Job Description

RE:INTERNAL AND EXTERNAL VACANCY ANNOUNCEMENT

for

Base HR officer

Country:

Ethiopia

Work Base:

Gameblla- Pinyudo

Availability:

As soon as possible

Number of Posts

1 (One)

Salary Scale:

As per the organization’s salary scale

Contract Duration:

Six months with a high possibility of extension

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.

I.                     Summary of position

Under the direct supervision of the Base HR Manager, the position holder will implement the routine functions of the Human Resources (HR) department at the field level including hiring and interviewing staff, administering pay, benefits, and leave, and enforcing organizational policies and practices.

The Base HR Officer role’s purpose, engagement, and delivery are:

Purpose:

The Base HR Officer will provide technical support to the Base HR Manager, The Base HR Officer will be responsible for the overall HR activities including recruitment, staff benefits administration, handling HR correspondences, processing staff termination, database management, providing information to & guiding staff in relation to elements of the HR Manual, work towards the proper implementation of the HR Manual and Procedures in line with Action Against Hunger policies and Procedures.

Engagement:

• The Base HR Officer will identify and Maintain collaboration between staff and management across various Human Resource functions.

• Externally maintain a relationship with various stakeholders for improved Human Resource service (Pension Agency, Inland Revenue- Tin Numbers, and the like…)

Delivery:

• To deliver timely reports in relation to recruitment, HR monthly reports, and monthly timesheet reports. Provide quality Human Resource services that meet the needs of staff according to the policies and procedures of Action Against Hunger.

Essential job duties

1.       Assist the hiring process administratively:

·         Ensure that staffing requests are made according to the proper procedures;

·         Make sure to collect, review and submit JOR for the approval process for capital HR

·         Follow up on the submission of a signed copy of JoR from HO on time for vacant posts at the field level.

·         Record vacancy on the Recruitment Status Tracking Sheet and give the vacancy number.

·         Liaise with the responsible department at the base level to come up with Exam and Interview Technical Questions.

·         Provide necessary assistance and support to the base level recruitment when requested.

·         Periodically communicate Base HR Manager at the base office and update the progress of recruitment on the tracking sheet.

·         Make sure that all the documents for the Personnel File of the new staff member are submitted to HO, and check the availability of documents and files. 

·         Receive and keep a track record of all applications received and ensure to communicate to candidates of the written and interview results;

·         Support the Base HR Manager in the recruitment process and on-boarding whenever required

2. Staff Contract Management

·         Follow up that contract and letters are issued to base staff

·         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.

·         Ensure that for staff members recruited at the field office level and whose contract will not be extended, the Notice for Non-Renewal of Contract of Employment letter is issued 1/2/3 months (notice period is based on the years of service of the employee) prior to the expiry of the employment contract.

·         Collect signed copies of the contract of employment and letters for staff at the field office level and follow up on the recording at the capital level as well as on the base office personal file.

3.       Follow up the base’s human resources administratively:

·         Ensure to induct new employees of administrative issues and human resources; Participate in training new Action Against Hunger staff about Action Against Hunger Procedures and history;

·         Prepare employee Identity Cards and keep the record in the staff list;

·         Follow-up of the staff’s leaves: annual leaves, sick leaves... And ensure to keep a track record of written rerecords send a monthly, yearly, and quarterly report to HR Capital;

·         Keep a staff list and list of end-of-contract dates for the base’s employees and submit to it  the Base HR Manager;

·         Sort all documents in the local employees’ files and check that all files are complete and updated;

4.       Pensions and benefits administration:

·         Facilitate the registration of new employees in the pension scheme, keep a record in their respective personnel files, and share the required documents with the capital office.

5.       Manage local employees’ social insurance:

·         Register new employees and their legal successors, and keep a record in their respective personnel files;

·         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 under the guidance of the Country HR Manager. The respect for all ACF procedures (HR, Logs & IT, Finances, etc.)

6.       Facilitate the transfer of information and documents; Assignment

·         Receive/transfer telephone calls to the persons concerned, note them down in the register and take messages if necessary Arrange appointments;

·         Translate administrative documents upon request,

·         Look after incoming faxes and ordinary mail and transmit them to the persons concerned after having registered them; type, register, and send faxes, emails, and letters;

·         Photocopy and scan documents; Sort and file documents; Register, copy, dispatch, and archive incoming documents (letters faxes…).

·         Perform any duties assigned by your immediate supervisor

7.       Performance Management

·         Participate in the yearly appraisal process of the entire mission: organize the planning of appraisals and support the HR base administrators, participate in the appraisal training, collect and compile the completed appraisals from all the bases;

8.       Timesheet Administration

·         Familiarize yourself with the Timesheet Administration System and follow up with strict compliance with standards and deadlines.

·         Receive the correct and final donor allocation percentage information from Capital Office HR and Send out this donor allocation information to all concerned teams at the base.

·         Ensure the timesheet submission as per the due date and follow up on the status with the base Admin. Assistances.

·         Update the timesheet tracking sheet for all and submit it to the supervisor within a time period.

·         Keep hard copy files of all timesheets until properly.

·         Upon departure/ (including for international staff), check availability of timesheet documents with correct allocation and sign on clearance paper confirming the same.

·         Ensure that the timesheets of employees have been reconciled with the monthly leave-tracking sheet, and advise employees to correct any discrepancies.

·         Report to supervisor any departures from deadline or discrepancy from the standard procedure by all concerned parties including finance for proper action and follow up using the Timesheet Tracking Supplement Sheet.

·         Being familiar with the Timesheet Administration System and following up with strict compliance with standards and deadlines.

9.       Incentive Workers Management

·         Prepare Attendance sheet and payroll for all incentives. (Some IW’s were inactive for three months but never reported to HR).

·         Regularly update the IW database (weekly) and share with PMs, HoDs, and HR Managers.

·         Recruitment of Incentive workers with proper documentation or full information. (UNHCR ID not factsheet, Contract, JD, Photo).

·         Ensure feedback from PMs and HoDs are received and handled immediately

·         Follow and perform end of the probationary period interview for newly hired IWs.

·         Support sub-base upon direction from your supervisor.

10.    Documentation and Reporting

·         Monthly report and follow-up the up-to-date documentation of the base

·         Monthly Timesheet Management, Tracking sheet update, and follow-up

·         Forming and maintaining employee records

·         Prepare a monthly report that needs to consolidate at the base level on monthly basis.

·         Ensure to transmit weekly recruitment status report to the Base HR Manger

·         Perform any duties as assigned by the line manager

I.        Supervisory Responsibility

·         Provide support and guidance to Cook and Cleaners

II.      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, and children (boys and girls) regardless of gender, sexual orientation, disability, or religion. Race, color, ancestry, national origin, age, or marital status.

• Value and respect all cultures.

III.    Fiscal Responsibility

•  N/A

IV.      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

• 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 essential functions.

V.        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

Required Qualifications and Professional Experience

• Degree in Human resources or management, or related field from a recognized university/college with 3 years experience. Experience in an NGO setting and working in an emergency program is advantageous.

• Fluency in written and spoken English is required;

• Other Local Languages are advantageous;

Required Skills & Competencies

• Proven experience as an 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, sexual harassment, and safeguarding mechanisms

• Excellent spoken, and technical writing ability in English, including report writing

• Local languages additional to Amharic will be positively considered

• 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

If you are interested, please send your application composed of none returnable CV, a Covering Letter with “HR Officer-Pinyudo” written in the subject line, and three references, to the following addresses Through www.ethiojobs.net

or

Directly In-Person to Action Against Hunger- Gambella Coordination Office and Pinyudo Sub-base.