Tuesday, August 20, 2013

Caritas Administration, Logistics and Human Resource Officer Job in Hargeisa, Somaliland

Caritas Switzerland / Luxembourg have a joint operational office in Somaliland that has since 1995 provided humanitarian support to the disadvantaged members of the community in Somaliland
Position: Administration, Logistics and Human Resource Officer
Reporting to: Administration and Finance Manager
Location: Hargeisa, Somaliland
Vacant Post #: CS-ST-033

Start Before: 14th of September 2013.
Key Tasks & Responsibilities

1. General Administration:
He/she is responsible for the smooth running of all administrative matters of Caritas. He/she is
expected to:
  • Ensure that the information system is well maintained.
  • Carry out verification of assets on quarterly basis, and ensure that all newly purchased items are listed in Caritas inventory list.
  • Ensure that the filing systems for all project contracts, office documents are updated and consists of all necessary information.
  • Ensure that organizational registration certificate, and work permits of expats are renewed
  • Prepare monthly administrative and human resource reports.
  • Ensure that biweekly staff meetings, Monthly watchmen and drivers meeting are held on time and its minutes are circulated three days after it adjourned.
  • Responsible portable office equipment including cameras, GPS, VHF, laptops, Thuraya
  • Ensures that it is recorded in separate list and properly documented and authorized.
  • Draft all correspondence related with administration.
  • Organize server and together with department revise current set up and ensure staff use it accordingly
  • Ensure that all newly purchased assets are listed in the fixed assets register and that a category number is assigned to all assets.
  • Ensure all the time that stores materials and its documentation are matching each other.
  • Verify the existence of the documentation with the balance in the store every end month.
2. Logistic Management
  • Ensure smooth running of logistics
  • Ensure all procurements are managed smoothly in compliance with Caritas procedure
  • Ensure all purchases that exceed 200 USD have gone through the purchasing procedures and quotation analysis is updated.
  • Ensure flight arrangements for local and international staff are managed well.
  • Ensure that transport is managed effectively and efficiently and Caritas vehicles are in good condition all the time.
  • Ensure that duty free letters are prepared on time.
  • Ensure that quotations of routine suppliers are done every six months.
3. Human Resource Management
  • Coordinate and supervise the Logistic Assistant, Support Assistant, Watchmen, cleaners, and Drivers
  • Carry out performance appraisal for above mentioned team.
  • Assist the Administration and Finance Manager and project managers in the development and revision of job descriptions and list of duties for the local staff
  • Update and file Human Resource related documents.
  • Develop leave plans and ensure the implementation on monthly basis.
  • Send International Staff list to the NSP on every Thursday
  • Ensure and check that timesheet and leave registration are submitted by staff on 1st, checked by Admin & Finance Manager on 4th and signed by CR on 6th of every month.
4. Guest House
  • Ensure that Guest House is functioning properly and all food supplies and maintenance are done on time.
Qualification and Experience
  • University Degree in Business Administration or equivalent.
  • At least 5 years working experience with an International Organization in relevant field.
  • Good command of English and Somali.
  • Excellent negotiation skills
  • Excellent writing and computer skills
  • Strong team working skills and ability to develop and maintain effective working relations at all levels.
Applications including CV and references should be addressed to the “ Administration and Finance Manager’’ and dropped in box provided at the security office at the entrance of Caritas Switzerland / Luxembourg office in Hargeisa. 

Applications must be reached to the office by“Thursday, 29.08.2013 latest at 1:00 PM. 

Applications received after this time and date will not be accepted. 

Kindly provide at least the names and current contact addresses of two professional references.

Please note that only short-listed candidates will be contacted. 

CVs will be kept in file and not returned.

Caritas is equal opportunity employer. 

Female candidates are highly encouraged to apply.