External Vacancy:  Head of Operations(HR, Logistics, Admin and IT)  

Organization Profile and Background 

Welthungerhilfe/German Agro Action is an international NGO with Head-Quarter in Bonn and working in Africa, Asia, and Latin America. Welthungerhilfe/GAA is fighting to help free the world of hunger and poverty. This vision is the basis of our organization’s character and activities. Welthungerhilfe/GAA secure funds from private donations and international funding organizations, for example, EC, USAID, UN-OCHA, ECHO and German Government. We work in the sectors of Rural Development, WASH, Natural Resource Management and Social Development. Welthungerhilfe/GAA Ethiopia follows partnership approach for project planning, implementation, and administration with Ethiopia Partner-NGOs and in exceptional cases WHH/GAA implements projects by itself.

 What We Offer

-          A multicultural work environment where differences are accommodated

-          A continuous learning culture

-          Innovative and creative work practices

-          Flexible work arrangements

-          Very attractive pay and benefit packages (life and medical insurance ,Provident fund & Pension)

-         Subsidized Canteen service  

-      Working with an organizational philosophy: “help the poor to help themselves”

Job Description

I.    Job Details

II.  Objectives, duties and Areas of Responsibility

1.      Objectives of the Position   

Under the direct supervision of the Regional Representative, the Head of Operation is responsible to provide leadership and support in the design and implementation of business support systems, processes and strategies to provide an effective and efficient HR, logistics, IT, and office administration services to the CO’s staff and management. The Head of Operation is also responsible to provide technical support to Somaliland Office in HR functional areas.

2.      Duties and Areas of Responsibility

2.1  Duties with own Area of Responsibility

1.      HR Management

1.1.   Design and implement HR Systems and Strategy

• Lead the design and implementation of RO’s HR systems, strategy and operational plan consistent with WHH strategies, policies and standards.
• As member of the SMT, assist in the development and execution of strategic objectives of the Regional office (i.e., play Business Partner role in strategy development and execution).
• Adapt the global HR policies and standards to local contexts to ensure their compliance with local regulations and statutory requirements.  
• Ensure that workforce attraction, development and retention processes are aligned with the strategic and operational goals of WHH.
• Assist in organizational design and development efforts (from need assessment to implementations of agreed OD interventions).
• Work closely with program staff and other strategic partners in the effort to attract, develop and retain motivated and competent workforce.
• Provide advice and guidance to management and staff in all HR related matters (including HR policies &best practices, employment terms and conditions, WHH policies, and local statutory requirements)  
• Ensure that the CO’s HR operations are managed in compliance with WWH Policies and standards as well as local statutory requirements.

1.2.   Staffing

• Identify HR demands and gaps and propose HR programs to fill HR gaps
• Ensure appropriate procedures are developed and followed to establish positions in compliance with WWH position management policies and  standards.
• Ensure that proper job descriptions are in place for all established positions of the RO in collaboration with program managers as per WHH standard JD requirements  
• Ensure that WHH recruitment& selection policies, procedures and standards are adhered by all relevant staff involved in the process.
•  Provide orientations and training to staff and managers participating in recruitment and selection processes, whenever necessary.
• Identify and propose appropriate recruitment strategies and sources 
• Coordinate the recruitment process including preparation and posting of job adverts, receive applications, screening and shortlisting, and coordinating employment interviews and other forms of assessments.
• Conduct background checks/ references, and other pre-employment formalities
• Coordinate institutional onboarding programmes in collaboration with relevant staff and units; provide orientation on WHH key HR policies and organizational values.   
• Ensure that personal files for each new hire is opened and maintained.
• Prepare, renew and update employment contracts for new hires, promotions, extensions, and terminations.

1.3.   HR Development

• Assist in the development and implementation of an integrated performance management (PM) and employee development system.
• Promote integrated talent development process; staff induction, training and development activities aligned with PM process, consistent with WHH learning and development principles.
• Coordinate annual Employee Dialogue (Performance Review) process at the RO
• Assist & consult employees and managers in performance goal setting and performance review process as well as in Performance improvement plan (PIP) preparation and execution.
• Coordinate staff Training, Learning, &Development (T&D) processes of the RO; assist in T&D needs assessment, T&D plan development, facilitation/ implementation of approved T&D needs, and evaluation of  the effectiveness of T&D programmes conducted .
• Assist RO leadership in ensuring uninterrupted supply of top talent through high performance work practices, talent development, and succession planning.
• Liaises with relevant L&D providers (internally and externally).

1.4.    Reward Management

• Ensure effective reward management practices consistent with WHH’s pay and benefit policies by establishing and maintaining sound pay structure.  
• Administer staff benefits and entitlements including leave, PF, pension, life& health insurance, and terminal payments consistent with national staff HR administration manual and relevant local proclamations.
• Coordinate and facilitate periodic salary review process and propose recommendations on pay and benefits package policies and practices.

1.5.   Employee Relations

• Assist in the establishment of harmonious employment relationships between WHH and its employees by developing and maintaining clear disciplinary and grievance management procedures.
• Ensure that employees and management comply with / adhere to WHH HR policies and standards as well as local labor laws and regulations.
• Assist in the establishment of a positive work environment that accommodates differences and promotes diversity and inclusive culture (to increase workforce creativity, innovation, and productivity).
• Promote workplace safety and health practices; work with relevant bodies in staff health and safety related matters.
•  Liaise with RO legal advisor on statutory and HR administrative matters
• Act as a safeguarding focal point for staff related safeguarding issues by coordinating and facilitating the proper implementation of WHH’s safe guarding polices and standards as well as best practices.

1.6.    HRIS& Personnel Services   

• Ensure that up to date staff data/statistics is maintained and timely HR information is provided to staff and management whenever needed.
• Administer and monitor staff leave entitlements and utilization consistent with WHH leave policy.
• Manage institutional HR correspondences.

2.2  Duties without own Area of Responsibility

 1.      Logistics & Administration 

1.1.   General Administration

• Monitor and maintain WHH’s formal registration in the country.
• Ensure effective processes for obtaining entry visas, work permit and resident permit as required.
• Ensure compliance with national tax regulations in relation to employment and service contracts.
• Monitor compliance with local statutory reporting requirements in asset and inventory management.
• Ensure that a proper documentation and central filing system is in place for important and confidential organization documents in collaboration with CD/RR.
• Ensure efficient and effective transport and vehicle management system in place (vehicle administration & utilization, maintenance, spare parts, renewal of legal documents, etc)
• Coordinate the facilitation of travel and accommodation services for guests and employees.
• Ensure the smooth running of CO  in terms of services, supplies and consumables.
• Oversee the design and implementation of safety and security policies and SOPs in the country. 

1.2.   Asset Management

• Ensure that leases and contracts (for offices, utilities, vehicles, etc.) are prepared and documented.
• Ensure that staff facilities and vehicles are equipped and maintained to the required standard.
• Oversee the establishment and maintenance of the organization’s asset register and inventory system.
• Ensure that document filing, storage, and security and repair/maintenance of office equipment are properly done.
• Ensure compliance with WHH asset/property management policies and regulations.

1.3.   Procurement and Logistics 

• Lead and coordinate the design and maintenance of effective and efficient procurement and logistics processes, systems and guidelines in the CO consistent with WHH standards and local statutory requirements.
• Oversee the proper implementation of procurement and logistic policies.   
• Coordinate regular local market surveys and the establishment and maintenance of up-to-date supplier/ vendor lists.
• Enforce mechanisms and control systems to prevent fraud and corruption in the procurement of goods and services.
• Ensure proper documentation and maintenance of procurements files and records.
• Oversee the preparation and maintenance of proper contractual agreements and documentation (i.e., with vendors/contractors/ service providers).

2.      IT Services

• Assist in the identification and preparation of ICT needs and plans for the CO.
• Ensure that ICT services are to the expectations of end users and consistent with WHH standards.
• Develop and implement IT service matrices and KPI to ensure efficient and effective services ( such as Via PMS). 
• Coordinate and organize end user IT skill upgrade trainings (on the pot assistances or courses) in collaboration with IT expert, SMT and work units.  
• Develop and enforce ICT service improvement procedures and techniques (such us end user feedback and opinion surveys)
• Ensure that technical ICT problems are identified and resolved without significant delays (timely troubleshooting and solutions for IT problems).
• Ensure timely and appropriate on-sight and off-sight technical supports provided.
• Ensure that staff are provided with all the required IT and communication tools and equipments as per specifications and need.
• Ensure that computer networks & security measures (anti-virus installation& malware updates) are monitored and maintained.
• Ensure the documentation of major incidences as they occur by IT expert.
• Ensure that the procedures for performing the installation, configuration, changes, updates, and upgrades of IT systems are properly documented.
• Coordinate the provision of IT skill upgrades trainings to end users on new or existing systems or services (following a proper need identification procedure)
• Ensure that periodic IT reports are produced and shared with relevant stakeholders.
• Oversee the enforcement of IT & ICT usage policies and standards as outlined in WHH ICT policy.
• Ensure that CO server is properly managed and monitored
• Ensure Data/System Backup and recovery is done on regular basis and on need basis ( consistent with WHH standards).

3        Job Requirements

• Master’s degree in HRM, Public Administration,  and other relevant fields.
• At least ten (10) years of progressive and relevant experience in HR  and logistics management,  of which at least 5 years shall be at  managerial level in an INGO environment
• Practical experience in  managing and coordinating  operations/business support functions including HR, logistics, procurement, IT  and Admin.
  
• Practical experience in developing HR and Admin systems, processes and operating procedures (or manuals and guidelines)
• Excellent knowledge of HR trends, applications, principles, and best practices.
• Demonestrated Knowledge in the areas of  logisitics , procurment and safety and security is highly desirable.
• Effective verbal and written communication skills including the ability to prepare reports, proposals, policies and procedures
• The ability to conduct HR analysis and studies
• Exprience in developing  pay structure 
  
• Demonestrated knowldge in employee relations and employment laws/proclamations
• Computer proficiency in Word, Excel, PowerPoint
• Good analytical and problem-solving skills 
• Excellent interpersonal and negotiation skills
• The ability to work in a multi-cultural environment, with people from diverse background and discipline.
• Ability to carry out duties independently with minor supervision
• Highly organized and principled personality
• The ability to adapt changes.
• Proven managerial skills and ability to motivate and inspire team.
• A proactive individual with a 'can-do' attitude
• Strategic orientation and customer-oriented mentality
• Committed to HR professional ethics (such as confidentiality and integrity)
• Committed to employee diversity and inclusion principles and best practices