EXTERNAL CALL

For HR Intern – Archivist

Country Office: Ethiopia

Work Base: Addis Ababa _ Capital Office

Availability: As Soon As Possible

Salary Scale: ETB 2,000.00 as a Pocket Money

Contract Duration: 6 month

ONLY FEMALE

About Action Against Hunger

Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and acute needs through a multi-sectoral strategy where Nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience.

Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz and Gambella) with a portfolio of 20m USD/year of emergency, resilience building, research and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are: BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA and others

 General Assignments / Scope of the Role:

 The HR Intern-Archivist will provide a support to the HR documentation and contribute to the quality of personal field administration and documentation. She will be highly engaged on re organizing personal records and updating the tracking sheets at the capital office:

Purpose:

Under the direct of HR Assistance and with the support of the HR team in the Capital Office the HR Intern will be responsible for overall arrangement of employee personnel files, insure the effective record of documentations including updating tracking sheets, labeling and arranging box files. She will be responsible for the general administration of documentations.

 Engagement:

 The HR intern will work closely with Assistant HR and base HR administrators internally.

 Delivery:

The HR Intern will support the team on timely tasks delivery with attention to the quality of HR documentation as per the required standard. 

 Essential job duties

• Organize, label, maintain and arrange properly and safely inactive box files.
• Neatly arrange and organize all the inactive documents.
• Organize inactive files by their respective year and base and color code them
• Update the inactive personal file tracking/follow-up sheet up and regularly check.
• Check sequential order of the personal files as per the checklist and properly file the documents box files on the shelf.
• Using the personal file checklist neatly arrange and sequentially organize the current active personal file documents.
• Arrange and order the personal files based on location and naming sequence. 
• Maintain a central organizational file both in soft and hard copies of active personal files.
• Ensure proper file storage and space management including destroying old documents in line with, the organization disposal procedure.
• Update the missing documents in excel worksheet and make a follow up with the respective responsible persons.
• Communicate and get validation from line manager for the request of documents by other department.
• Scan all necessary files
• Filling monthly timesheets of in staff personal file
• Support HR Assistant by scanning all incoming letters
• Dispatching letters to the capital staff
• Change all staff profiles into electronic documents
• Review the completeness and correctness of employee files before scanning

 Supervisory Responsibilities

NA

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. 

 Sexual Exploitation and Abuse (SEA):

• Beware of minimum operating standards of SEA
• Protect and prevent others from SEA.
• Report SEA.
• Strictly compile with AAH child protection and SEA policies

Fiscal Responsibility

NA

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

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week in Action Against Hunger Operational areas. 

Job Requirements

Required Qualifications and Professional Experience

• BA in Management, Business Management, IT and other related fields.

Required Skills & Competencies

• Good command of the English language
• Certificate of training on Microsoft software
• Ability to work to deadlines
• Strong Analytical skills, Ability to forecast, Computer skill
• Good oral and written Communication Skill
• Ability to work independently, as well as in a team

How to Apply

APPLICATION PROCEDURE

Send your application composed of CV, Covering Letter with “ HR Intern – Archivist ” written in the subject line, and three referencesthrough: hro@et-actionagainsthunger.org

 Deadline: Friday 15 of October 2021

NB: Only short listed applicants will be, communicated on and selection process includes technical test and an interview.