JOB OPPORTUNITY

Internal/External/Reference No:   REC/062/21 

Job title: Administration and Human Resource Assistant

Location: Borena_Yabello

Reports to: Assistant Area Program Manager

Term of Employment: Definite Period Contract              

Closing date:   

August 6, 2021

About GOAL

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for profit organization that has been working in Ethiopia for over 30 years across all the region of the country towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses Programs by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS.

We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and opportunities. GOAL Ethiopia’s main donors are Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.

ABOUT THE POSITON: 

The Admin and HR Officer will be responsible for the overall Human resource Management of the Regional Program Office including but not limited to management & monitoring, following up the implementation of human resource producers, rules and regulation starting from recruitment till termination of employment in liaison with HO HR unit. Coordinate the Admin and HR responsibility of HR representatives as the site. Facilitate the information flow and supervision in liaison with HO HR team from recruitment till termination of employment in liaison with HO HR unit.

Recruitment and Placement

• Ensuring that every recruitment have approved JR and revised JD is submitted with the JR.
• Ensuring that each vacancy is posted at the sites and selected areas and appropriate media.
• Processing and handling the recruitment and selection of position on grade 4 and below.
• Assisting the HOHR in the process of recruitment and selection of position on grade 5 and above as instructed.
• Ensuring the type of employment is in line with the type of work, GOAL Ethiopia HR manual and /or the country law.
• Ensuring the placement is as per the Job Request and contract is in line with the grant period / as per the request.
• Ensuring the placement is upon fulling the required documentation as per the personnel file checklist. 
• Tracking and submitting recruitment updates to HOHR timely.
• Recruitment racking sheet – making sure that recruitment is done in line with the checklist, the HR manual and the country law.
• Induction – to provide and facilitate Induction for staff based at your area of responsibility. 

Benefits Administration

Payroll

• Provide all documents related to payroll to HOHR in advance.
• Prepare payroll for the region and submit to HOHR for review as per the payroll time table.
• Ensure that payment of employee’s salary is through selected bank.
• Follow-up the payment of staff salary is done timely.
• Submitting monthly the signed payroll (by the staff) to HOHR.
• Properly recording payroll information in both hard and soft copy.
• Ensuing ghost employees are not included in payroll and the payroll is free from any wrong doing.

Pension

• Ensuring the pension process in the region/ are of responsibility is in line with the country’s law.
• Ensuring employees who are hired from July 8, 2011, fill in pension profile form along with supporting document.
• Follow-up any missing pension profile forma and related supporting document.
• Submitting the pension profile form with the supporting document to the appropriate private organisation employee’s social security agency.
• Making sure to get confirmation from the agency when submitting the pension profile. Record and send the confirmation to HOHR.
• Following with the agency to receive employees’ pension ID and after getting the employees signature on the copy of the ID, issue the ID.
• Track the contribution of the monthly pension payment.

Leave Administration.

Annual leave

• Liaise with field level HR focal person/line managers and ensure that all supervisors submit leave plan at the beginning of a fiscal year or at the beginning of contract.
• Send out reminders for supervisors regarding status of annual leave in liaising with the HR focal person in the mid of the fiscal year or contract period.
• Keep custody of the Annual Leave Plan and Annual Leave Request forms.
• Ensuring that the leave format is completed properly, recorded in timesheet as well as leave tracker.
• Monthly submit the hardcopy of the leave format together with the leave tracker to HOHR.

Other leave.

• Ensuring that other leaves such as Sick, Emergency, maternity, leave without pay and other leaves are implemented according to HR Manual and country law.
• Every month collect a status update from HR focal person to ensure that similar information is maintained in HOHR and at field site. Making sure appropriate documents are presented for Sick Leave, Marriage, Emergency, Maternity, Paternity, Special, Exam leave, etc. on time.
• Ensuring that the leave format is completed properly, recorded in timesheet as well as leave tracker.
• Timely submit leave document to be included in payroll, such as sick leave, leave without pay, etc.
• Compile and submit with completed information the hard and soft copy leave forms together with any supporting documents monthly along with timesheet to the HOHR.

Performance Management

• Arrange and provide periodical induction and orientations to staff members as well as supervisors on the employees Performance management.
• Send notifications and reminders to immediate managers to conduct performance appraisals for their subordinates as per the HR manual/ performance guideline.
• Follow up on the implementation of the continuous performance appraisals process.
• Ensuring that probation period performance is completed before an employment contract is extended.
• Forward to HO HR to file all documents of the continuous performance appraisal to file in the Personnel File.
• Communicate timely to HOHR and his/her immediate supervisor for any gaps or outstanding performance.
• Contribute to the PA of LAF officers/ Field HR representative.

Training and Development.

• As per the annual HR training plan or as instructed execute and facilitate training.
• Assess and recommend training plan in line with GOAL capacity.
• Facilitating LINGO training as per the requirement/ need.

Employee relation

• Conduct a regular or surprise field visit and submit the field visit report to HOHR.
• Initiate’s activities that builds team sprit among staff at you are of responsibility and in liaison with HOHR implement the activities.
• Handle Disciplinary issues as per GE HR manual or instructed.
• Report immediately cases related to absenteeism, fraud, sexual harassment or serious offences to HOHR
• Take initiatives to be proactive to resolve any grievance or complaint the staff raise by discussing with the relevant department.

Administration

Data Management

• Regular update any HR related tracking sheet or data base as per the need.
• Ensure confidentiality of any staff or HR related information.

Personnel Records Management

• Keep personnel file record and follow up the completion of personnel file as per the checklist.
• Submit monthly the required personnel file document to HOHR.
• Ensure that document issued to the staff are signed by the employee him/herself and submitted to HOHR.

Timesheet Administration

• Familiarize self to the Timesheet Administration System and follow up with strict compliance with standard and deadline.
• Receive the correct and final donor allocation from HO HR by the 11^th day of the following month.
• Prepare timesheet according to the allocation figure and circulate for signature among staff members.
• Received field timesheet from HR representative and review the timesheet before submitting it to HOHR.
• Submit signed timesheet documents to HO every month along with the supporting document.
• Follow-up on the timesheets which requires correction.
• Upon departure check availability of timesheet documents with correct allocation and sign on clearance paper confirming the same.

Organogram

• On a monthly bases send your areas of responsibilities line of reporting / organogram.
• Make sure that the timesheet, contract and payroll is in line with the organogram.

Office and canteen Management

• Review existing office management system and canteen. Recommend ways of improvement and follow up.
• Supervising and coaching the activities of the HR representative in the following major office management areas.
• Ensure that copies of all outgoing letters are properly registered and maintained within a master file (for letters, memos & fax)
• Maintain an efficient filing system for documents, books and references.
• Keep track of adverts, notices and memos issued from HR to be posted in notice board in HO and field offices. Ensure that all offices has got the message on time and posted as required and follow up on inquires on notices and communicate to HR manager.

Staff Termination

• Track employment contract end date and ensure that proper notice of termination letters or extension (if required) are issued to staff members as necessary after consulting with HOHR.
• Collect resignation letter from staff members and notify Admin and HR officers responsible for payroll, leave and benefit administration. Making sure that it is captured in payroll.
• In advance start the exit process upon receiving resignation of staff or project closure or contract end date.
• Ensure the departing staff member utilized any outstanding leave before last date of employment.
• Make sure exit interviews are conducted in a productive way by explaining that the feedback is valuable input for the betterment of the organization and encouraging staff members to be genuine while filling the form.
• Track the exit interview and provide analyses /report as per the schedule.
• Liaise with appropriate departments at field office to fill in clearance form as per their area of responsibility and clearance paper is submitted to HOHR for approval.
• Ensure that clearance and termination payment are collected within 6 months after termination of contract.
• Ensure that termination payment is collected by ex-employee within seven days after completion of clearance.
• Ensuring that the required document is issued to the staff and to HOHR for filling purpose. 

COMMITMENTS:

GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safeguarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other policy, rules and regulation of the organization.

GOAL is strongly committed not to harm the people under its care.

Job Requirements

JOIN US

Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement? Then join us if you have:

• Diploma or BA Degree in HRM, Business/Public Administration, Management or related field. with a minimum of 4 years of related work experience for Diploma holder and 2 years’ experience for BA holder
• Work experience in a related area.

Desirable qualities, skills, and competences:

• Having experience in Finance related work and have basic financial related knowledge.
• Work experience in NGO Sector or experience in working for an organization with significant number of staff and filed offices.
• Strong knowledge in interpretation and application of Ethiopian Labor Law and other relevant legislations relevant to HR
• Knowledge of the local language (Afan Oromo) is advantageous 

Note: This description is not an exhaustive list of the skill, effort, duties and responsibilities associated with the position.

REMUNERATION and BENEFITS:

• GOAL will pay a competitive basic salary based on the salary grading with addition benefits.
• A chance to develop tangible experience.
• Being part of a team who continue to make a real difference to the lives of the most vulnerable people. 

How to Apply

APPLICATION PROCEEDURE:

Interested and qualified applicants need to submit ONLY once their non - returnable CV & Application Letter for one vacancy. The vacancy reference number along with the title need to be written in the application letter and/or subject of the email. Applicants can Only apply using the following options.

• Applicants who have access to the internet can directly apply online using ethiojobs.net. (The vacancy reference number along with Job Title needs to be written on subject of the email, failing to do this may lead to disqualification). 

GOAL strongly encourages female candidates to apply!

Only short-listed candidates will be contacted for an interview and exam.

Shortlisted candidates will need to submit other supporting documents upon request at later stage.

GOAL is not able to contribute towards any costs incurred by candidates during the recruitment process.