HR/Admin Officer Full Time NEW

Job Overview:

Under the direct supervision of the HR/Admin manager based in Jijiga, the HR/Admin Officer serve as a focal person for the HRMIS and local recruitment and other related human resources management. The position is expected to support management support with key responsibility on human resources management to the emergency projects. The position holder is also expected to have versed representation skills and consistent communication with IRC staffs, partners, and other clients of organization.

       Major Responsibilities:

• Maintain a thorough knowledge of human resource personnel policies, compensation policy and respond to questions for staff.
• 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. Keeps R&R schedule updated and coordinate with employees and line mangers to ensure it is implemented per the policy.
• Maintains up-to-date tracking of staff database, hardcopy and scanned copy of all employee files under Jijiga FO
• Maintains up-to-date evaluation tracking of all staff (national and incentive).
• under the leadership of the HR/Admin manager, follow up the timely implementation of evaluation of staff with supervisors and Field Coordinators.
• Implement the strategic talent acquisition throughout the recruitment and selection process.
• Post vacancy announcements both internally and externally as required. Identify additional posting places locally.
• Organize interview panel and assist in selection of staff at field level. Maintain interview notes and interview tracking sheet for each position interviewed.
• Checks references for selected applicants. Increase local recruitments. Grade 10C and below is mandatory to be recruited locally.
• 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 necessary documents for newly employed staff. Once reviewed by HR Manager, send copies of all personnel documents to head Office.
• Personnel files are updated and maintained according to the personnel file check list.
• Prepares monthly OT summary sheet and payroll information, get it reviewed by HR/Admin Manger and then submit to Finance for review. Send field level approved payroll and OT summary sheet to Addis focal person.
• Responsible for collection of time and effort sheet reporting in the field and send to Addis according to the schedule. Conduct time sheet audit every month, file the downloaded time sheets on BOX.
• Submit medical expense claims of National Staff to the IRC Addis and follow up the collection of timely refunds.
• Provide a support for HRMIS requests forwarded from staff.
• Assist exiting employees with exit clearance at the field and send all mandatory documents for severance payment to Addis in timely manner.
• In collaboration with the hiring manager, the position holder is responsible for timely preparation and issuance of prior-notification letter for all organization-based separations i.e.,project phaseout, budget cut, retirement, medical issues…
• In collaboration with HR/Admin manager, ensures all eligible employees submitted the Year-End performance evaluation and prepare merit increment tracking.
• Prepares back payments and payroll adjustments by the end of the each month, get it reviewed by HR Manger and sends to Addis for approval.
• Share an updated organogram with the field management every month.
• Responsible to lead field-based recruitments and ensure all required documents are complete when the recruitment carried out by the country office.
• Performs any additional tasks as assigned to him by his/her supervisors.
• Prepares severance payment for terminated staff and send to Addis for review.
• Maintain records of trainings conducted at field level including trainings conducted for incentive staff and shares with supervisor and the Field Coordinator.
• Updates the IRC contact sheet quarterly and sends it to Addis.
• Provide HR and administrative support on regular basis to the staffs.
• Travel to site to execute HR/Admin functions as required.
• Performs any additional tasks as assigned to him by his/her supervisors.

 Safeguarding Responsibilities: – 

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
• Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies.

Job Requirements:

 Educational Requirements:

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

   Preferred Experience and Skill: 

• Minimum work experience of 5 years for Diploma, 2 years for BSc and 1 year for post graduate degree.
• NGO experience is a plus.
• Supervisory/basic managerial skills.
• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time.
• Strong analytic problem-solving skills
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Highly proficient in Microsoft Office suite and Knowledge of how to use Web based HRMIS/Workday
• Demonstrated ability to work effectively with stakeholders at all levels.
• Ability to manage and work through change in a proactive and positive manner.

        Language Skills: 

• Proficient in English, Amharic languages and the ability to speak the local language is advantageous