisals and disciplinary action in conjunction with the line managers at the duty stations.

Administration & governing laws: Labour laws and ACTED policies; In coordination with Coordination and the Compliance Manager;

o Ensure that all statutory regulations are properly implemented within the ACTED mission accordingly. o Ensure registration of ACTED offices and keep copies of registration certificates.
o  In collaboration with the Senior Admin/HR Manager, develop and Update HR Policies as needed
o Draft policies while ensuring to be at an upper hand legally and keep the organization’s practices in tune with the labor laws, tax laws, permissible working hours, minimum wages, etc

Payrolls/HOMERE and Information Management:

o Preparation of the monthly payrolls (HR TITANIC)/ HOMERE on a timely manner and share with CFM/O for review and approval.
o Close review of statutory deductions calculation to ensure the payroll tool always match the relevant governing laws;
o To maintain an accurate information of all staff in the mission as well as updated database for international staff; o Supervise personal folders updates and the overall filling system.
o  Maintain updated organograms

Staff Medical Insurances

o  Follow up and ensure renewal of staff insurances for Somalia on a timely manner

Trainings & capacity building: o Identify needs for trainings

o   Assess internal capacity of in-house training and organize training session accordingly

To provide a technical support and supervise the Admin/HR officers;

To ensure all staff are aware of the HR and Administration procedures; train staff accordingly;
Support to Field Admin Officers on HR and Admin matters

Employee Relations, Conflicts Resolution & Discipline
Maintain and enhance the organization’s human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices

Be available at the disposal of the conflicting parties and hear out their issues without being judgmental
Intervene and help map out a solution in case of dispute amongst two or more employees or between the employee and the management.

In collaboration with the relevant line managers, deal with employee’s disciplinary matters as needed.

External representation:
When needed, represent ACTED in external HR forums, groups and HR workshops as required.
Appraisal Management
Any other duties as assigned by your line manager or Country coordination

III.Qualifications/Skills Required

Bachelor’s Degree in Business Administration, Human Resource, Public Relations or related field.
5 + Years of experience in HR management position preferably in an INGO with a proven track record of success
Acquaintance with employment labour laws, various regulations and statutory law in Somalia.
Computer Literate – MS Outlook and Excel and basic software application and familiarity with the internet and email communications
Excellent communication skills, Strong analytical skills (context, people …)
Competencies based interviewing experience
Online recruitment systems experience
Understanding of skills & Psychometric assessments (An advantage)
Good understanding of the Somalia context is a mandatory requirement
Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
Capacity to build a maintain a strong professional network

Application Procedure

Qualified persons with the required skills are invited to submit their applications accompanied by detailed curriculum vitae as a single document i.e. with the cover letter being on the first page and the CV starting on the second page,
detailing three work related referees and contacts to and received on or before 5.00PM on 29th July 2018 with the subject line “ADMIN/HR MANAGER HARGEISA”.Please do not attach any other documents while sending your applications, if required they will be requested at a later stage. CVs will be shortlisted on an on-going basis.
Please note that only the shortlisted candidates will be contacted.
ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments. ACTED is an Equal Opportunity Employer.
ACTED is an Equal Opportunity Employer.


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