HR/Admin Officer

Job Description

BACKGROUND: The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities in over 40 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Job Overview/Summary:

Under the direct supervision of the Senior HR/Admin Manager based in Shire, the HR/Admin Officer provides general administrative, and human resources management including communication support for the field office. The position is expected to support management support with key responsibility on human resources management to the current emergency in Tigray. The position holder is also expected to have versed representation skills and consistent communication with IRC staff, partners, and other clients of the organization. He/ She will be responsible for travel arrangement, filing system, workshop/meetings organization and maintaining updated staff tracking.

Major Responsibilities:

Human Resources Management

Ø Maintain a thorough knowledge of human resource personnel policies, compensation policy and respond to questions for staff.

Ø Organize orientation for staff and make sure on boarding is given on time. Maintain records of orientations provided for each member of staff.

Ø Maintains up-to-date records of all kinds of leave for the National Staff in the HRMIS. Share extracted reports with staff and remind them to utilize in the given fiscal year.

Ø Maintains up-to-date tracking of staff database and shares it to the Senior HR/Admin Manager.

Ø Maintains up-to-date evaluation tracking of all staff (national and incentive). Follow up the timely evaluation of staff with supervisors and Field Coordinators.

Ø Implement strategic talent acquisition throughout the recruitment and selection process. Post vacancy announcements both internally and externally as required. Identify additional posting places locally.

Ø Organize interview panel and assist in selection of staff at field level. Maintain interview notes and interview tracking sheet for each position interviewed.

Ø Checks references for selected applicants. Increase local recruitment. Grade 10C and below is mandatory to be recruited locally.

Ø Prepares Employment Contract for local hires (national and incentive) employees and make sure that any new staff has signed all the mandatory reporting policies.

Ø Completes all personnel forms required and opens files with all the necessary documents for newly employed staff. Send copies of all personnel documents to Head Office.

Ø Personnel files are updated and maintained according to the personnel file check list.

Ø Prepares monthly OT summary sheet and payroll and submit to Finance for review. Send field level approved payroll and OT summary sheet to Addis.

Ø Responsible for collection of time and effort sheet reporting in the field and send to Addis according to the schedule.

Ø Submit medical expense claims of National Staff to the IRC Addis and follow up the collection of timely refunds.

Additional Admin Responsibilities

Ø Provide support for HRMIS requests forwarded from staff.

Ø Prepares severance payment for terminated staff and send to Addis for review.

Ø Maintain records of training conducted at field level including training conducted for incentive staff and shares with supervisor and the Field Coordinator.

Ø Prepares back payments and payroll adjustments at the beginning of the month and sends them to Addis for review.

Ø Updates the IRC contact sheet quarterly and sends it to Addis.

Ø Participates in the review of orientation manual/book.

Ø Provides training on performance management and assists employees in setting performance objectives.

Ø Follow up of individual staff performance issues and advise supervisors to take the required measures- report to Field Coordinator and supervisor for follow up. Advice supervisors in disciplinary regulations and policies. Assist in drafting warning letters.

Ø Follow-up of letters for work and residence permit and staffing issues with Government offices.

Ø More involvement in recruitment/more to hire locally.

Ø Provide HR and administrative support on a regular basis to the staffs.

Ø Performs any additional tasks as assigned to him by his/her supervisors.

Qualifications

Minimum Job Requirements:

Educational Requirements:

Ø Post graduate degree, First degree or college diploma in Human Resource Management, Management, Public Administration, and related fields.

Preferred experience & skills:

Ø 5 years of relevant experience for diploma holders, 2 years relevant experience with first degree and 1 year experience for post graduate degree.

Ø NGO experience is a plus.

Ø Supervisory/basic managerial skills.

Ø Excellent verbal and written communication skills as well as an overall ability to be clear and concise in all communications.

Ø Strong organizational and time-management skills; proven ability to prioritize and deliver on time.

Ø Strong analytic problem-solving skills

Ø Ability to work both independently and in a dynamic, cross-functional global team structure.

Ø Highly proficient in Microsoft Office suite and Knowledge of how to use Web based HRMIS/ Workday

Ø Demonstrated ability to work effectively with stakeholders at all levels.

Ø Ability to manage and work through change in a proactive and positive manner.

IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.

Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols, and other supportive benefits and allowances.

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.