Head of Administration Full Time

The Embassy of Ireland, Addis Ababa is seeking to recruit a highly motivated, hardworking, proactive and flexible individual with excellent communication and interpersonal skills to fill the position of Head of Administration.

Overall Role and Responsibilities:

The Head of Administration supports the Embassy by providing full range of organisational, strategic and administrative human resources services to enable the smooth running of the Embassy including:

• Facilitating staff recruitment, induction and orientation and overseeing and managing staff contracts and renewals, probation, retirements, staff insurance and leave applications and maintaining employee records;
• Overseeing, managing and reporting on the implementation of Performance Management Development System (PMDS) of all staff, including probation, goal setting, mid-year and annual assessments;
• Managing staff grievances, implementing disciplinary procedures, supporting supervisors as they deal with staff concerns/complaints, seeking solutions /making recommendations to senior management as necessary;
• Implementing and monitoring the Embassy’s staff learning and development programme and managing information functions of the administration including circulating staff notices, and ensuring filing systems are user friendly, up-to-date and fully functional;
• Overseeing the acquisition, management, and disposal of the Embassy’s physical properties including lease arrangements for relevant premises and ensure compliance with appropriate procedures;
• Preparing and reviewing administrative budgets and expenditure, ensuring value for money and compliance with appropriate procedures and regulations;
• Providing support for other activities of the Embassy’s business plan as requested including managing and overseeing, in consultation with HQ ICT Unit and IT consultants, the Embassy’s IT network system;
• Participating in cross Embassy workplace teams including Gender Core Team, Health & Safety Team and Green Team and ensure the Embassy’s HIV/AIDS policy, Gender policy and others are properly implemented;
• Participating in Strategic Planning review processes and contribute relevant information and analyses including advice on appropriate risk management and mitigation across the work of the Embassy;
• Oversee the Embassy’s knowledge management and learning functions and practices and the maintenance of a repository of information, statistics and trends.

Essential Requirements candidates must be able to demonstrate:

• The candidate must have first Degree in social science (preferably in business administration or human resource management) and seven years’ experience, out of which minimum of five year experience at senior or middle management level with full responsibilities for corporate services and/or organisational operations.
• The candidate must have extensive experience in the planning and implementation of human resource management systems, performance management systems, payroll related, as well as the ability to analyse, interpret and explain the legal framework regulating employment in Ethiopia.
• Excellent written and oral communication skills.
• The candidate must have computer skills on Microsoft Office sufficient for the performance of above duties.
• The candidate must have Knowledge of operational budgeting, budget monitoring, procurement processes and systems.
• The candidate must have good knowledge of operational and strategic planning processes, and reporting support and controls during implementation.
• The candidate must have proven record of very high degree of integrity and trust.
• The candidate must have proven ability to collate and distil large amounts of information, summarising findings to be used for management decisions and planning.
• The candidate must have effective supervision skill/knowledge on a range of skilled staff to ensure their effective utilisation and performance.
• The candidate must have interpersonal skills to form effective working relationships with people at all levels and the ability to handle a leadership role.
• The candidate must be fully committed to team working, have the ability to work on one’s own initiative.

Desirables:

• At least five years’ relevant experience working with, INGO, donor agencies or similar environment.
• Familiarity with the key principles and practice of effective aid delivery.