Country Office: Ethiopia

Work Base: Addis Ababa

Availability: As Soon As Possible

Salary Scale: EMS06

Female candidates are highly encouraged to apply for this position.

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 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:

Purpose:

• The HR Officer will provide technical support to Senior HR Officers. He or she will be in charge of all HR activities, including recruitment, employee benefits administration, HR correspondence, staff onboarding and separation, database management, providing information to and guiding staff on HR Manual elements, and working toward the proper implementation of the HR Manual and Procedures in accordance with Action Against Hunger policies and procedures.

Engagement:

• Identify and maintain cross-functional collaboration between staff and management across Human Resource functions.
• Maintain external relationships with various stakeholders for better Human Resource service (Pension Agency, Insurance Agency, Inland Revenue- Tin Numbers, and so on...).

Delivery:

• Provide timely Human Resource services to employees, management, and other stakeholders.
• Provide timely recruitment, HR monthly report, and monthly timesheet report reports.
• Provide quality Human Resource services that fulfill the needs of employees in accordance with Action Against Hunger policies and procedures.

Essential job duties 

Human Resource Database and Documentation Management

• Follow up and coordinate to maintain updated personnel records both soft and hard copies by working closely with HR Assistant & Compliance team and ensuring that all documents are under a secure lockable cabin.
• Ensuring employees' files and information are kept confidential.
• Ensuring documentation in relation to employee's personnel files is recorded timely and properly.
• Follow up with the HR Assistants to keep and maintain an up-to- 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 & step, salary notes on amendments, etc, if any). 
• Ensure the consistent update of the personal file tracking sheet by the Assistant HR for any related changes or updates. 
• At the end of each month, track gaps observed in the Personnel File as per the information in the tracking sheet and follow up with the concerned team for the appropriate HR person at the capital and base level to take corrective action.
• Collect monthly staff data change reports from all field offices as well as Senior HR Officers and update the main spreadsheet accordingly on monthly basis.
• Submit a report of staff data to the supervisor monthly and update the staff information board. 
• Every month send out to the concerned team and IT team Staff Joined and Left summary with Name, Position, Location, Mobile Number, and the organization email address to update the master contact list.

Implement Action Against Hunger national employees’ social insurance /Pension benefit administration in line with the HR Manual:

• Register new employees and their legal successors, keep a record in their respective personnel file;
• Review medical receipts/prescriptions submitted by the employee and validate for finance for payment;
• Prepare reports on accidents at work and take the necessary measures in case of death or to end a contract; ensure contacts with local partners (insurance, social security, pension fund);
• Ensure contacts with local partners (clinics, hospitals, etc.) when seeing fit for the Bases;
• Participate in assessing Action Against Hunger social benefits and policy in the guidance of the Country HR Head of Department.
• Prepare monthly staff List in collaboration with the Senior HR Officer 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 the 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 documentation to support claim processes with the Insurance service provider. 
• Prepare required staff documentation 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 dependents with authentic documentation in collaboration with HR Assistant & Compliance and with the Field Base HR’s.
• Facilitate the registration of new employees in the pension scheme and, keep a record in their respective personnel file and share the required documents with the capital office.

Documentation and Reporting

• Monthly report and follow-up the up-to-date documentation 
• Monthly Timesheet Management and overview, Tracking sheet update, and follow-up
• Forming and maintaining employee records
• Prepare a monthly report that needs to consolidate at the capital level on monthly basis.
• Perform any duties as assigned by the line manager
• Generate reports on a monthly basis, on Performance Appraisal, HR Data input for ISP, Contract data Report, Learning Lab users and accomplishment, Security briefing compiling the report and sending to Security Focal person, and DCDS, Exit interview review and analysis, Cleaner’s and Cooks challenges and feedbacks, onboarding status updates.
• Ad hoc reporting: Pension and Tin identification challenges when submitting a document to the government agencies, if any
• Perform duties as assigned by the Line Manager.

Employee Contract Management 

• Follow up with the HR Assistants that contracts and letters that are issued to base staff are signed and returned 
• Liaise with the Senior HR Officers and Update the ‘Contract of Employment’ Tracking Sheet for contracts issued at the field office level to monitor the expiry dates of employment contracts and probation assignments and the necessary personnel action.
• Follow up with the HR Assistants on the collection of the signed copy of the contract of employment and letters for staff at the field office level and follow up on the recording at the capital level personal file.
• Keep a staff list and list of end of probation and end-of-contract dates for employees and communicate with the concerned team. 

Timesheet Administration

• Familiarize yourself with the Timesheet Administration System and follow up with strict compliance with standards and deadlines.
• Work closely with the HR Assistant & Compliance on timely submission of timesheet for the capital office, and the % allocation from Finance is used properly.
• Ensure the update of the timesheet tracker for all and submit it to the HR HoD within a time period.
• Ensure to keep hard copy files of all timesheets properly. 
• Upon departure/ (including for international staff), check availability of timesheet documents with correct allocation and sign on clearance paper verifying.

Audit 

• Ensure that the person in charge of the audit receives a copy of the personnel file. Once the personnel file has been submitted, make a random visit to see how the records are stored.
• Checking that the personnel file is fully documented before submitting it.
• Maintain effective communication while responding to audit inquiries 
• Ensuring canteen services are monitored regularly and that the services meet staff standard
• Office and Canteen Management along with handling canteen expenses and payments on a daily base  
• Maintaining office hygiene with the support of the office cleaners.  
• Review the cleaner's schedule and ensure the work is done promptly.
• Prepare and request 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.

 Employee relations

• Participate in monthly basis Logistics Department meetings with security guards 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 the line manager.

Performance Management

• Manage Performance Appraisal Database of the mission; update and follow up the Performance Appraisal Database on a monthly basis and provide reports accordingly.
• Follow up with all bases on Employees on PIP, Probationary Period, are submitted and reviewed, follow-up with Sr. HR Officers for 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.

External Relations

• Ensure all staff has pension cards, and their documents of detail are submitted to the Pension Agency in a timely manner.
• Follow up with employees to submit the necessary documentation and update Kebele ID to process with the Pension Agency.
• Follow up and facilities for employees to get their Tin number and ensure a copy of ID is 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 letters, visiting, and liaising with the concerned office.
• Continually follow up submission of both pension and Tin ID’s to the HR department and feedbacks 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 the record of accomplishment movement of the lawyer for future references.

Supervisory Responsibilities

• Provide support and guidance to HR Assistants, Cook and Cleaners

I. Gender Equality Commitments

• Foster an environment that supports the 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, sexual orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

II. Fiscal Responsibility

• N/A

III. 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.

IV. 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 and in line with Labor Law.
• 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.

Job Requirements

V. Required Qualifications and Professional Experience

• Degree in Human resources or management, Industrial psychology, Business Administration with a basis in Human Resource Management or related field from a recognized university/college.
• At least 3 years previous experience in an NGO, preferably in a similar role.

VI. Required Skills & Competencies

• Proven experience as HR officer, administrator, or other HR position
• Knowledge of HR functions (pay & benefits, recruitment, training & development, etc.)
• Understanding of labor laws and disciplinary procedures
• Proficient in MS Office; knowledge of HRMS is a plus
• Outstanding organizational and time-management abilities
• Excellent communication and interpersonal skills
• Problem-solving and decision-making aptitude
• Strong ethics and reliability
• Thorough attention to detail.
• Good Knowledge and experience in protection from abuse and exploitation, and sexual harassment and safeguarding mechanism
• Excellent spoken and technical writing ability in English, including report writing
• Amharic and English languages proficiency is required
• Proven track record in working with teams, excellent interpersonal skills, positive and professional attitude, ability to lead and work well in a team setting and with multiple partners.

How to Apply

APPLICATION PROCEDURE

If you are interested, please send your application composed of none returnable CV, a Covering Letter with “HR Officer” written in the subject line, and three references, applicants to the following addresses:

 Through CLICK Here

NB: Only shortlisted applicants will be communicated and the selection process includes a technical test and an interview.

Action Against Hunger-USA provides all staff with an attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing nondiscrimination in employment.