Imagine1day is a non-aligned, nonprofit making development organization operating to improve access to quality of primary education in Ethiopia. Imagine1day-Ethiopia Program is aimed at contributing to the national efforts of improving and ensuring universal quality primary education for the children of Ethiopia through innovative models of connecting stakeholders and development partners.

Position: Regional Human Resource and Administration Coordinator

Reporting to: Regional Program Manager

Positions Reporting to this role: to be specified

Duration: For one Year (with possibility of renewal)

Duty Station: South Ethiopia (Arba Minch), Oromia Region (Adama), Amhara Region (Dasie), and Afar Region (Semera) with a 10% field visit to project sites

JOB SUMMARY:

The Human Resources & Administration Officer (HR&O) will support, guide and manage the day-to-day Human Resources and Administrative activities for the Regional office. Implements overall human resources (HR) leadership; apply HR policies and procedures that are congruent with organizational strategic objectives, vision and mission; ensures the HR strategy of the Imagine1day is implemented; assist strategic leadership to attract, motivate, retain and develop appropriate people in the right positions needed to ensure that Imagine1day successfully achieves its objectives; supports regional manager in the area of HR functions (Recruitment, performance management, conflict management etc.); provides timely and relevant information concerning the competitiveness, efficiency, effectiveness and deployment of the organization’s HR; contributes to the overall leadership, representation and strategic decisions of the organization.

Roles and Responsibilities include, but are not limited to:

1. Recruitment and Retention:

• Reviews and understand organizational structures of different work units
• Provide advice and assistance with writing job descriptions for vacant positions
• Submit HR recruitment / contracting requests for approval in line with the Authority Structure
• Oversees the implementation of a recruitment process.
• Review job advertisements prior to posting, screen CVs, conduct telephone screenings, coordinate interview teams, participate in interviewing candidates and ensure that documentation is collected and recorded/filed.
• Facilitates new employee orientation training sessions on organization’s vision, mission and values as well as IOD HR policies, procedure and systems
• Document exit interviews
• Coordinate timely induction programs to adequately facilitate learning and settling in of new staff to the people, processes, and procedures.
• Ensure all employees and contractors understand the child safeguarding policies, signed code of conducts and PSEA policy, reference and criminal check conducted
• Ensure all staff have conducive and safe working environment

2. Compliance and Record Keeping:

• Support the regional program manager in relation to human resources
• Support organizational change in collaboration with senior management team
• Ensures that organizational structures address the IOD programs and operation needs
• Participate in annual review of the HR Policy manual recommending amendments needed due to changes in local conditions or labour laws.
• Work closely with various departments, to assist line managers to understand and implement policies and procedures
• Manage timesheets for office, ensuring timely submission, approval, accuracy, and filing.
• Manage staff related Medical, Insurance, and Pension as per the Ethiopian government labor law, private employees’ pension proclamation, directive, and policy of Agency for Civil Society organization.
• Manage staff annual leave utilization with no carryforward or outstanding leave.
• Automate the HR system to maintain comprehensive staff profile and ensure proper contract period management and adherence to HR Policy and labor law
• Provide timely and consistent HR data for the Country office to facilitate the preparation and dissemination of HR reports.
• Assists in making decisions on staffing, employee benefits and other management issues.
• Participates in the annual program operational planning
• Prepares the annual personnel budget and regularly update the cost allocation of the I1D regional employees
• Develops annual performance objectives for HR and Administration staff, and coaches and conducts performance appraisals of staff in her/his department and the others
• Reviews performance evaluation tools and share updated version with line managers for performance appraisal

3. Compensation and Benefits:

• Monitor compensation – ensuring internal equity & compliance and benefits.
• Facilitate job grading, analysis, and update job descriptions.
• Conducts salary and benefits survey to ensure internal equity and competitiveness of Organization’s salary in the local labor market
• Participate in INGOs HR network
• propose coherent salary scale

4. Payroll and Budget:

• Coordinate with Finance department in the preparation of monthly Payroll
• Provide advice and assistance on appropriate staffing levels and assist in budget preparation
• Review employee final payments for accuracy and compliance with labour laws.

5. Administration:

• Provide support to smooth running of all administrative functions in the regional office
• Control vehicle log-sheets, reconcile consumed supplies, and produce monthly reports
• Arrange, all travel and hotel arrangements for staff, training programs and visitors, as applicable
• Oversees/provides management support for the repair and maintenance of vehicles and equipment
• Manages renewal and claims concerning all local insurance including personnel insurance
• Coordinate transport and logistics needs of the organization
• Ensures the proper receipt, documentation, and storage of goods and inventories
• Communicates with and supports all departments and regional offices concerning all procurement
• In accordance with current I1D policies and procedures, oversees all local procurement and deliveries, including custom clearance and price and quality control
• Produces detailed purchase and stock status reports on a monthly basis and places purchase orders as needed
• Supervises the activities of the store and store activities of the regional offices
• Ensures the performance of stock inventory on a regular basis and prepares periodic physical inventory reports
• Manages deliveries of communications between IOD and other institutions in Ethiopia
• Manages the leasing of office buildings
• Liaises/follows up with legal advisor on legal issues pertaining to HR, property and government as well as contractual agreements

6. Training and Development and Performance Maintenance:

• Evaluate the need for employee training and development and make recommendations.
• Oversee the coordination and implementation of annual performance reviews

7. Employee Relations:

• Work with regional management to resolve employee relations issues pragmatically.
• Investigate employee relations issues & work to ensure human resources related decisions are consistent and fair.
• Perform other duties assigned by regional program Manager.

Job Requirements

Required Qualifications

• Level of Education/Academic Qualification: Bachelor’s Degree in human resources or related discipline, or equivalent combination of education and experience
• Relevant Work Experience: Minimum of 3 years’ experience in the field of human resources, and working in NGOs is advantageous

Other Competencies/Abilities/Skills Required

• Must be familiar with country specific laws and regulations governing Human Resources.
• Ability to work with managers to assess complex issues pragmatically.
• Ability to define problems, establish facts, analyze situations and make decisions.
• Excellent written and verbal English and local language skills.
• Ability to interact with and lead employees at various levels.
• Strong understanding of confidentiality as it relates to Human Resources.
• Proficient in MS Office, including Word, Excel and Outlook.