Country Office: Ethiopia

Work Base: Addis Ababa

Availability: As Soon As Possible 

Salary Scale: EMS05

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.

Summary of position

Assisting with HR responsibilities and obligations on a day-to-day basis by providing administrative and clerical support to Human Resources service users, and keeping track of and updating employee information (hard and soft copies)

The HR Assistant/Compliance role’s purpose, engagement, and delivery are:

Purpose:

• The HR Assistant will provide technical support to the HR Officer and Senior HR Officers. He/she will be responsible for the overall HR activities including assisting in the recruiting process administration by receiving and opening application letters/emails, filing in line with position titles, creating a matrix of shortlisted applicants, HR Audit, and filing and archiving of personnel documents.

Engagement:

• Identify and maintain staff and management collaboration across diverse Human Resource functions.
• Maintain relationships with numerous stakeholders on the outside in order to improve Human Resource service (Pension Agency, Inland Revenue- Tin Numbers, and the like).

Delivery:

• To provide timely Human Resources services to employees and management.
• Ensure timely delivery of HR monthly reports and monthly timesheet reports.
• Provide outstanding Human Resource services that fulfill the needs of employees in accordance with Action Against Hunger policies and procedures. 

Follow up on the base’s human resources administratively:

• File documents in the staff files;
• Ensure new employees fill out personal history form, signatory, self-declaration, and proof of life and fulfill every documentation and have ACF Procedures and manuals
• Prepare employee Identity Cards and keep the record in the staff list
• Sort all documents in the local employees’ individual files and check that all files are complete and updated;

Assist in the administrative aspects of staff recruitment;

• Receive and register applications
• Supports human resources processes by administering tests, scheduling appointments, conducting onboarding and introductory email, maintaining records and information.
• Substantiates applicants' skills by administering tests.
• Organize the logistics aspects of recruitment tests
• Ensure contacts with local employment organizations (employment office, etc.) if applicable;
• Register new employees and their legal successors, keep a record in their respective personnel file;

Administrative Support:

• Translate administrative letters upon request
• Assist the HR Officer in the practical organization of training sessions (planning, organization of travels).
• Receive/transfer telephone calls to the persons concerned, note them down in the register and take messages if necessary Arrange appointments
• Photocopy and scan documents; Sort and file documents; Register, copy, dispatch, and archive all incoming documents (letters and emails …).
• Prepare necessary HR files in case of audits, and HR reports to the authorities
• Perform any duties assigned by your immediate supervisor.

Timesheet Administration

• Familiarize yourself with the Timesheet Administration System and follow up with strict compliance with standards and deadlines.
• Work closely with the Base HR’s & 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 check on clearance paper confirming the same.

Audit

• Ensure the submission of the personnel file for audit purposes for the person responsible for the audit. Once submitting the personnel file to do a random visit to see how the documents are kept.
• Ensuring that the personnel file is properly recorded before it is submitted.
• Follow up on the proper communication in responding to audit requests
• Ensure to follow up filling all contract extensions.
• Deliver all documents on time
• Maintain proper records of employee leaves
• Maintaining organized and up-to-date HR files. This includes paper files and digital HR records.

External Relations

• Ensure all staff has pension card, 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 the copy of ID are kept in their personnel file and is given to the Sr. HR’s for payroll preparation on a monthly basis.
• Continually follow up submission of both pension and Tin ID’s to the HR department and feedbacks are given to employees on time.

Reporting;

• Ad hoc reporting: Pension and Tin identification challenges when submitting the document to the government agencies, if any.
• HR Monthly Report
• Timesheet Report
• Perform any duties as assigned by the Line Manager.

Supervisory Responsibilities

• Will be a technical direct supervisor for HR Interns

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.
• Value and respect all cultures. 

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. 

Job Requirements

Required Qualifications and Professional Experience

• Diploma or Degree in Human Resource Management, Business Administration with a basis in Human Resource Management
• At least 2 to 3 years of previous experience in an NGO, preferably in a similar role.

Required Skills & Competencies

• Knowledge of HR procedures
• Excellent knowledge and use of Excel
• Excellent interpersonal skills (stress management and motivation
• Excellent organizational skills.
• Autonomous and able to take initiative.
• Able to set own deadlines and meet them.
• Computer literate
• organizational capacity
• Good relations with people
• sense of confidentiality
• Good command of the English language

How to Apply

APPLICATION PROCEDURE

If you are interested, please send your application composed of none returnable CV, a Covering Letter with “HR Assistant/Compliance” 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