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14 Jun 2020

HR & Administration Coordinator

Job Description

Date: 05-Jun-2020

Location: Hargeisa, WO, SO

Company: Plan International

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.


Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.

We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.

We have been building powerful partnerships for children for more than 80 years, and are now active in more than 77 countries.

Plan international has opened an office in Somaliland and started programmes that focuses on child protection, education and youth economic empowerment programming, working with/through partners and providing technical support to INGOs, Somaliland NGOs and the Government of Somaliland in Plan’s areas of expertise.



  • Supports in developing Human Resources processes, documentation and controls and recruitment and selection of core staff for the mission
  • Management of office administration
  • Manage the budget of the HR and Administration unit



Human Resources

  • Ensure that all recruitment and selection processes are timely, transparent and fair, observing equal opportunities and Plan’s Gender and Child Safeguarding policies and works towards achieving a diverse workforce which will support the delivery of Plan’s goals.
  • Provides input into regional or global HR projects as requested and is an effective team member of the Regional HR network.
  • Manage staff life cycle – recruitment, selection, contract management, on boarding and exits.
  • Contributes grants growth by working with colleagues to ensure optimal cost recovery of HR needs is achieved through involvement at proposal writing and during implementation. In addition, the role must ensure the HR elements of any grants proposal are consistent with local labour law and all relevant costs have been included.
  • Effective induction and orientation materials and events to ensure new staff know about Plan and are able to reach full functionality in minimum time
  • Coordinates in development of Plan International Somaliland HR Manual that reflects Plan Global policies or changes to local employment law and that all staff are aware of it and can access it in a local language
  • Ensure that all global policies related to performance management are adhered to, including the mandated timetable for the process.
  • Facilitate training needs assessment, staff learning and development
  • Formulate employee welfare and wellness services –  insurance, security, pension and work life balance;
  • Oversee timely payroll preparation to ensure minimal errors and compliance with local tax, social security etc.


  • Supports  internal control systems, implementation of the Plan Financial Rules, Regulations and Guidelines, use of official forms and protocols,
  • Monthly and quarterly administrative reports in line with established compliance standards.
  • Review of all administrative components of all financial transaction documents before project commitments and payments are made.
  • Develop and update inventory data base monthly for all assets including partner assets where applicable.
  • Facilitate the procurement and tendering process.
  • Regularly conduct market scans to review the prices for goods and services and to ensure Plan Somaliland is getting value for money from the pre-qualified suppliers.
  • Update and review the availability of a (preferred) Suppliers List and pricelist following a standard articles collection/assortment.
  • Update Office fixed asset and stock inventories systems and register
  • Ensure  vehicle management policy and ensure compliance
  • Lead travel arrangements, visa, permits, SPU arrangements alien registration for staff and visitors
  • Participate administrative agreements such as cost sharing arrangements and service provision.
  • Ensure that the office premises are well maintained and provided with common services.
  • Propose plan and budget all operation related activities of Plan Somaliland in yearly basis and monitor monthly and quarterly for the progress to take corrective actions if necessary.
  • Ensure smooth day to day running and security of the office, staff and visitors.
  • Working closely with the Regional Security Advisor and INSO and other security institutions in Somaliland.
  • Review country visitors’ pack/guide
  • Facilitate reviewing and the development of operational forms
  • Maintain good working relationship with vendors and consultants.
  • Perform other duties and/or assignments as required.



Dealing with Problems/Risks in the position

  • Required to remain objective and neutral at all times and not get emotionally involved, sometimes in stressful situations.
  • Required to work collaboratively and cooperatively with a wide range of stakeholders
  1. Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.





  • A member of the Country Management Team: collaborating with other functions-sponsorship, finance, program, operations to ensure that HR processes are integrated and aligned.
  • Regional Office: HR & OD Partner / team will provide technical HR support as required. Some CO-level HR policies, payscales etc also require RO approval.
  • International Headquarters: GH HR team for technical support on global projects, global policy, Child Protection reporting, international recruitment etc.



  • Local labour ministry
  • Local NGO HR forum
  • Local  Labour Lawyers



  • Excellent knowledge of local labour law and its practical application in the workplace.
  • Excellent technical knowledge of good people management and development practices.
  • Excellent knowledge of current good practice and emerging themes and trends globally and within the local context.
  • Knowledge of how to develop and implement an effective and aligned HR strategy.
  • Basic financial acumen and the ability to align HR and Finance / Ops procedures.
  • Detailed knowledge and understanding of Plan P&C policies and procedures, both local and global or the ability to demonstrate these can be learned
  • Knowledge of organisational development to support a changing program.
  • Knowledge and understanding of development programs and child sponsorship systems.
  • Knowledge and understanding of HR issues related to Gender and Child Protection.
  • Knowledge of HR terminology.
  • Knowledge and understanding of the grants acquisition and management process and HR’s role in this, including cost recovery processes.
  • Knowledge and understanding of how to provide effective HR support in the event of a disaster and how to prepare to do this


  • Proven skills in leading and managing a HR function at a senior level, including the full range of human resource management activities (recruitment and selection, performance management, development, talent management, reward, employee relations etc).
  • Development of workable HR policies and systems that support the achievement of Plan’s goals, help manage risk and are fully compliant with Plan policy and procedure and local labour law.
  • Excellent knowledge of job evaluation / grading systems and the design of competitive salary and benefits packages based on salary surveys.
  • Ability to negotiate, advocate and influence effectively at all levels of the Country Office and outside of line management relationships.


We are open and accountable

  1. Promotes a culture of openness and transparency, including with sponsors and donors.
  2. Holds self and others accountable to achieve the highest standards of integrity.
  3. Consistent and fair in the treatment of people.
  4. Open about mistakes and keen to learn from them.
  5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

  1. Articulates a clear purpose for staff and sets high expectations.
  2. Creates a climate of continuous improvement, open to challenge and new ideas.
  3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
  4. Evidence-based and evaluates effectiveness.

We work well together

  1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  2. Builds constructive relationships across Plan International to support our shared goals.
  3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  4. Engages and works well with others outside the organization to build a better world for girls and all children.


We are inclusive and empowering


  1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  2. Builds constructive relationships across Plan International to support our shared goals.
  3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  4. Engages and works well with others outside the organization to build a better world for girls and all children.



This position is based in Hargeisa, Somaliland and will require frequent travel to the field on rough roads.



Low level: No interaction with children


Location: Hargeisa, Somaliland

Type of Role: Fixed Term

Reports to: Head of Mission

Grade: C2

Closing Date: 19th June, 2020
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy.

As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. 

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.

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