Senior HR/Admin Officer Full Time

Background:

The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation, and development support to vulnerable people and communities in over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview:

Under the supervision of the IRC Gambella Field Coordinator and technically by DDHR, the Senior HR/Admin Officer is an intermediate management position is responsible person of the field HR/Admin department with all functions carried out by the department including talent management, contracts management, staff development, performance management, onboarding, staff grievance handling, benefits administration, payroll and related payments, follow up on contract extension, Timesheet collection, insurance and HRMIS.

The position holder will be responsible for maintaining and upholding all organizational standards and codes of conduct, and leading HR/Admin-related initiatives within the field office. The incumbent will ensure uniform compliance with policies & procedures at the field site and provide technical support to field office staff and management team. They will work closely with all departments in the field office, HR/Admin Addis and supervises & provides technical support for the field HR/Admin staff.

Major Responsibilities:

Talent Acquisition and management:

• Maintain a thorough knowledge of IRC personnel policies and Implement IRC’s new Global HR Operating Policies and Procedures in every site of the field office; and ensure all HR/Admin activities are carried-out in adherence to these standards.
• Participate in reviewing national staff policies and recommend changes/additions/deletions to the HR/Admin Coordinator
• Promote and uphold THE IRC Way: Standards for Professional Conduct.
• Ensure the provision of good quality, appropriate and clearly communicated advice to field line managers on all aspects of HR management, policy and practice, including work force planning, job design, employment law, employee relations issues, and communication and consultation strategies.
• Provide advice and support to Field HR teams, all field employees and Managers in interpretation of HR policies and procedures and provide technical support on HR related matters, including but not limited to, recruitment, orientation, career development, performance evaluation, disciplinary action and separation
• In consultation with HR/Admin coordinator and Field coordinator the Senior HR/Admin Officer should consult line managers in succession planning and in strategic way of talent retention.
• Work with HR/admin coordinator and Field coordinator on implementation of strategic planning of the department
• Ensure that the EEO (equal employment opportunity) is in place incompliance with existing labor proclamations and the IRC personnel policy.
• Work with Field Coordinator to determine workforce needs, identify the field human resource and competency gaps, and devise a development and workforce plan to promote staff development and retention.
• Plan and respond to the recruitment needs in timely fashion.
• Review job specification against the position classification guideline; and all the basic information are filled on the Personnel requisition form (PRF).
• Advice Hiring managers on reviewing job descriptions and specifications
• Support and guide the field team on screening applicants, conducting job interviews/written tests, reference checks, extending job offers, and ensuring new employee’s paperwork/hire pack is processed accurately.
• Participate in the field recruitment process; and ensure that vacancy announcements are made through appropriate media, CV reviewing, interviewing, reference checking, job offer and travel arrangement are going in line with the recruitment plan and in line with IRC Global HR policies and procedures.
• Ensure proper orientation for all new staff with periodic follow up and collaborate and coordinate with field coordinator and other departments to provide an engaging and welcoming orientation.
• Conduct exit interviews for exiting national staff and maintain its copies on the file and conduct the exit interview analysis and report to Addis HR when requested.

Coaching and mentoring:

• Manage, train, coach and evaluate direct reports; create detailed plan to build capacity including performance objectives and development in collaboration with Roving HR/Admin Manager, Field coordinator, sector heads in field and other HR/Admin staff in Addis.
• Ensures appropriate matches between personnel and jobs for the field staff.
• Provide refreshment training on PMP and ensure the yearly PMP (performance management program) is conducted at field office level in compliance with the guideline.
• Ensure that the direct reports are working in a harmonized manner with consistency among application of policy throughout the field office, and identify and implement mechanisms to ensure cooperation, communication and teamwork.
• Identify the gap in the field HR/Admin department and create the solution in collaboration with the HR Coordinator, roving HR/Admin Manager and the Field Coordinator.
• Assess the skill and gap of field HR/Admin staffs and recommend training.
• Work with Staff development Manager in assessing training needs for the field office staff as per the staff development plan.
• Provide the required support the field office staff on the HRMIS data utilizations

HR Service and Administration:

• Ensures legal compliances by monitoring and implementing applicable human resource rules and labor law.
• Ensure and follow up daily HR-related administrative duties are executed as per the expected quality in a timely manner
• Ensure all HR/Admin documents such as payroll, Overtime pay, back pay, severance, adjustments, acting allowance, new employee insurance list, hiring recommendation and new contracts etc … prepared, reviewed and sent to Addis Ababa in due dates.
• Timely initiate purchase requests for office supplies on the integra system.
• Ensure that the field office organogram is updated in line with the workday.
• Maintain updated tracking of staff Performance managements (KPO setting probation evaluation, midterm review and year end Evaluations) in the given due date and timelines.
• Follow that all increment, promotion, transfer, and disciplinary letters are following personnel policy in timely manner.
• Ensure all personnel files are kept complete and maintained confidentially in a lockable cabinet.
• Participate on the field office budget proposals, Grant Opening and Closing meetings.

Teamwork and Employee Relationship management:

• Exercise high level of teamwork, collaboration, coordination and smooth communications with all staff members and stakeholders.
• Ensure a respectful, trustworthy and minimum IRC conducive environments emplaced in the field office.
• Ensure staff grievance are smoothly managed as per the IRC policies and procedures by engaging the concerned bodies.
• Ensure IRC diversity, equality and inclusions policy are well practiced in the field office.
• Exercise very positive, precises, clear and to the point communications.

Reporting/Travel:

• Compile and submit a high-quality Monthly HR metrics report, new hires and separation report, Mandatory training status update, Employee’s Contact & Emergency contact sheet update in quarterly basis, Employee’s bio-data update, Monthly payroll information report, Insurance list update in monthly basis and One: One meetings with line and supervisors, MMR, weekly Relocatable staff update, Annual PME Merit increment Metrix and other ad-hoc reports as required.
• Submit all the required data, information and documentations in the given due date, with coherent, correct and up to date.
• Travel: Frequent travels to operation areas.

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

Key Working Relationships:

• Internal: Field Coordinator, Deputy Director Human resources, Head of Department in the FO, Field HR leads; and all field office staff.
• External: Relevant Government, Non-Government, and international organizations.

Educational:

• University Degree/College diploma in Management, Human Resource Management, Business Administration, Accounting or related fields.

Experience & preferred skills:

• 2 years’ experience for degree holders and 5 years of experience in office administration and human resource.
• NGO experience in Human resource is preferable.
• Computer literate especially word and excel, able to analyze large data and generate report,
• Strong organizational and strict 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
• Ability to manage and work through change in a proactive and positive manner.
• Experience in managing HRIS is a plus
• Ability to work under pressure.
• Active listener
• Effective communicator

Language Skills:

• Strong oral and written communications skills in English is mandatory, and knowledge of other local languages is advantageous.