Reference No: REC/ 010/23

Job title: Area Senior Human Resources Officer     

Location: Gambella & Benishangule (duty station at Gambella base cover 50% each area offices)

Reports to: Administratively to Area Manager & Technically to HR Manager

Number of Posts: 01 /One/

Closing date: February 08, 2023

About GOAL

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for-profit organization that has been working in Ethiopia for over 30 years across all the region of the country towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses Programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS.

We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and opportunities. GOAL Ethiopia’s main donors are Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.

About the Position:

The Area Senior HR Officer is responsible for the overall human resource management activities from recruitment – termination, including recruitment, staff benefit administration including staff payroll administration, involve in staff training and development issues, employee performance management, involve employee relation issues, processing staff termination, Support on HR/staff related documentation, providing information to & guiding staff in relation to elements of the HR Manual, work towards the proper implementation of the HR Manual, handling HR correspondences, and liaising with HR focal persons in field programme office level with regards to the above-mentioned HR issues.

Area Senior HR Officer is expected to work in close collaboration with Programme and support staff in both Gambella & Benishangule Gumuz-Assosa Area Offices and Head Office. S/he will be expected to have a functional support and supervisory role to HR focal persons for both area offices level in guiding, directing, capacitating and following up on their performance and delivery of the required out put together with the line Managers.

Duties and Responsibilities:

Recruitment & Placement:

Ø  Ensure that staffing requests are made according to the proper procedures; is based on the staffing plan (if any), JD and salary scale/ grade is in accordance with the post’s requirement and approved Job Requisition form – (make sure to collect the approved JR by all signatories before any recruitment is started), following open and competitive recruitment process unless specified otherwise.

Ø  Liaise with the responsible department at head office and area office to come up with Exam and Interview Technical Questions.

Ø  Provide necessary assistance and support to the area office level recruitment when requested.

Ø  Make sure that all the documents for Personnel File of the new staff member is submitted to HO

Ø  Responsible data recorder after checking the availability of documents and file.

Ø  For short term and grant related recruitments, make sure that the necessary precautions are followed – JR forms are filled according to the grant period, that vacancies are posted indicating the contract/grant period, such is communicated to the candidates on interview, all employment related letters and contract indicate that the staff member is recruited for specific grant, contract period is congruent with grant period and appropriate notice is provided to staff member and termination is processed accordingly.

Contract & Letter

Ø  Follow up that contract and letters are issued as per to the appropriate template and contract period and ensure its record.

Ø   Monitor the expiry dates of employment contracts and probation assignment and take the necessary personnel action for both renewal and non-renewal of employment contract processes as per the law and HR manual.

Payroll & Benefits Administration

Ø  Liaise with the HR Manager at HO and Area Office focal persons and get relevant HR documents for any activities in the department that will have an input as payroll information such as, recruitment of new staff, transfer, promotion, termination, overtime, pension, cost sharing, CUG over utilized, penalty for disciplinary cases, medical over usage, or any other indicated in supporting document.

Ø  Prepare monthly payroll for the staff under his/her supervision as assigned per Payroll Preparation Guideline and submit to HR Manager for review as per the schedule and ensure that its released timely.

Performance Management and Training & Development

Ø  Ensure the performance management and appraisal are done as per the standard of the HR manual for staff under supervision.

Ø  Support area management team in the development and implementation of an effective and objective performance appraisal system.

Ø  Support area management to ensure appraisals are being conducted regularly and appropriately.

Ø  Lainson with HR Manager to support managers and supervisors with training in objective setting and conducting staff appraisals as required.

Ø   Maintain a training database of agreed training requirements and work with line managers and supervisors to help ensure training is conducted within a reasonable timeframe.

Ø   Provide capacity building (on job training) for field staff in consultation with HR Manager.

Staff Termination

Ø  Track expiry dates of contract of employments and ensure that proper action is followed up as per to the organization’s HR manual and country law.

Ø  For those staff to be terminated, ensure that staff performance appraisal is done, staff leave balance is utilized, clearance is finalized as appropriate, exit interviews are conducted, termination benefit is paid as appropriate and work certificate is prepared timely and all documents are recorded accordingly.

Ø  Track expiry dates of contracts of employments and ensure that proper notice of termination letters is issued to staff members as necessary, give special attention to those recruited for short term contract period and those employed for specific grant.

Ø  Track if there are employees who are approaching retirement age or those whose contract is to be terminated due to poor performance and disciplinary measures.

Ø  Prepare a certificate of service to staff whose employment is terminated after collecting all termination related documents are submitted (resignation or termination of contract letter, clearance both at HO and area office level, copy of exit interview is attached, Termination Calculation and Payment Sheet). Issue letter to hand over endowment insurance policy, if applicable.

Leave and Timesheet Administration

Ø  Familiarize self to the Timesheet Administration System and follow up with strict compliance with standard and deadline.

Ø  Up on collecting prepared timesheets from staff, take samples and audit its effectiveness periodically.

Ø  Receive the correct and final donor allocation percentage information from the Finance department until the 10th day of the following month both in excel as well as singed scanned copy document.

Ø  Monthly update the timesheet tracking sheet for all and submit to supervisor within a week of the next month.

Ø  Keep hard copy files of all timesheets until properly handed over to finance at the end of the year.

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

Ø  Familiarize self to the Timesheet Administration System and follow up with strict compliance with standard and deadline.

Communication and Reporting

Ø  Using different communication modems, maintain good internal communications and relationship with departments and Field Sites and provide relevant information as and when requested.

Ø  Conduct periodic visit to Programme Sites as per area of assignment in support of HR activities and to do system audit. Prepare reports of field visits conducted on major areas of activities carried-out, recommendation for improvement and action required from the Department and follow-up its implementation.

Ø  Handle all staff related issues & correspondences in accordance the HR manual and the Country law.

Data recording

Ø  Making sure each personnel file is completed before handing the personnel file to data recording team at head office and closely work with the field office or the employee to make sure that documents are submitted timely.

Ø  Regularly update any HR related tracking sheet or database as per the need.

Safeguarding: Values & Behaviors:

Ø  Strong commitment to upholding and promoting GOAL’s values; Respect, Integrity, Courage, Partnership and Humanitarianism.

Others

Participate in collective leadership of the HR department. 

Ø  Take part in disciplinary and grievance procedure when requested.

Ø  Take part in Learning and development project / program

Ø  Take part in special assignment and committee works as and when required.

Ø  Provide timely report to supervisors as appropriate on activities carried out.

Ø  Perform any other relevant duties as requested by the supervisor.

Ø  Keep custody of the Annual Leave Plan and Annual Leave Request forms for local staff and encourage and follow up other staff to use online system for leave request and approval

Ø   Ensuring that the leave format is completed properly, recorded in timesheet as well as leave tracker for local staff who have no Goal email account.

Ø  Monthly submit the hardcopy of the leave format together with the leave tracker to Area Senior HR Officer person

Other leave.

Ø  Ensuring that other leaves such as Sick, Emergency, maternity, leave without pay and other leaves are implemented according to HR Manual and country law

Ø  Every month collect a status update from Area Senior HR Officer to ensure that similar information is maintained in area office and at field site. Making sure appropriate documents are presented for Sick Leave, Marriage, Emergency, Maternity, Paternity, Special, Exam leave, etc. on time.

Ø  Ensuring that the leave format is completed properly, recorded in timesheet as well as leave tracker.

Ø  Timely submit leave document to be included in payroll; such as sick leave, leave without pay, etc.

Ø  Compile and submit with completed information the hard and soft copy leave forms together with any supporting documents monthly along with timesheet to the Area Senior HR Officer.

Performance Management

Ø  Send notifications and reminders to immediate supervisors to conduct performance appraisals for their subordinates as per the HR manual/ performance guideline.

Ø  Follow up on the implementation of the continuous performance appraisals process.

Ø  Ensuring that probation period performance is completed before an employment contract is extended.

Ø  Forward to Area Senior HR Officers to file all documents of the continuous performance appraisal to file in the Personnel File.

Ø  Communicate timely to Area Senior HR Officer and his/her immediate supervisor for any gaps or outstanding performance.

Training and Development.

Ø  As per the annual HR training plan or as instructed execute and facilitate training.

Ø  Facilitating LINGO training as per the requirement/ need.

Employee relation

Ø  Initiates activities that build team sprit among staff at you area of responsibility and in liaison with HOHR implement the activities.

Ø   Handle Disciplinary issues as per GE HR manual or instructed.

Ø  Report immediately cases related to absenteeism, fraud, sexual harassment or serious offences to  HOHR

Ø  Take initiatives to be proactive to resolve any grievance or complaint the staff raise by discussing with the relevant department.

Data Administration & Management

Ø  Regular update any HR related tracking sheet or data base as per the need.

Ø  Ensure confidentiality of any staff or HR related information.

Personnel Records Management

Ø  Keep personnel file record and follow up the completion of personnel file as per the checklist.

Ø  Submit monthly the required personnel file document to HOHR.

Ø  Ensure that document issued to the staff are signed by the employee him/her self and submitted to HOHR.

Timesheet Administration

Ø  Familiarize self to the Timesheet Administration System and follow up with strict compliance with standard and deadline.

Ø   Receive the correct and final donor allocation from HO HR/ field HR representative by the 11th day of the following month.

Ø   Prepare timesheet according to the allocation figure and circulate for signature among staff members.

Ø   Received field timesheet from Area Senior HR Officer and review the timesheet before submitting it to HOHR.

Ø  Submit signed timesheet documents to HO respective HR Managers every month along with the supporting document

Ø   Follow-up on the timesheets which requires correction.

Ø   Upon departure check availability of timesheet documents with correct allocation and sign on clearance paper confirming the same.

Ø  Make sure that the timesheet, contract and payroll is in line with the organogram.

Office and canteen Management

Ø  Review existing office management system and canteen. Recommend ways of improvement and follow up.

Ø  Supervising and coaching the activities of the HR representative in the following major office management areas.

Ø  Ensure that copies of all outgoing letters are properly registered and maintained within a master file (for letters, memos & fax)

Ø   Maintain an efficient filing system for documents, books and references.

Ø  Keep track of adverts, notices and memos issued from HR to be posted in notice board in HO and field offices. Ensure that all offices has got the message on time and posted as required and follow up on inquires on notices and communicate to HR manager.

 Staff Termination

Ø  Track employment contract end date and ensure that proper notice of termination letters or extension (if required) are issued to staff members as necessary after consulting with HOHR.

Ø  Collect resignation letter from staff members and notify Area Senior HR Officer for payroll, leave and benefit administration. Making sure that it is captured in payroll

Ø     In advance, start the exit process upon receiving resignation of staff or project closure or contract end date.

Ø  Ensure the departing staff member utilized any outstanding leave before last date of employment.

Ø   Make sure exit interviews are conducted in a productive way by explaining that the feedback is valuable input for the betterment of the organization and encouraging staff members to be genuine while filling the form.

Ø  Track the exit interview and provide analyses /report as per the schedule.

Ø  Liaise with appropriate departments at field office to fill in clearance form as per their area of responsibility and clearance paper is submitted to HOHR for approval

Ø   Ensure that clearance and termination payment are collected within 6 month after termination of contract.

Ø  Ensure that termination payment is collected by ex-employee as soon as the completion of clearance

Ø   Ensuring that the required document is issued to the staff and to HOHR for filling purpose.

Others

Supervision and additional role.

Ø  Making sure to supervise staff under your line of reporting. 

Ø  Perform any other related duties assigned by Immediate Supervisor and HR Team.

Ø  Making sure to engage in the performance appraisal of your functional subordinates.

Ø  During opening of a new sites play a coordination role to make sure that HR has contributed significantly in the operation and all the required staff need are in place including what is expected from HR touch the ground.

Ø  Participate in collective leadership of the HR department. 

Ø  Take part in special assignment and committee works as and when required.

Ø  Perform any other relevant duties as requested by the supervisor.

Ø  On a regular seek from the region different work-related polices such as hardship, tax directives, transportation and the like polices, directives etc.

Ø  On induction, brief to new staff on Goal’s anti-harassment, Child Protection and HIV/AIDS as work place polices, ethics and compliance and other polices.

Ø  Actively promote staff sensitivity and awareness to Gender, HIV/AIDS and Child Protection, accountability, etc issues.

Ø  Gives positive practical support to staff especially those who my feel vulnerable, victimized or unfairly treated.

Ø  Act as a role model and provide feedback to encourage others in supporting employment equity and diversity principals, and the accommodation of other differences in the workplace. Models the flexibility required for working in a diverse environment.

Communication and Reporting

Ø  Maintain good internal communications and relationship with departments and Field Sites and provide relevant information on time, as and when requested.

Ø  Handling necessary HR related communications through email, telephone & fax.

Ø  Handle all staff-related issues and correspondence in accordance to the HR manual and the Labor Law.

Ø  On monthly based report to HOHR as per the reporting format together with the necessary supporting documents.

Ø  Provide monthly report to the HAHR/ field HR focal person on activities carried out during the month as per the format, within three days after end of the month.

Ø  When requested Report to HO in person to submit the monthly report and other related assignments

Job Requirements

JOIN US

Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement?  Then join us if you have:

Ø  BA Degree in Human Resource, Management, Business/Public Administration, law, or related field.

Ø  A minimum of 3 years of related work experience in Human Resources activities.

Ø  General management/administration skills

Ø  Very good human relation skills, ability to explain and work independently.

Ø  Very good planning & organizing skills, very good orientation to detail.

Ø  High commitment to maintain an up-to-date and efficient HR information and record keeping system.

Ø  Adherence to the requirements set by the HR Manual and donor guidelines.

Ø  High commitment to confidentiality

Ø  Good team player, confident, flexible and capable of working with an international country team.

Ø  The work requires 50% of travel to both area offices

Ø  Ability and willingness to travel to locations outside Addis Ababa.

Ø  Good computer skills, including familiarity with Microsoft Word and Excel

Ø  Sensitive to cross cutting issues like gender, HIV/ADIS, child protection and accounting and Gender.

Ø  Team oriented, flexible and creative approach; keen to take initiative where appropriate.

Ø  Accountability & responsiveness within areas of responsibilities,

Desirable Quality, Skill and Competence

Ø  Work experience in NGO Sector.

Ø  Experience in working for an organization with significant number of staff and filed offices.

Ø  Masters in HRM or related fields.

Ø  Training in HR related areas.

Ø  Excellent written and verbal communication skills local languages

REMUNERATION and BENEFITS:

Ø  GOAL will pay a competitive basic salary based on the salary grading with addition benefits.

Ø  A chance to develop tangible experience.

Ø  ·Being part of a team who continue to make a real difference to the lives of the most vulnerable people. 

Commitments:

GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations.

GOAL highly promotes Equality, diversity and inclusion and works with women and men, People with disabilities, and employees of various ages including youth, supports their empowerment and appreciates their achievements constantly. GOAL also encourages applications from diverse candidates including women, people with disabilities, people with diverse backgrounds, and youth to apply.

GOAL has zero tolerance to discrimination on the basis of gender, age, disability, ethnicity, religion, race, economic status etc . we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safe guarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization. GOAL is strongly committed not to harm the people under its care.

GOAL Ethiopia is committed to safeguarding and promoting the safety of people who involves in its work and demands all staff exhibit the highest commitment. GOAL Ethiopia will verify skills and commitment of the candidate in the assessment process and perform Background reference check.

You are welcome to include your sex (Male or female) and any disability issues in your CV (please note that this information will only be used to comply with affirmative action policy of the organization)

How to Apply

APPLICATION PROCEDURE:

Interested and qualified applicants need to submit ONLY once their non - returnable application with CV for one vacancy. The vacancy reference number along with the title & Location need to be written in the application letter, CV and/or subject of the email.

Applicants can directly apply online using THIS LINK

GOAL strongly encourages female candidates to apply!