DAWLADDA PUNTLAND PUNTLAND STATE

EE SOOMAALIYA OF SOMALIA

PUNTLAND CIVIL SERVICE COMMOSSION (PCSC)

Puntland State of Somalia

Civil Service Commission

JOB DESCRIPTION FOR THE HUMAN RESOURCE ANALYST IN CHARGE OF COMPENSATION AND CONDITIONS OF SERVICE UNIT

  1. Job Title
/
  1. Human Resource Analyst in charge of Compensation and Staff Unit

  1. Department
/ Human Resource Management
  1. Unit
/ Compensation and Conditions of Service
  1. Assignment Location
/ Office of the President (OOP), Puntland Civil Service Commission,
Ministry of Planning, Ministry of Labor, Youth
and Sports, Ministry of Agriculture, Ministry of Livestock, Ministry of
Fisheries, State Bank and Ministry of Finance.
  1. Grade Level
/ Stream A, Level 3 Sub-Director
  1. Reporting To
/ The Chairman, Puntland Civil Service Commission
  1. Supervisory Responsibility
/ No direct supervisory responsibilities
  1. Job Purpose
/ The Human Resource Analyst (Compensation and Staff Unit) is charged with ensuring analysis of salary rates and benefits and ensuring the terms and condition of service stipulated in the Civil Service Policies and the Code of Conduct for the civil service are adhered to. He/she will also communicate, inform and clarify issues pertaining to the civil service benefits programs. He/she will also ensure that the civil service remains competitive by researching and providing benchmarking data on compensation and benefits. The incumbent is mandated with improving staff retention in the Ministry and advising the Ministry of best practice measures.
  1. Objectives of the Job
/
  • To perform human resource administrative work and provide data analytics of various human resource programs and initiatives
  • To provide subject-matter training and support to staff on HR business processes and implement HR modules in line with the laid regulations
  • To implement recommended actions on HR related compliance areas

  1. Duties and Responsibilities
/ The duties and responsibilities of the HR Analyst, Compensation and Conditions of Service will be to:
  • Ensure the MINISTRY/PCSC/OOP’s employment and working conditions comply to the legal stipulations
  • Administer and coordinate employment analysis studies in relation to compensation, leave, benefits and payroll administration processes
  • Support the socialization or orientation programs for new hires
  • Facilitate and support the development, implementation, and day-to-day management of the labour and employee relations component of the Ministry
  • Collect and analyse data on compensation and conditions of service of employees in the MINISTRY/PCSC/OOP
  • Address operational issues related to pay/salary and salary reimbursement and prepare new salary structure of employees for increment based on performance appraisal
  • Review the annual compensation and benefits budget plan
  • Prepare monthly cost budget/actual variance analysis, reporting and communication to various functions within the MINISTRY/PCSC/OOP
  • Ensure reward and compensation policies are adhered to
  • In collaboration with the HR analysts in the MINISTRY/PCSC/OOP, prepare Ministry-wide awareness sessions on salary review processes
  • Custodian of all HR records and management of the payroll in the Ministry
  • Support in ensuring each staff has a job description
  • Follow up with the MINISTRY/PCSC/OOP, and ensure an employee relationship management system is in place in the Ministry to assist in communications between staff, corrective action and planning, disciplinary actions, complaints, explanations, and clarification
  • Ensure the MINISTRY/PCSC/OOP has a health and safety policy in place
  • Provide recommendations on how to develop a culture that recognizes the importance of connecting performance to rewards
  • Recommend suitable employee assistance programs to be implemented by the MINISTRY/PCSC/OOPand develop a cost-benefit analysis for the program to guide management
  • Charged with ensuring employees’ personal files are up-to-date and safely stored
  • Maintain employee records (attendance, absenteeism, etc.) per regulation and legal requirements and develop a simple leave management system for tracking and managing employee absence, leave days, paid time-off, etc.
  • Support the management of disciplinary and grievance issues, track HR interventions, counselling and motivate employees by ensuring proper time keeping and staff attendance record is kept daily
  • Support in identifying training and development programs for staff in the MINISTRY/PCSC/OOP
  • Ensure each staff has been provided with a code of conduct policy handbook and ensure the sanctions policy is adhered to (monitor staff discipline and take necessary action against misbehaving staff)
  • In charge of administration, communication and analysis of benefit programs in the Ministry (retirement, wellness programs, education benefit, day-care benefit, disability, leave/vacation, alternative work arrangements, flexible time, etc)
  • Charged with conducting annual employee opinion/satisfaction surveys
  • Charged with education/learning on, and implementation of, insurance programs provided by the civil service (healthcare, medical, accident insurance, etc.)
  • In collaboration with the other HR Analysts in the ministry, develop, manage and monitor the HR dashboard (including key performance indicators and key metrics like turnover, absenteeism, salary averages and gender ratio in the ministry)
  • Analyse human capital risks in the MINISTRY/PCSC/OOP (critical skills in the workforce via alignment of pay, compensation, labour relations, and insurance) and develop risk mitigation strategies
  • Support in facilitating the team building activities
  • Generate adhoc reports and provide data in the form of analytics
  • Participate in other responsibilities as required or assigned by the Head of HRM Section.

  1. Deliverables
/ The HR Analyst, Compensation and Conditions of Service will be responsible for the production of the following deliverables:
  • Annual salary review report of the MINISTRY/PCSC/OOPindicating the payroll list and data analytics on any variances
  • Learning and Education awareness programme / schedule (on compensation and conditions of service)
  • Up-to-date Personnel files for all staff
  • Code of Conduct policy booklet for all staff
  • Risk mitigation strategies report
  • Unit’s outreach and communication strategy (Semi-Annual)
  • Quarterly Progress reports of the Unit

  1. Education
/
  • A minimum of a first degree in Human Resource or related discipline from a recognized university or equivalent professional qualification
  • A Master’s degree is an added advantage

  1. Experience
/ Three years’ professional experience in the area of specialization
  1. Skills and Competency Mix Requirements
/
  • Experience in HR administration and knowledge of basic principles of human resource management and organizational development in a complex and fragile environment
  • Knowledge of HRIS is an added advantage
  • Is up-to-date with information of the country’s labour/civil service law, and the basic policies governing the civil service
  • Good understanding of the civil service disciplinary procedures
  • Good general understanding of the roles and responsibilities of key government ministries and how they interrelate to achieve the Puntland Development Plan
  • Ability to make sound and timely decisions
  • Innovative problem solver
  • Good numeracy skills and detail oriented
  • Blend of analytical, observational, organisational, networking and people skills
  • Ability to handle stress and high demand situations
  • Data analysis and computer management skills
  • Somali cultural awareness
  • Demonstrates confidentiality, integrity and ethical practices
  • Excellent communicator and facilitator
  • Ability to work well as a team and independently
  • Report writing skills
  • Basic business and financial acumen; awareness of basic principles of profit, loss, cost management, and budgeting
  • Excellent oral and written English and Somali languages

PUNTLAND CIVIL SERVICE COMMISSION

Form RS 3.2 CIM Application for Positions

RECENT PHOTOGRAPH

PLEASECOMPLETEINFULLINBLOCKLETTERSUSINGBLACKORBLUEINK

Position Applied for
………………………………………………………………………………………… / ………….
Personal Details
Name: Given Names
……………………………………………………………………………………………….. / □Male
□Female
Fathers Name………………………………………………………………. / Any Other Names Used
…………………………………………………………
Date of Birth
…../…../….. / Place of Birth / District
…..……… / Province
………………….. / Town
………………….
Marital Status / □ Married□ Single□ Widowed□ Other………………
Permanent Address
………………………………………………………………………….. / Telephone/Mobile No.
………………………………
Present Address (if different)
…………………………………………………………………………………………………………………………………... / Until
…../…../….. / Telephone/Mobile No.
………………………………
Education
Secondary Education
School
………………………………………………………………………………………
Grade Achieved
………………………………………………………. / Year Passed
…………………………
Tertiary Education (University & Higher Education)
University/College
…………………………………………………………………………………………………………………………………… / Course
…………………………………………... / Duration
...../…./….. To …../…../…..
Qualification Obtained
□ Certificate □ Diploma □ Bachelor □ Masters □ Doctorate
University/College
…………………………………………………………… / Course
………………………… / Duration
...../…./….. To …../…../…..
Qualification Obtained
□ Certificate □ Diploma □ Bachelor □ Masters □ Doctorate
Additional Qualifications, Further Study, Research
1……………………………………………………………………………………………………………………
2……………………………………………………………………………………………………………………
3……………………………………………………………………………………………………………………
Prizes, Scholarships. Certificates, Etc.,
1……………………………………………………………………………………………………………………
2……………………………………………………………………………………………………………………
3……………………………………………………………………………………………………………………
4……………………………………………………………………………………………………………………
Employment Record
Present Position Held or Latest Position Held / Description of work including supervisory duties
Name & address of employer / ………………………………………………………… / ……………………………………………………………..
……………………………………………………………..
……………………………………………………………..
……………………………………………………………..
……………………………………………………………..
……………………………………………………………..
Title of job / …………………………………………………………
Period / .../…../…..to …../…../…..
Present Salary per Month
………………………………………………….. / If on GOVERNMENT OF PUNTLAND Grading please state Grade
……………………………………………………………..
Previous Positions Held – in reversed consecutive order
Name & address of employer / ………………………………………………………… / Duties (In order of importance)
  1. …………………………………………………..
  2. ……………………………………………………..
  3. ……………………………………………………..
  4. ……………………………………………………..
  5. ……………………………………………………..

Title of job
Period / …../…../….. to …../…../…..
Name & address of employer / ………………………………………………………… / Duties
  1. ……………………………………………………..
  2. ……………………………………………………..
  3. ……………………………………………………..
  4. ……………………………………………………..
  5. ……………………………………………………..

Title of job / …………………………………………………………
Period / …../…../….. to …../…../…..
Name & address of employer / ………………………………………………………… / Duties
  1. ……………………………………………………..
  2. ……………………………………………………..
  3. ……………………………………………………..
  4. ……………………………………………………..
  5. ……………………………………………………..

Title of job / …………………………………………………………
Period / …../…../….. to …../…../…..
References
Name three (3) immediate former supervisors or managers who can comment on your professional experience. These must not include Relatives. Before nominating them you should have their permission to give their names
Name and Position / Employer / Email / Tel/Mob No.
1.
2.
3.
Note: The discovery of any incorrect or misleading statement or deliberate omission could render any employment or contractual agreement void without compensation or repatriation.
Signature
……………………………………………………………………………………………………………………………………………………………………………………
Date: …../…../…..
Professional / CivicOrganizations membership / …………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………
………….………………………………………………………………………………………………..……………………
Close Relatives, employed by the Government of Puntland - (Father, Brothers, Uncles, Mother, Sisters) / Full Name of Relative (includingmaidenname) / Grade/Title / Relationship (Example,
Father or Uncle) / Unit Employed / Date of Engagement
1.
2.
3.
4.
5.
6. Other Relatives
Service in the Government of Puntland / Branch ofService:…………………………………………………………………
Grade:………………………………………………Date of Engagement:…../……/………………
Date Discharged:// / Reason:
Haveyoubeenconvictedofanoffence?IfYES,givedetails.
NO
YES
………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………
NOTE:Thediscoveryofanyincorrectormisleadingstatementordeliberateomissioncouldrenderanyemploymentorcontractualagreementvoidwithoutcompensationorrepatriation
Applicant signature: …………………………………………………………………………………….... / Date:……./……./…….
OFFICEUSEONLY / Application Received …./…./….
Application Actioned …./…./….
Officer that Action Application: ……………………………………….