Location HR and Admin Coordinator Full Time

Who we are

SOS Children’s Villages Ethiopia is an International Non-governmental organization and a member of SOS Children’s Villages International Federation. We started our humanitarian work in Ethiopia with the opening of our first Village in Mekelle, Northern part of Ethiopia in 1974. Since then, we have expanded our programs to different regions where there are significant needs for intervention and where we believe we can work in partnership with all relevant actors to bring sustainable positive outcomes for children’s and young people.

Today, we have grown significantly to meet the persistent challenges that confront Ethiopian children who have lost parental care and those that are at risk of losing their parental care. Working in close collaboration with international donors, local government and community based organizations across seven program locations; we aspire that every child grows up with love, respect and security.

Why we need you?

We are looking for a Human Resource and Administration Coordinator who is responsible for delivering efficient and high-quality HR and administrative services at the program location.

The job holder performs and coordinates the activities of processing the decisions of human resources recruitment, placement, transfer, promotion, performance appraisal, disciplinary measures, leave, motivates staff to perform effectively, builds trust, facilitates the capacity building and development of employees, and ensures that the organization policies, procedures, and systems are effectively implemented in the program location. In addition, the position holder also administers and provides support to general services such as transport, maintenance of property, procurement of materials and services, and managing security services.

What we provide?

An amazing work environment that promotes personal growth through providing professional space to grow and advance your career!

Your role?

While working with us a Human Resource and Administration Coordinator you will be in charge of the following,

PLANNING AND ORGANISING

• Plans and prepares budgetary requirements of human resources, procurement, maintenance of property, and general services and submits to the Programme Director and/or HROD Manager.
• Leads preparation and development of program location yearly HR plan and oversees its implementation
• Participates in the budgeting process, monitors HR financial performance by coordinating with Program Finance Manager and Program Coordinators.
• Provides support for project team in preparing project budget related to HR.

STAFFING, RECRUITMENT &SELECTION

• Prepares and circulates vacancy announcements, assists in designating assessment tools, evaluates applications, arranges and participates in interviews and makes recommendations; prepares job offers and related documents for successful candidates.
• Processes facilitate and implement decisions of promotion, transfer, termination and other staff decisions as per the policies and procedures thereon.
• Conduct reference checks and notify candidates about the results of the selection process.
• Facilitates and participates in co-worker onboarding; schedules Meet and Greet with key co-workers; facilitates office arrangements and supports on boarding of new co-workers into the PL and role.
• Coordinates the placement of interns and volunteers and administers their related issues vis-à-vis the volunteer management guideline.
• Provides relevant statistical information and data on program HR activities including gender analysis and provides information to interested groups and the National Office regarding employment opportunities.
• Seek go-ahead from the HROD department of any new hires or position changes.
• Conduct exit interviews for exiting co-workers and maintain copies in the personnel file
• Ensure that exit procedures are properly followed during co-workers’ resignations and makes sure that the organization is free from any contingent liabilities.

LEARNING AND DEVELOPMENT PROGRAM

• Support the program Location on co-workers’ learning and development planning and implementation in collaboration with the Location section and Program Location Program Director.
• Compile learning and development implementation reports on a quarterly basis.
• Monitor and evaluate the training and development program annually and provide feedback for improvement.
• Support in organizing, facilitating, and ordering supplies for employee learning and development events.
• Ensure learning and development plans are implemented based on the SOS CV’s guidelines.
• Ensure that all employees working for or on behalf of SOS are provided training on the Child and Youth Safeguarding regulation, SOS Code of Conduct regulation, and other relevant policies in the program Location.

PERFORMANCE MANAGEMENT

• Follow up on the quality of individual work plans and learning and development plans.
• Ensure that mid-year reviews are conducted at assigned program locations on time.
• Follow up and ensure that PAT is completed on time at assigned program locations.
• Collect and compile PAT reports from the assigned program location.
• Conduct analysis used to improve the quality of performance management like mid-year review completion rate, and annual PAT Completion rate.
• Ensure that the performance conference is conducted on a timely basis.
• Organize capacity building or refresher training on performance management for co-workers and supervisors

COMPENSATION AND BENEFITS

• Administers and provides advice to staff and location management on salary and related benefits, medical, insurance and other entitlements.
• Oversees the administration of benefits programs within the program location including the enrolment of benefits for eligible co-workers and the removal of departed ones.
• Keeps up-to-date with the latest developments in employment-related laws in the country; ensures that SOS Children’s Villages Ethiopia/Organization complies with all Government statutory regulations.
• Supports salary and entitlement surveys.
• Liaises with HR service suppliers and insurance companies regarding co-workers’ benefits.
• Liaise with program unit coordinators on planning and utilization of annual leave by creating the proper awareness

PAYROLL AND HR INFORMATION MANAGEMENT

• Manage monthly payroll in line with the existing regulations and policies, and ensure that salary payment is made timely in collaboration with the finance section
• Prepare and generate monthly payroll reports for different internal and external stakeholders such as income tax and pension reports, payroll deviation as needed
• Update and maintain documents regarding the tracking of raises and Payroll preparation;
• Manages HR database to ensure up-to-date and accurate information is reflected
• Maintains HR data compilation and reporting such as headcount, turnover, new hires and vacation.
• Ensures strict confidentiality with respect to all HR file management and correspondence.

CO-WORKER RELATION AND CO-WORKER SERVICES

• Monitors and manages co-worker relations issues, maintains confidential records related to grievances and complaints and coordinates their resolution and seeks from the National office HROD support to liaise with legal consultants to resolve cases when needed.
• Ensures transparent, fair, and consistent application of disciplinary measures.
• Provides information, interpretation, and advice on SOS CVE HR policy and local employment law to staff and Location management
• Reviews and provides advice on the interpretation of HR policies, regulations, and rules; informs staff of their rights, responsibilities, code of conduct, sexual exploitation and harassment, anti-fraud and anti-corruption policies, and difficulties associated with work and entitlements.
• Provides advice on safety and security issues to Program Location co-workers as well as other SOS CVE teams visiting programs.

PROCUREMENT AND LOGISTICS

• Reviews purchase requests for completeness and alignment with plans and budgets; advises staff on specifications, pricing, and availability.
• Prepares RFQs (Request for Quotation), facilitates bid openings, conducts bid analysis, and ensures all procurement steps comply with SOS CVE policies.
• Analyzes the local market, maintains an up-to-date supplier database, and ensures supplier eligibility based on quality, price, service, and ethics.
• Verifies incoming materials for quality, prepares accurate purchase orders and invoices, and ensures proper documentation such as Goods Received Notes (GRNs).
• Keeps comprehensive records of all purchases and procurement processes for accountability and reporting
• Ensures that the license and other required government formalities are fulfilled on time by the PL.

LOSGISTIC AND LAISION

• Arrange lodging and local transportation for staff traveling within the country.
• Provides logistical support for program events, including conferences, workshops, trainings, and meetings.
• Ensures submission of monthly vehicle usage and status reports, and maintains vehicle logbooks.
• Maintains records of vehicle maintenance and service expenses; compiles monthly vehicle expenditure reports
• Organizes documentation and reporting for vehicle accidents for insurance and internal use.
• Liaises with different government offices, Private Organizations, INGO, LNGs and other stakeholders to facilitate the organizational business whenever the needs arise at the programme location.

GENERIC ROLES

• Perform other tasks such as annual leave planning, medical reimbursement, safeguarding, and policy implementation.
• Provide initiative and inputs in the latest HR practices in the industry and develop an implementation plan.
• Coordinates and ensures proper recording, use, and timely maintenance of the facilities, building, and equipment as per the policies and procedures thereon.
• Organizes and coordinates the efficient provision of office services, transport, maintenance, and other general services to program units and staff.
• Keep up to date on the labor Regulations and ensure the regulations are implemented.
• Plans and prepares budgetary requirements of equipment, materials, maintenance of property and general service.
• Ensure utility services are there as appropriate and also ensure that monthly payments are done on time
• Perform other tasks assigned by the supervisor

SAFEGUARDING

• Provide capacity building regarding safeguarding policies and procedures on a regular basis
• Support functions to ensure the safeguarding policies and procedures are implemented in their respective department.
• Ensure that roles and responsibilities regarding safeguarding are clearly defined in JDs and are clearly communicated;
• Ensure that all employment contracts and codes of conduct that are signed by co-workers and representatives of the organization also refer to the safeguarding policies and regulations;
• Ensure the implementation of the standards of the Safer Recruitment Guideline, and the Human Resources Manual to create adequate safe working conditions.
• Ensure appropriate measures are taken when HR manual and safeguarding policies and regulations are violated.
• Responsible for taking and facilitating awareness-raising sessions and capacity-building training in relation to safeguarding and the Code of Conduct aiming to prevent and protect children young people and co-workers from all forms of abuse, neglect, exploitation, violence and discrimination;
• Ensuring a safe and conducive working environment is created for co-workers and all programme participants where they feel free to speak and raise concerns without fear;
• Ensuring that safeguarding measures are in place within their area of managerial responsibility and that staff, associates and other key stakeholders are made aware of these measures and are supported in implementing them;
• Ensuring that safeguarding is integrated into all management processes, including recruitment, onboarding, performance management, team meetings, annual planning processes, field-level monitoring, IWP, IDP etc.
• Creating and maintaining a managerial and operational environment where Safeguarding policies such as Child and Youth Safeguarding, Code of Conduct, Sexual Misconduct Regulation are effectively implemented;
• Fulfilling the minimum standard and additional responsibilities in achieving compliance with SOS Children’s Villages safeguarding policies.
• Ensuring the best interests of the children and young people is applied and considered in projects, decision-making or any other work that is performed.
• Ensuring a conducive and safe working environment for their subordinate co-workers, free of any harm, abuse, neglect and exploitation.
• Ensuring that staff members in their line of authority receive an induction and training on the SOS Children’s Villages Safeguarding policies (Children and Youth Safeguarding, Sexual Misconduct Regulation and other related policies) and Code of Conduct.
• Uphold SOS Children’s Villages’ Values and the Code of Conduct when interacting with partners, children, young people, families and other stakeholders within or outside the organization.

Must Criteria

• Education: BA/MA degree in Human Resources Management, Administration, Management or other similar discipline.
• Experience: A minimum of 5 years of experience in Human Resources and administration, procurement and Logistics with at least 3 years in a supervisory or managerial role.
• Proven experience working in NGO, particularly in a child-centered or community development organization.
• Proven track record in handling HR functions, including recruitment, employee relations, payroll, performance management, and compliance.
• Solid experience managing administrative functions such as office operations, procurement, facilities management, and logistics.
• Strong understanding of local labor laws, regulations, and compliance requirements and experience in implementing and enforcing organizational policies related to HR and administration.
• Experience in managing conflict resolution, grievance procedures, and mediation.
• Experience in implementing compensation and benefits packages that align with organizational policies and local standards.
• Exposure to implement programs that promote a positive organizational culture and employee engagement.
• Experience in coaching or delivering capacity building training on HR and Safeguarding topics.

Competencies – Knowledge, Skills, Abilities

• Ability to contribute to the HR strategy, organizational, culture development and continues improvement initiatives.
• Understanding the organization and commitment to its vision and mission: able to communicate SOS Children’s Villages Who We Are (Vision, Mission & Values), “Living our Values” policies and strategies in all areas.
• Child and Young people rights: Working knowledge in all areas of child rights, child protection, child development, family & community development and rights-based programming in a developing country.
• Strategic Planning: Understanding organizational goals and aligning HR strategies according to and ability to contribute to planning and strategic initiatives.
• People development: driven to improve others; proven track record in coaching & mentoring staff, giving feedback, and identifying development opportunities for co-workers.
• Leadership: Role modelling and ability to build effective teams, motivate high performance, and generate a commitment to organizational goals.
• Problem Solving and Decision Making: ability to analyze complex problems and develop effective solutions and make decisions under pressure.
• Teamwork and cooperation: the ability to work cooperatively within diverse teams, work groups and across the organization to achieve group and organizational goals
• Organizational commitment: ability and willing to align one’s own behavior with the needs, priorities and goals of the organization, and to promote organizational goals to meet organizational needs. It also includes acting in accordance with organizational decisions and behaving with integrity
• Integrity: able to state views openly and act in line with beliefs, maintain the organization’s values, maintain deadlines and commitments; have ethical standards, ability to gain the trust of co-workers, and desire to be of service.
• Communication: written and verbal communication/presentation skills; ability to interact effectively with partners and co-workers at all levels;
• Employee and Engagement Relation; ability to mediate conflict and handle employee grievances and experience in fostering a positive and inclusive workplace culture
• Software: experience with ICIMS, D-365 and MS Office

LEAD COMPETENCIES

• Role Model: Act as a role model for the organization, living our values and inspiring and learning from others
• Collaboration: Remove barriers to participation, share decision making and build partnerships
• Empowerment: Promote inclusion and equitable sharing of power
• Strategic Thinking: Live the values and mission, setting realistic goals and translating them into actionable plans

CORE COMPETENCY

• Kindness: Act with empathy towards everyone he/she works with.
• Continuous Learning: Make an effort to learn, understand and grow as a person, admitting your own mistakes.
• Inclusiveness: In any actions show respect and care for others.
• Initiative: speak up when things are not right, do not hesitate to act, and adapt to change when necessary.
• Results Orientation: look for solutions and focus on desired results.