Job Overview:

Under the supervision of Senior HR/Admin Officer, the HR Admin Officer provides general administrative, and human resources management including communication support for the field office. The position is senior level management support with key responsibility for human resources management and administrative activities. The position holder is also encouraged to have proficient representation skills and consistent communication with IRC staff, partners and other clients of organization. He/ She will be responsible for the supervision and support of local recruitment processes, travel arrangement, filing & documentation systems, workshop/meetings organization and maintaining updated staff tracking. The position reports to field office based senior HR/Admin Officer and technically to HR/ Admin unit in Addis Ababa.

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.