Job purpose: 

To provide systems support to Concern Worldwide’s Rapid Response Project through the implementation of HR Officer activities in line with Concern Worldwide and donor policies and procedures. To provide start up support at the woreda level and to provide cover if there is a gap in the position of the woreda based HR officer. 

Main duties and responsibilities: 

Human Resources Management

·       Maintain and update personnel files of all staff at the project, including all documentation as required in line with Concern HR Manual guidelines. Manage and record staffs’ annual leave roster and ensure all annual leave is used within the current year. Record and manage all staff related leaves such as Compensatory Time Offs, sick leaves as per Concern’s HR Manual.

·       Manage and address all staff personal issues following the Concern HR Manual guidelines

·       Prepare any required HR reports

·       Provide the necessary materials and equipment to project staff for their day to day activities

·       Monitor and follow-up on the performance (PDR) of all staff working in the Sub-office.

·       Maintain high standard of Health and Safety within the working environment.

·       Maintain good working relationships in the workplace.

·       Perform other duties assigned by line manager

·       Ensure an updated emergency staff roster is in place, reviewed on a minimum of a quarterly basis

·       Ensure an updated roster of existing Concern development team staff is maintained to enable rapid redeployment if needed

·       Ensure update job description templates are on file for all rapid response positions

·       Ensure that recruitment takes place at the woreda level in as efficient and timely manner as possible and provide support by participating in the recruitment process if needed

·       Ensure that woreda level staff accommodation adheres to Concern’s minimum standards for rapid response

·       Ensure that staff kits are procured and are in stock in order to facilitate rapid response deployment

·       Develop an induction programme for new staff and ensure that staff induction is completed in a timely manner

·       Ensure that all new staff are inducted in Concern’s Code of Conduct & associated policies including safeguarding.

·       Ensure that the PDR process is followed and that evaluations are carried out for all rapid response staff

·       In consultation with HO HR ensure that any HR issues are addressed in an appropriate and timely manner

·       Ensure that HR policies and procedures are adhered to at all times.

·       Ensure that an updated and tidy filing system is in place for the rapid response team

·       Ensure that correct administrative procedures are followed at all times and that all necessary administrative forms etc are updated and available

·       Liaise with the HO admin/HR team on a regular basis and participate in any required training/capacity building

      Staff Contract Management:

·       Make sure that the new staff has signed on Code of Conduct and associated policies including completing personal history form;

·       Ensure that job description is signed by the new staff and line manager;

·       Maintain and update all official personnel files and records with updated contracts;

·       Renew staff employment contracts accordingly and follow up staff contracts that are on probation and temporary basis;

·       Ensure new employees are familiar with all Concern employment procedures and the contents of the HR manual and ensure updated versions of the handbook are circulated to all staff on bi-annual basis.

      Reporting:

·       Maintain and regularly update human resources database and prepare monthly head count report

·       Provide timely update to relevant departments particularly finance of any staff changes such as employment, promotion, resignation, transfer etc;

·       Provide timely update on the recruitment status and circulate the information to the relevant departments. 

·       Preparing weekly and monthly HR report as required.

   Others:

·       To ensure that an appropriate assessment template is in place for start-up assessments

·       To lead on operational start up in new project locations ,including identifying appropriate sub offices, accommodation, assessing communications and transport infrastructure, banking availability, availability of suppliers, utilities etc.

·       To provide support at the woreda level, including induction and training of woreda based staff

·       To cover any gaps at the woreda level as needed.

Perform any assignment given by immediate supervisor.

Emergency Response: 

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Gender Equity: 

·       Ensure that all HR policies and procedures relating to Concern Ethiopia’s gender equality strategy are implemented

·       Ensure that all gender sensitive policies and procedures are fully adhered to during recruitment processes

Contribute to promoting a gender sensitive working environment within Concern Ethiopia 

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Essential

Qualification and Experience

·       BA/BSc degree in Human Resource Management, Business Management, Public Administration or relevant field with minimum 4  years’ experience; or

·       MA is advantageous with 2 years’ experience

·       Min 2 years NGO experience

Desirable

• Ability to Self-management
• Communicating and working with others
• Ability to  work with minimum supervision; 
• Ability to multi-task and work within deadlines;
• Proficient in use of Microsoft applications, including Word, Excel, PowerPoint & Outlook (or similar software);
• Knowledge of databases and skills needed to access, assess, and analyze information; Basic analytical and statistical skills
• Good Knowledge of HR practice, policy and procedures
• Understanding of Ethiopia labor law
• Professional experience related to Human Resource Management in NGO setting
• Knowledge of international humanitarian standards for Human Resource Mgt.
• Fluency in English & Amharic, other local languages will be an asset
• 
  

Competencies : 

• Managing your self
• Communicating and working with others
• Delivering Results
• Creativity and Innovation