FSD Ethiopia, is a newly established development agency that aims to strengthen the financial sector ecosystem in Ethiopia by addressing constraints to an effective, transparent, stable, and inclusive financial system. FSD Ethiopia will work alongside the Government of Ethiopia, public sector stakeholders, the private sector, development partners and other actors in the financial system to make Ethiopia’s financial system work better for businesses and households.

FSD Ethiopia was registered in February 2022 as a Foreign Organization and is supported by UK Aid and the Bill and Melinda Gates Foundation. FSD Ethiopia is incubated by FSD Africa, a specialist development agency that works to make finance work for Africa’s future.

Main Purpose of the Job

The HR & Office Administration Officer is responsible for providing human resource, logistical and administrative support to FSD Ethiopia staff and managers; ensuring that all human resource and administrative procedures and routines that are necessary for effective people management are carried out on time and to standard.

Primary Duties & Responsibilities

• Liaise with the recruiting manager to clarify the nature of any vacancy; ensuring that a job description is developed or updated with clear specifications of the technical and behavioural competencies required.
• Participate in the development of a recruitment and selection plan; ensure clarity concerning the assessment methods & tools that will be used and the team members/consultants who will be involved.
• Manage all aspects of the recruitment process; ensuring good communication with all involved (staff, candidates, consultants) and ensuring that the plan (above) is delivered on time and to standard.
• Manage the onboarding and probation period of new staff; liaising with management to ensure that they are performing as expected and providing appropriate support / corrective action.
• Support managers in scheduling and documenting annual target setting and appraisals.
• Collate the learning and development needs identified during appraisals.
• Administer employee benefits and well-being programs appropriately.
• Keep staff HR tracking system up to date, ensuring that all required information is entered and flagging any areas of concern to management.
• Provide support and advice to both staff and management on HR matters; at all times representing FSD Ethiopia positively and seeking to effectively resolve any conflicts & grievances according to good practice.
• Liaise with the insurance provider to manage FSD Ethiopia’s staff insurance scheme; ensuring that policies are renewed on time, that staff are guided in how to meet the requirements of the scheme and that all necessary administration is carried out.
• Support in periodic review of FSD Ethiopia’s staff handbook, procedures, and systems; ensuring that they comply with the laws of Ethiopia and represent good practice in HR management.
• Ensure that all legal/statutory requirements associated with the employment of staff by FSD Ethiopia are fulfilled (including immigration requirements and contracting).
• Manage the employee HR records; ensuring that all required information is on file, retained for the statutory period and disposed of thereafter, in compliance with the organization’s data management policies.
• Ensure safeguarding and code of conduct practices are adhered to in line with the organizational policy
• Prepare for and support audits; ensure that any corrective actions relating to HR management are closed out in a timely manner.
• Implement all aspects of the risk management framework relating to HR management.
• Prepare HR department periodic reports.
• Allocate storage space for FSD Ethiopia assets.
• Coordinate services provided by outsourced providers to ensure services are delivered as stipulated in the respective contracts.
• Coordinate with internal teams and service providers in the preparation and management of contracts
• Coordinate application, renewal and claims for insurance covers for organization assets.
• Coordinate allocation and equipping of conference facilities and open space.
• Facilitate maintenance plans and coordinate maintenance and repair of assets.
• Manage the function of the front office (reception) to ensure that visitors are attended to at all times.
• Coordinate transport and related activities for the Ethiopia office to facilitate project and office operations.
• Analyze and disseminate security-related information to staff and investigate areas of loss or damage of organization assets.
• Perform other duties as assigned.

Requirements

Professional Qualifications

• Bachelor’s degree in Human Resource Management or Business Administration/Management
• At least 5 years of relevant experience in a similar role
• Knowledge of best practices in HR management is essential
• Experience in general office administration required

Core Competencies

• High drive for results and an ability to be organized
• Outstanding interpersonal skills
• Quality work output
• Contributes to team success
• Ability to communicate both inside and outside the organization
• Formal presentation
• Ability to write complex reports.
• Analytical skills.
• Good skills in MS Office (Word, Excel, and PowerPoints)
• Fluency in both English and Amharic working languages is required