HR and OD Officer/ Database 81 views

About Plan International

Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 75 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners.

The HR and database officer is responsible in support of the human resource activities under the recruitment unite. The position Holder will be responsible to support the HR&OD Department in ensuring that competent and committed workforce from internal and external sources are recruited and hired to achieve organizational Plans and objectives. Help the HR and OD department in Managing the Human Resource Information System (HRIS) /Employee Central.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Data Management

• Ensuring Plan Ethiopia employees file and information are kept confidentially.

• Ensuring documentation in relation to employees personnel file are record timely and properly.

• Keep and maintain an up-to-date PLAN Ethiopia human resources information data on Excel database as per the format, i.e. updated staff list along with all details (sex, age, educational level, date of employment, place of assignment, position title, job grade, salary notes and  amendments, etc, if any).

• Follow up with HR staff at CO and field office on the submission of appropriate documentations missing on the staff personal file as per the check list.

• Consistently update personal file tracking sheet for any related changes or updating.

• At the end of each month, track gaps observed in the Personnel File as per the information in the tracking sheet and send out reminder to the appropriate HR person at CO and field to take corrective action.

• Collect monthly staff data change reports from all field offices as well as CO Admin and HR Officers and update the main spread sheet accordingly on monthly bases.

• Submit monthly staff data report to the supervisor and update the staff information data.

• As per the report collected from field offices, inform the responsible HR officer to collect documents as necessary – new recruitment, termination, transfer, etc.

• Every month send out to Receptionist and IT team about Staff Joined and resigned summary with Name, Position, Location, Mobile Number and Plan and Personal email address to update the master contact list in the shard drive and Google list and create/close GE email account.

• Ensure that Monthly HR staff data along with relevant HR document are submitted to Finance focal person preparing payroll as per the payroll schedule.

• Update the HRIS as per the actual employee’s record

Audit

• Submit personnel file for audit purpose for the person responsible for audit.  Once submitting the personnel file to do a random check to see the documents are in order.

• Ensuring that the personnel file are recorded before it is submitted

• Work on the completion of gaps noticed by Audit point.

• Maintain good internal communications and relationship with departments and Field Sites and provide relevant information as and when requested.

• Handling necessary HR related communications

• When required conduct periodic visit to Programme Sites as per area of assignment in support of HR activities and to do system audit – mainly fulfilment of documents in personnel files.

• Assist the HR operation in compile the HR & OD department unit report as well as PA HR reports

• Take part in special assignment and committee works as and when required.

• Liaise with field office management and HR focal persons to ensure proper implementation of PLAN’s personnel manual.

• Facilitate and check the handing over process of  leavers: (i.e. Prepare Acceptance of resignation letter, Check Exit Interview and Handover note is filled and signed by Line manager, Handle termination and retirement process and Prepare and process final payment and  work certificate)

• Handle and process documents on a timely basis and as per the Plan Ethiopia’s Human resource manual.

• Manage the employee central/HRIS and staff data are coincide.

• Handle any HR issues as deemed necessary;

Financial and Reporting Responsibility

• Support the department in providing data for budget preparation

• Support the HR and OD in generating HR reports

REQUITREMENTS:

Qualifications/ experience essential:

·       Minimum of BA Degree in Personnel Management, HR, Administration and/or other related field of study.

·       3 years of general HR and data management experience

·       Sensitivity to gender and diversity issues in HR policies and practice.

·       Knowledge of data management and data protection

·       Excellent organisation and communication skills.

·       Ability to multitask and deal with a range of incoming enquires – organisation is key to the success of this role.

·       Knowledge of Word, Excel and Outlook, also keen knowledge and experience of the importance of databases and their role in providing accurate management information.

·       Able to form and maintain effective working relationships

·       Excellent communication skills