Human Resource Officer 33 views

INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT For Human Resource Officer

Country Office: Ethiopia

Work Base: Addis Ababa

Availability: As Soon As Possible

 Salary Scale: EMS06

 Salary and other benefits: Gross salary ETB 18,902 up to 21,640

Insurance – (Life, Group Personal Accident and Medical Insurances are covered upon the organization policies).

Seniority Allowance – paid depending up the years of service.

 Female candidates are highly encouraged to apply for this position.

About Action Against Hunger

Action Against Hunger was founded in 1979 as an international non-governmental organization that fights against hunger in the world. Our mission is to save lives by eliminating hunger through preventing, detecting and treating undernutrition, especially during and after emergencies related to conflicts and natural disasters.

The international network of Action Against Hunger has offices in France, United Kingdom, Spain, Canada, USA, India and Belgium. Teams in the field combat hunger on four fronts: Nutrition and Health, Food Security and Livelihoods (FSL), Water, Sanitation and Hygiene (WASH), and Mental Health and Psychosocial Support (MHPSS).

About Action Against Hunger – USA

As the world’s hunger specialist, our primary goal is to create a better way to deal with hunger. For more than 40 years, we led the global movement that aims to end life- threatening hunger for good within our lifetimes. With 7,500+ staff, our teams have been

 on the front lines, treating and preventing malnutrition across more than 45 countries, assisting more than 21 million people.

We save the lives of children and their families. We are there for them before and after disaster strikes. We enable people to provide for themselves, see their children grow up strong, and for whole communities to prosper. We constantly search for more effective solutions, while sharing our knowledge and expertise with the world. We push for long-term change.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1985 responding to both chronic and acute needs through a multi-sectoral strategic approach where Nutrition and Health, Food Security and Livelihoods (FSL), Water, Sanitation and Hygiene (WASH), and Mental Health and Psychosocial Support (MHPSS) are integrated in order to maximize impact on people’s resilience.

Action Against Hunger currently operates in 5 different regions with an anticipated 2020 yearly portfolio of $20M of emergency and resilience building programs, research and innovation. We have a country team of about 550 staff working out of 18 field offices and sub offices across Ethiopia.

Our main donors in Ethiopia are ECHO, Europaid, UNHCR, OFDA, BPRM, SIDA, EHF, WFP, UNICEF and others.

I. General Assignment:

The HR Officer role’s purpose, engagement and delivery is:

Purpose:

Manage integrated Human Resource Processes and Procedures in line with Action Against Hunger policies and Procedures.

Engagement:

Identify and Maintain collaboration between staff and management across various Human Resource functions.

Externally maintain relationship with various stakeholders for improved Human Resource service (Pension Agency, Inland Revenue- Tin Numbers, and the like).

Delivery:

To deliver timely Human Resource services to staff, management and stakeholders

Provide quality Human Resource services that meet the needs of staff according to the policies and procedures of Action Against Hunger.

Responsibilities

Objective 1: Implement Human Resource policy and procedure at the capital level and follow complete adherence to the policy by staff and management at capital and field level.

• Conduct training on staff regulations and other policies as assigned. Provide advice and guidance to staff on interpretation of the policy to ensure uniform understanding and interpretation by staff.

Objective 2: Implement Action Against Hunger Medical/Insurance benefit administration in line with the HR Manual

• Prepare monthly staff List in collaboration with the Senior HR Officer’s to update the staff list for medical insurance for validation as per the guideline for Insurance Broker Company, as per the internal guideline.
• Follow up weekly, and monthly with the Insurance assigned Personnel on staff exit list (termination, resignation, phase out, retirement, etc.), Transfer, and Promotion with the schedule provided.
• Report, and follow up staff claim complaints from the field office and capital & submit complete documentations to support claim processes with Insurance service provider.
• Prepare required staff documentations needs for staff identity, medical cards and other office needs in a timely manner for the base (in collaboration with the Base HR) and for the capital.
• Maintain updated medical insurance database of staff and their legal dependent’s with authentic documentations in collaboration with HR Assistant & Compliance and with the Field Base HR’s.

Objective 3: Performance Management

• Manage Performance Appraisal Database of the mission; update and follow up the Performance Appraisal Database on a monthly base and provide report accordingly.
• Follow up with the all bases on Employees on PIP, Probationary Period, are submitted and reviewed, follow-up with Sr. HR Officer’s for a feedback.
• Manage Performance of staff reporting to the Base HR Officer and ensure regular performance discussions are held with the staff and poor performance is addressed timely.

Objective 4: Training, Learning and Development

• Generate monthly update in discussion with HOD/DHOD on Learn Lab, online training tool.
• Ensure to send to HQ, on weekly bases the new employees joining the organization and the one terminated as well.
• Communicate with employees when onboarding the online training tool, ensure to address any issues related to login, and communicate with HEARO in discussion with the HOD/DHOD.
• Encourage staff to undertake online e-learning courses and organize sessions where staff can participate in taking on various courses for professional growth.

Objective 5: Manage Human Resource documentation at the base in line with filing matrix of Action Against Hunger HR department.

• Maintain updated personnel records both soft and hard copies by working closely with HR Assistant & Compliance team and ensure that all documents are under a secure lockable cabin.
• Prepare and request for office supplies and stationery for the capital office and regulate their consumption.
• Follow up with HR supplies needs (Heading letter, envelop, etc.), and disseminate to all bases accordingly.
• Maintaining office hygiene with support of the office cleaner.  Review the cleaners schedule and ensure the work is done on a timely manner.
• Work closely with the HR Assistant & Compliance on a timely submission of time-sheet for the capital office, and the % allocation from Finance is used properly.
• Review the updated Time sheet follow up for the Capital office and send reminders to their respective department & line manager.

Coordinate all recruitment processes at the capital with the HR team;

• Coordinate the process of recruitment of new staff at the field level with the hiring Managers following Action Against Hunger procedures.
• Conduct reference checks for all successful candidates for all positions interviewed.
• Organize and managing new employee orientation with different department and on-boarding programs.
• Ensure the on-boarding checklist is reviewed and the new employees are integrated with the organization.

Objective 6: Employee relations

• Participate monthly basis Logistics Department meetings with security Guard’s and raise if there are any outstanding issues related to HR to be handled on time and give feedback accordingly.
• Organize & Participate in Staff events as directed by line manager.

Objective 7: External Relations

• Ensure all staff has pension card, and their documents of detail are submitted to the Pension Agency on a timely manner.
• Follow up with employees to submit necessary documentation and updated Kebele ID to process with the Pension Agency.
• Follow up and facilitate for employees to get their Tin number and ensure copy of ID are kept in their personnel file and is given to the Sr. HR’s for payroll preparation on a monthly basis.
• Work with Inland Revenue to facilitate for new employees or for employees who lost their ID, by writing supporting letter, visiting and liaising with the concerned office.
• Continually follow up submission of both pension and Tin ID’s to HR department and feedback are given to employees on time.
• Organize movement of the lawyer as per the direction given from HR HOD/DHOD, and ensure travel related per-diem are paid and settled. Ensure to record of accomplishment movement of the lawyer for future references.

Objective 8: Reporting;

• Generate reports on a monthly bases, on Performance Appraisal, HR Data input for ISP, Contract data Report, Learning Lab users and accomplishment, Security briefing compiling report and sending to Security Focal person, and DCDS, Exit interview review and analysis, Cleaner’s and Cooks challenges and feedbacks, on boarding status updates.
• Ad hoc reporting: Pension and Tin identification challenges when submitting document to the government agencies, if any.
• Perform any duties as assigned by Line Manager.

I. Gender Equality Commitments

• Foster an environment that supports values of women and men, and equal access to information.

• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.

• Value and respect all cultures.

II. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own

work accurately so that only minor corrections are needed on an infrequent basis.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

III. Working Conditions, Travel and Environment

The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.

Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.

IV. Additional Tasks

• Ensure gender mainstreaming in the HR  department

• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and is responsible for reporting and communication of progress and achievement of the specific assigned task.

Educational / Professional Background: 

• Bachelor’s degree/Diploma in Human Resource Management, Industrial psychology, Business Administration  with a bases in Human Resource Management

• At least 3 years previous experience in an NGO, preferably in a similar role.

Required skills:

• Good communication skills
• Planning and Organizational skills
• Adaptability
• Good level of spoken and written English
• Knowledge of HR procedures
• Excellent knowledge and use of Excel is a MUST
• Excellent interpersonal skills (stress management and motivation)
• Excellent organizational skills.
• Autonomous and able to take initiative.
• Able to set own deadlines and meet them.
• Knowledge of the Ethiopian Laws