HR/Admin Officer at International Rescue Committee

HR/Admin Officer

Employer: International Rescue Committee

Employment: Full-Time | Contract

Place of Work: Bokolmayo - Ethiopia

Posted date: 8 months ago

Deadline: Submition date is over

Job Description

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/Summary:

Under the supervision of the Senior Field Manager and technically supervised by the HR/Admin coordinator, the HR/Admin Officer will be the responsible person of the field HR/Admin department with all functions carried out by the department including talent management, contracts management, staff development, THE IRC Way, performance management, onboarding, staff grievance handling, benefits administration, payroll, and related payments, follow up on contract extension, Timesheet collection, filing, Insurance and HRIS. He /She works closely with all departments in the field office and HR/Admin Addis, The HR/Admin officer participates in maintaining and reviewing all administrative and human resource systems and procedures. He /She will ensure uniform compliance with policies and procedures at the field site and provide technical support to the field office and the team.

Major responsibilities include:

HR Talent Strategy and Talent Architecture:

• 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 communicated advice to field line managers on all aspects of HR management, policy, and practice, including workforce planning, job design, employment law, employee relations issues, and communication and consultation strategies.
• In consultation with the HR/Admin coordinator and Senior Field Manager, the HR/Admin Manager should consult line managers in succession planning and in strategic way of talent retention.
• Work with HR/admin coordinator and Senior Field Manager on implementation of strategic planning of the department.
• Provide advice and support to all field employees and Managers in the 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.
• Ensure that the EEO (equal employment opportunity) is in place in compliance with existing labor proclamations and the IRC personnel policy.

Talent Acquisition and Management:

• Work with the Senior Field Manager 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 recruitment needs in a timely fashion.
• Review job specification against the position classification guideline and all the basic information is filled in on the Personnel requisition form (PRF).
• Advise hiring managers on reviewing job descriptions and specifications.
• Support and guide the HR team on posting job advertisements, 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 recruitment process for higher positions; and ensure that vacancy announcements are made through appropriate media.
• Oversee that CV reviewing, interviewing, reference checking, job offer, orientation, and travel arrangements are going in line with the recruitment plan.
• Ensure that the recruitment process is fair transparent 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 the field coordinator and other departments to provide an engaging and welcoming orientation.
• Oversee exit management process to ensure an unspoiled and positive transition for departing employees.
• Ensure the staff conducts exit interviews for exiting national staff and maintains its copies on the file and conduct the exit interview analysis and report to Addis HR once a year.

Supervision and Support

• Manage, train, coach, and evaluate field HR staff; create a detailed plan to build capacity including performance objectives and development in collaboration with the Senior Field Manager.
• Ensures appropriate matches between personnel and jobs.
• Provide refreshment training on PMP and ensure the yearly PMP (performance management program) is conducted at the field office level in compliance with the guidelines.
• Work on succession plan for field HR/Admin department staff.
• Ensure that the subordinates 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 and the Field Coordinator.
• Assess the skill and gap of field HR/Admin staff and recommend training.

HR Service and Administration:

• Ensures legal compliance 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 promptly.
• Assist and review all HR/Admin documents such as payroll, Overtime pay, back pay, severance, adjustments, acting allowance, new employee Insurance list, hiring recommendations and new contracts, etc. … prepared by subordinates before it will be sent to Addis Ababa
• Review employment contracts purchase requests and payment requests made by other HR staff before it is submitted to Finance.
• Ensure that the field office organogram is updated in line with the workday.
• Maintain updated tracking of staff Performance Evaluations and different HR-related staff data analyses.
• Follow that all increment, promotion, transfer, and disciplinary letters are written in compliance with personnel policy promptly.
• Ensure all personnel files are kept complete and maintained confidentially in a lockable cabinet.
• Maintain updated HRIS /Workday/database as well as ensure all the field office HR/Admin staff are trained on HRIS and update the database on time.
• Participate in the field office budget proposals, Grant Opening, and Closing meetings.

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.

Qualifications

• Two years relevant experience for BA Five years for Diploma holders and at least one year for postgraduates.
• NGO experience in HR and Admin is a plus.

Educational Requirements:

• BA Degree in Management, Public Administration, Human Resources Management, or a related field of study from a recognized university.

Preferred experience & skills:

• Strong organizational skills.
• Proven management skills.
• Experience in working with multicultural and diversified workforce.
• Working experience in HRIS is preferable.
• Excellent representational skills.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and attention to detail.
• Fluent in spoken and written English.
• Computer literate: MS Word, Excel, PowerPoint, Outlook

Language Skills:

• Proficient in English writing and speaking skills and the ability to speak the local language is advantageous

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.