Job Description

INTERNAL/EXTERNAL VACANCY

ANNOUNCEMENT

For

 Deputy Human Resources Head of Department

Country Office: Ethiopia

Work Base: Action Against Hunger USA, Addis Ababa

Availability: As Soon As Possible

Insurance - (Life, Group Personal Accident and Medical Insurances are covered upon the organization policies).

 Female candidates are highly encouraged to apply for this position.

 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 supervision of HR HoD S/He will provide support to the HR HoD, Operations Director, Support and Program departments on all HR related functions. S/He contributes to the overall Mission Strategy and ensure HR department strategy is in line with the objectives set. Ensure HR systems, tools and templates are well organized and in place for smooth and efficient functioning of the department and support to all staff members. Act as HR HoD in his/her absence. Directly manage SHROs, HR Officer and HR Assistants.

The Deputy Human Resources Head of Department role’s purpose, engagement and delivery is:

Purpose: Work with the HR teams to position Action Against Hunger Ethiopia country office as an employer of choice and provide a compelling employee value proposition in line with Against Hunger Ethiopia country strategy. Implement and align HR services according to the Ethiopia labor laws and in line with Action Against Hunger mandate, core values and charter of principles.

Engagement: Collaborate and create an agreement between staff on a range of Human Resources services to promote and address the needs of staff in line with Action Against Hunger policies and procedures. Build effective communication with the Field HR teams, Field Coordinator, and Head of Departement to sustain relationships and promote good HR practices.

Delivery: The position will provide practical and timely support, advice, and direction to staff and management on a range of HR activities in the country office. Generate monthly HR payrolls, timesheets, and timely respond of audit queries.

1: Participate to the definition, implementation and follow up of the national HR policies for the mission 

• Ensure the update and implementation of HR procedures and tools on the mission

• Ensure a legal/regulatory watch on any new text that impacts the HR management of the mission

• Also ensure that HR Manual (and all internal Policies) of the Mission is in line with the national HR policies and Labour Law

• Contribute, with the HRHOD to the collection of necessary information and to the revision of HR policies

• Participate to the revision of the HR strategy and its implementation follow up

• Contribute to the elaboration of the HR cost and annual HR budgets

• Provide technical support to the HR managers on the bases

• Check the bases’ monthly reports and synthetize into a mission’s report

2: Supervising the national staff administration and payroll, and ensuring the coherence of work organization

• Manage payroll and communication of the related issue to the finance department and the field office.

• Control and validate monthly payrolls, social contributions, and declarations to the local authorities

• Follow up on the end-of-contract dates for all employees.

• Verify the JD revised by managers and ensure its in line with the organization’s Job classification

• Capitalize and prepare consolidated organizational charts for the mission

• Check the bases’ HR statistics and elaborate the mission’s HR indicators

• Prepare necessary HR files in case of audits, and HR reports to the authorities

 3: Ensure the follow up of the administrative management of international staff

• Brief and debrief international staff on administrative issues upon arrival and departure

• Control and centralize break/leave requests and time sheets

• Follow up on the end of contract dates (and prepare amendments at the request of HOD = phase 2 HR project)

• Be HQ focal point for the administrative follow up of the international staff

• Prepare monthly per diem calculations and transfer the information to the Financial Manager of each base

• Update the individual follow up and expatriate movement files

• Inform the international staff and follow up on the return form to HQ in collaboration with HRHOD

 4: Provide for the recruitment and training of all employees and promote career development

•  Plan recruitments and participate to recruitment interviews

• Ensure proper follow-up of the procedures, implementation and respect of the annual appraisal planning

• Contribute to the construction of the annual training plan of the mission, to its implementation and to its achievement report

• Develop relationships with universities and partners in the frame of the recruitment and training policies

• Support the base HR Managers in the implementation of the tools and procedures for recruitment, appraisals, trainings and career management

 5: Participate to the internal communication and to the sustainability of professional relations with external partners

•  Organize, participate and/or animate staff information meetings

• Elaborate and communicate internal HR notes for the bases

• Up to date investigation tracking sheet report

• Lead and Manage compliant and grievance investigations

• Participate and represent the HoD in meetings ( BFU, Kick Off and Monthly SMT )

• Participate to the meetings with local authorities and organizations (Labor Inspection, Ministry of Labor, insurances, social welfare,)

• Represent ACF during external coordination meetings

6: Manage the Human Resources team and the home staff in capital

• Day-to-day management of the HR team in capital and home staff (guidance, follow-up, motivation…)

• Identify recruitment needs and recruit the team members

• Evaluating the performance and developing the skills of the team members

• Identifying the training needs of the mission and in developing training and managing training related activities of the mission in collaboration with the HR HOD

• Compile report of the department regarding payroll, and other from the team in the field bases and from capital.

• Supervise the HR Officer at the capital level.

• Perform any duties assigned by the line manager

I.  Supervisory Responsibilities

•  Technical supervision - directly managing Senior HR Officer’s, HR Officer’s and HR Assistant in addition advice the Field HR teams when required.

 II.   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. 

 III.  Fiscal Responsibility

• All HR Manual’s, Policies, SOP’s are implemented in compliance with Action Against Hunger, country labor law and donor regulations.

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 an operational base. 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.

 V.    Working Conditions, Travel and Environment

•  The duties of the job require regular job attendance.

• Must be available to work outside normal office hours or on the weekends as needed or required by contact with the PI or in-country partners.

• Must be able to travel coach fare for standard domestic and international business travel as well as to the country project sites if appropriate.

• While 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.

• The candidate must be able to travel to remote locations, often over poor road conditions, in areas of heightened insecurity.

Job Requirements

I.  Required Qualifications and Professional Experience

• MA or BA Degree in Human Resources, Business Administration, or Political Science

• 5+ years related working experience out of which 2 years on the managerial/supervisory level

II. Required Skills & Competencies

• Team management – organizational skills and management of priorities – good analysis skills – high sense of confidentiality - diplomacy – good relational skills – good English knowledge (oral and written) – computer literate (word and excel)

• Specific Knowledge

• Able to develop global and long term vision

• Be sensitive to others and to the environment

• Able to mentor and transfer its knowledge

• Able to argue, convince, lead a negotiation

• Able to develop, maintain and mobilize a professional external network 

How to Apply

                                  APPLICATION PROCEDURE

If you are interested, please send your application composed of none returnable CV, a Covering Letter with “Deputy Human Resources Head of Department-AA” written in the subject line, and three references, applicants to the following addresses:

 Through CLICK HERE

Closing date: 04 June 2023

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