People and Culture Officer-HR Admin 7 views

The Purpose of this job is to implement WV Ethiopia People & culture functions related to Record & Documentation, Separation process, Exit, Clearance, Final benefit and Human Resource Administration, as per WV Ethiopia policies, procedures and in line with the Ethiopian labor laws. This position ensures that an employee who quits the organization is exited in a structured and orderly manner.

WVIE particularly encourages female candidates to apply for this position. Female applicants who meet the stated qualifications and experience requirements will be given due consideration in accordance with applicable laws and the organization’s recruitment policy.

Major Responsibilities:

• Manage job separation such as terminations, dismissal and resignations.
• Develop visual communication tools like manuals, checklists, standard operating procedures and separation process roadmap and ensure the implementation.
• Ensuring that an employee who quits the company is exited in a structured and orderly manner.
• Provides checks and balances, ensures company policy and procedures are followed and, work with the legal department, makes sure all actions conform to legal guidelines.
• Ensure the staff separation process, termination benefits, payments and ensures timely completion of clearance;
• Creating a standard separation process that’s followed in every situation.
• Ensures salary stop for separated staffs and make sure it’s updated in our Payroll.
• Facilitate clearance for the separated staff and make on completion of exit survey.
• Manage personnel file of separated staff and facilitate work experience letter.
• Create regular reports and presentations on HR metrics (e.g., turnover rates).
• Answer staffs, business partners and managers query about P&C administration related issues like exit process, clearance and final benefits.
• Reconcile separated staffs list with the clearance requests regularly and work with business partners to ensure staffs clearance process going in timely manner.
• Review all clearance requests and ensure data accuracy of staff profile like hiring date, annual leave balance, salary, separation type and other elements by cross checking with BPs and referring personnel files.
• Prepare for and support audits; ensure that any corrective actions relating to HR management are closed out promptly.
• Work closely with Finance payroll team and ensure final benefit is processed within 7 days for separated staffs.
• Produce a monthly status and analysis report on Separation.
• Prepare new and rehired employees employment contract and update on the workday.
• Maintain effective tracking and recording system of the dead personnel data and records;
• Track contract end dates, update hiring managers and manage the contract extension process is done accurately and on time.
• Maintaining physical and digital personnel records for Dead files.
• Ensures the completeness and update of employee files
• Manages tracking and recording system of active personnel data
• Controls the separation of the dead files/ personnel data and records on time.
• Produce a monthly, Quartile and annual reports.
• Responsible for centralized operational support and control for day-to-day center activities and/or issues premises, equipment, stationary, and distribution.
• Review P&C budget requests before the P&C dept approved.
• Identify variances between actual and budgeted financial results at the end of each reporting period
• Analyzing financial information (e.g. revenues, expenditures and cash management) to ensure all operations are within budget
• Collaborate with P&C department Managers to establish budget goals and objectives
• Ensure that NO P&C staff have all facilities they need to effectively carry out their duties.
• Specifically, receive and work with the procurement and finance department to ensure timely purchase of supplies and services needed for the proper running of the P&C department.
• Actively participate in P&C department budgeting process and make sure all required supplies, office equipment and other needs are captured in the budget.
• Keeping accurate records of minutes and other reports of the management and working committees.
• Providing information to employees on counseling, benefits and other services and programs available to them.
• Assists in the coordination and processing of new employee onboarding to include New Hire paperwork, and workday data entry.
• Support workday data encoding on new hire, rehire, contracts, separation, transfer and other functions.
• Keep custody of the WVE Stamp and serve offices who need official stamp.
• Customer Service for employees, P&C and Other internal and externa Body.
• Carry out any other duties or special assignments as assigned by the supervisor.

 Required Professional Experience

• • Six years of experience in a relevant human resources professional role, HR Admin, Benefit & Compensation, etc.
  • A combination of Human Resource, Accounting and Administration experience in the following areas: HR Administration, Documentation management, Remuneration, Benefits & Compensation, HRIS,

Required Education, training, license, registration, and certification

• • Bachelor’s degree and/or Masters required, in human resources management, Business Administration, Accounting, or related field and/or equivalent practical experience.

Preferred Knowledge and Qualifications

• • Excellent oral and written communication skills
  • Knowledgeable of Ethiopian Labor Laws, Tax laws, Pension laws and relevant requirements.

Travel and/or Work Environment Requirement:

• Travel up to 10% of time.