HR & Admin Officer

Job Purpose:

 To ensure that Concern’s personnel policies and procedures are implemented consistently throughout each projects in order for Concern to achieve its objectives. To maintain and regularly update human resource related information. To facilitate and coordinate recruitment and selection processes to ensure transparency, fairness and equal employment opportunity for all.

Main duties & Responsibilities:

•  Maintain and update all official personnel files and records for the programme on a regular basis;
•   Prepare monthly staff list report of all  field offices  and reports for Head office and other relevant departments;
•   Provide timely update to relevant departments particularly finance of any staff changes such as employment, promotion, resignation, transfer etc;
•   Maintain and regularly update data of staff family/dependents to ensure proper utilization of the medical scheme;
•   Liaise with hospitals that have credit medical service facility contract with Concern, update them staff and dependents data on quarterly basis and follow up contract renewal issues;
•   Renew staff employment contracts accordingly and follow up staff contracts that are on probation and temporary basis;
•   Provide support and advice to line managers and employees regarding HR issues;    Provide support and advice to field office Admin Officers for any HR related issues;
•  Facilitate all recruitment, transfer, promotion, resignation and related processes and document all accordingly.
•   Ensure all job vacancy notices are posted on the relevant notice boards within Concern Offices and provide vacancy notices to newspapers for postings on time and liaise with them.
•   Update all recruitment information and file following completion i.e. short listed and non-short listed CVs, exam results, interview results etc.
•  Preparing contract and other relevant documents for new employees.
•    Participating in short listing, testing and interview of position below grade I at program Office level;
• Communicate/inform applicants who are not successful on their interview and/or written exam on time;
•   Organizing induction programmes for new staff joining Concern in consultation with concerned departments;
•   Provide briefing on PDR for new staff members and assist existing staff in completing their PDR;
•  Compile training needs of individual staff and develop annual training plan
•   Compile staff sponsorship requests and forward recommendations;

•  Maintain and update staff training and development information and records;
•   Ensure that the overall security of the office; guest house & expatriates residents and report on time when something strange is observed;
•      Follow up and make sure that staff under your supervision have accomplished their obligation and execute their daily routine duties well;
•      Regularly assess and identify buildings and other facilities  within the premises that require maintenance & renovation works and report on time; 
•    Oversee and supervise the performance of the HR Assistant ,security guards, cookers and cleaners at the office, guest house & expatriate’s residence;
•    Make sure the periodical working clothes (uniform ) and other provision like sugar, tea, kerosene & hand torches are budgeted and provided on time for guards.
•      Submit requests for material provision  of the guest house and ensure that it is used according to the targeted plan;
•   Ensure that the offices & the compound are clean, the toilets are properly working and clean and conducive for working ;
•   Monitor and follow up the garden of the office and the guest houses are well maintained, flowers and plants are properly handled;
•   Follow up that maintenance requests are appropriately considered and maintenance is made on time;
• Performing other related duties as assigned by line manager

Emergency response

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Program is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Gender Equity 

•   Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy
•    Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect
• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

In line with Concern’s commitments under the Core Humanitarian Standard (CHS): 

•  Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
•   work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; 
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities. 

Person specification:

•   BA/BSC Degree in Human Resource Management, Management, Business Management & related fields with minimum of 5 years’ experience or college Diploma with relevant field with minimum of  8 years relevant experience
•   Profound experience in HRM principles
•    Computer literate
•     NGO experience in emergency projects is an advantage
•     Good communication and report writing skills
•     Good negotiation  skill with government and other agencies
•     Ability to communicate effectively in both oral and written English.
•      Good interpersonal skills and team player with sensitivity to cultural diversity
•   Ability to work under pressure
•      Ability to understand and respect the cultural, religious and political environment and to work well with staff and local authorities in a diplomatic
• Experience in providing training and capacity building for staff

Competencies:

 Knowledge of participatory approaches

•   Addresses the immediate safety of the child or adult and ensures that a safeguarding plan is put in place immediately when the risk of abuse is high.

•   Understands the legal, professional, and ethical responsibilities around information sharing..

•  Recognises how own beliefs, experience and attitudes might influence professional involvement in safeguarding work.

•  Ability to work with teams at distance and good team player

•   Capacity Building skills

•    Ability to plan own work, set priorities, complete work under pressure or when faced with competing demands and report

Analytical skills

•    Strong interpersonal and communication skills

What we offer

•     A competitive salary and benefit package
•     Excellent medical benefits (100% cover including dependents)
•     20 days annual leave
•     26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave