Major Responsibilities

Human Resource Management

• Maintain a detailed knowledge of personnel policies and respond to questions for staff.
• Ensures that Employee Data is kept confidential, and reports are handled securely in accordance with HR policy.
• Maintains up-to-date tracking of staff database and report to Addis Ababa monthly.
• Assists the HR/Admin manager to coordinate a workforce planning session with sector heads annually and facilitate the implementation of the strategic recruiting throughout the recruitment and selection process.
• Post vacancy announcements both internally and externally as the need arises. Identify additional posting places locally.
• Coordinate interview panel and assist in selection of staff recruitment at field level. Maintain interview notes and interview tracking sheet for each position interviewed.
• Checks references for selected applicants.
• Prepares Employment Contract for local hires (national and incentive) employees and make sure that any new staff has signed all the mandatory reporting policies.
• Completes all personnel forms required and opens files with all the required documents for newly employed staff. Send copies of all personnel documents to Addis HR focal person.
• Coordinate orientation for staff and make sure on boarding is given on time. Maintain records of orientations provided for each member of staff.
• Maintains up-to-date evaluation tracking of all staff (national and incentive). Follow up the timely evaluation of staff with supervisors and Field Coordinator.
• Maintain records of training conducted at field level including training conducted for incentive staff and shares with the Field Manager, in close coordination with the field staffs.
• Participates in the review of orientation manual/book.
• Provides training on performance management and assists employees in setting performance objectives.
• Follows up of individual staff performance issues and advice supervisors to take the required measures- report to Field Manager and HR/Admin Coordinator for follow up.
• Advice supervisors in disciplinary regulations and policies, assist in drafting warning letters.
• Mentor and guide the HR/Admin Assistant on daily activities and follow on the progress.

Administrative Work

• Make sure personnel files are updated and maintained according to the personnel file check list.
• Maintains up-to-date records of all kinds of leave for the National Staff. Maintain supervising all kinds of leave and report monthly.
• Prepares monthly payroll and OT summary sheet and submits to Finance for review. Send field level approved payroll and OT summary sheet to Addis.
• Follow up on the HR/Admin Assistant for collection of time and effort sheet reporting in the field and send to Addis Ababa according to the schedule.
• Ensures the submission of medical expense claims of National Staff to IRC Addis Ababa and follows up on the collection of timely refunds.
• Prepares severance payment for terminated staff and send to Addis for review.
• Prepares back payments and payroll adjustments at the beginning of the month and sends them to Addis Ababa for review.
• Ensures that the IRC contact sheet is being updated quarterly and submitted to Addis Ababa.
• Provide HR and administrative support on a regular basis to the field staff.
• Performs any additional tasks as designated by their supervisors.

Minimum Qualifications:

Educational Requirements:

• 1 year work experience for Post graduate degree.
• 2 years’ work experience for first degree in Human Resource Management, Management, or Public Administration

Preferred experience & skills

• NGO experience is a plus,
• Supervisory/basic managerial skills.
• Computer literate especially word and excel.
• Proficient spoken and written English.
• Good communication and interpersonal skill are a must.
• Knowledge of how to use Web based HRM/ Workday and different applications.