Human Resources Assistant

Job Summary: 

You will provide comprehensive and timely administrative, clerical and operational HR support to the CRS Somalia Country Program, covering contract administration, personnel records, HR data and reporting, time and labor, and payroll and tax processing. You will apply clearly defined HR processes, procedures and service standards, in line with CRS policy and Somali law, in support of high-quality programs serving the poor and vulnerable.

Roles and Key Responsibilities:

HR Administration and Employee Services

• Provide administrative and clerical support to HR transactions and processes, including preparing, filing and scanning employment documentation such as employment contracts, termination letters and salary adjustment letters, in line with CRS policy and the Somali Labour Code (Law No. 36 of 2024).
• Provide responsive, high-quality service to employees on personnel administration queries, and support the Senior Human Resources Officer in delivering HR programs and services for CRS Somalia.

Contracts, Onboarding and Offboarding

• Manage staff contracts day to day: track time-bound contracts, probationary periods and short-term, casual and internship contracts, and alert hiring managers in good time.
• Support onboarding and offboarding, including offer and contract documents, orientation, clearance and exit processes, and process HR correspondence such as transfers, promotions, separations and salary changes.

Payroll, Time and Labor, and Taxes

• Prepare monthly payroll inputs for CRS Somalia staff (new hires, changes, allowances, deductions, leave and separations), reconcile payroll outputs and support review and approval with Finance.
• Manage time and labor: track timesheets, process adjustments and report on submission and compliance.
• Calculate and process Somalia income tax (PAYE) and other applicable statutory obligations, and support timely remittance, returns and reconciliations with Finance and the Ministry of Finance or other relevant tax authorities in Somalia.

HR Data, Reporting and Records

• Compile documentation and data, perform data entry and verification in the HR system (HCM) on personnel transactions (e.g. leave balances, staff attendance), and prepare government and other required HR data reports.
• Produce regular data analysis reports to support departmental decision making, including headcount, contract status, staff diversity and salary analysis.
• Maintain personnel files (hard and soft copies), keeping employee records complete, confidential and audit-ready, and retained as required under Somali law.

Recruitment, Performance and Benefits

• Support the recruitment process: collecting CVs, greeting candidates, setting up tests and interviews, and conducting reference and background checks.
• Track and support performance management activities and administer leave and staff benefits (including medical insurance and rest and recuperation where applicable), keeping emergency contact and beneficiary information up to date.

Policy, Compliance and Audit

• Support the interpretation of CRS HR policies and Somali labor requirements, flag compliance risks to the Senior Human Resources Officer, and contribute to reviewing HR systems, manuals, guidelines and tools.
• Support donor and internal audits with personnel, payroll and timesheet documentation, and track completion of safeguarding, code of conduct and other mandatory staff requirements.

Departmental and Logistical Support

• Contribute to administrative and logistical support for the department, including requisitions, casual and general payments, visa and work-permit coordination for staff and visitors, and arrangements for staff events (orientations, workshops, trainings, retreats and farewells).
• Provide backup coverage for other HR staff.

Knowledge, Skills and Abilities 

• Experience using MS Windows and MS Office packages, in particular Excel and Word, and hands-on experience with HRIS, data analysis and data entry into online databases and forms.
• Excellent organizational and planning skills with great attention to detail and accuracy
• Able to maintain confidential information and handle sensitive data with integrity
• Strong customer service ethic and abilities
• Proactive and self-motivated, able to perform routine tasks independently and meet deadlines
• Good verbal and written communication skills
• Demonstrated commitment to respect, equity, diversity and inclusion, including gender equality

Preferred Qualifications:

• Working knowledge of the Somali Labour Code and Somali payroll tax requirements.
• Experience with an international or local NGO, preferably in a humanitarian or conflict-affected context in Somalia, with sensitivity to conflict-sensitive and equitable HR practices.
• Experience with payroll, tax processing or time-and-labor administration, and familiarity with donor compliance requirements for personnel and payroll costs.
• Professional diploma, certificate or courses in Human Resources Management a plus.

Required/Desired Foreign Language: Excellent verbal and written communication in English and Somali is required. 

Travel Required: Up to 10% of the time to CRS Somalia sub/field offices.

Supervisory Responsibilities: No.

• Internal Working Relationships: All staff, hiring managers, unit and department heads, Country Representative/Manager, Finance, Security and Global People Resources.
• External Working Relationships: Ministry of Labour and Social Affairs, Ministry of Finance and other relevant tax authorities in Somalia, legal advisors, insurance and payroll service providers, and auditors.

Basic Qualifications:

• Bachelor’s degree in Social Sciences, Human Resources Management or Business Administration. A professional diploma/certificate or courses in Administration or Human Resources Management is a plus.
• Minimum of two years’ work experience in an HR role, with good knowledge of HR best practices and standards and of employment law and practice in Somalia.

Agency Competencies (for all CRS Staff):

Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Personal Accountability – Consistently takes responsibility for one’s own actions.
• Acts with Integrity - Consistently models values aligned with CRS Guiding Principles and mission. Is considered honest. 
• Builds and Maintains Trust - Shows consistency between words and actions.
• Collaborates with Others – Works effectively in intercultural and diverse teams.
• Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.

Disclaimer: This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position.

What do we offer:

CRS offers a comprehensive benefits package and the opportunity to work in a collaborative, mission-driven culture that is committed to improving the lives of the poor throughout the world.

We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

CRS Somalia strives to be a place where a diverse mix of talented people want to come and work, stay, and do their best.

CRS provides equal employment opportunity to all qualified employees and applicants for employment and does not discriminate based on race, color, religion, ancestry or national origin, sex, age, marital status, physical or mental disability or handicap, medical condition and any other status protected by law. As an equal opportunity employer, CRS will recruit, hire, train and promote people solely with their qualifications and abilities.

By applying to this job, I understand and acknowledge that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, I understand that if I am a successful candidate, I will be subject to a comprehensive background check, and my personal/professional references will be asked to evaluate my behaviors related to the above safeguarding-related topics.

The protection of your personal data is important to Catholic Relief Services. By submitting your application, you consent to CRS using your personal data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your personal data will be treated confidentially. CRS will not use your personal data in any other way other than for purposes of recruitment.

Note: CRS does not charge any fees from applicants for any recruitment. Further, CRS has a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly, and with integrity in all our Recruitment Process. Kindly note that any attempts to engage in bribery or canvassing during the recruitment process will result in automatic disqualification