Scope:
Under the supervision of Field Manager the HR Admin Officer provides general administrative, and human resources management including communication supports for the field office. The position is a senior level management support with key responsibility on human resources management and resources management. The position holder is also expected to have versed representation skills and consistent communication with IRC staffs, partners and other clients of organization. He/ She will be responsible for travel arrangement, filling system, workshop/meetings organization and maintaining updated staff tracking. The position reports to HR/Admin Manager in Field Office.
DUTIES AND RESPONSIBILITES
Human Resources Management
· Internalize human resources policies and respond to questions for staff.
· Arrange orientation for staff and make sure on boarding is given on time. Maintain records of orientations provided for each staff.
· Maintains up-to-date records of all kinds of leave for the National Staff and generate report when required.
· Maintains up-to-date tracking of staff database and prepare report on monthly basis.
· Maintains up-to-date evaluation tracking of all staff (national and incentive). Follow up the timely evaluation of staff including probationary evaluation with supervisors.
· Implement the strategic talent acquisition throughout the recruitment and selection process. Post vacancy announcements both internally and/or externally as required. Identify additional posting places locally.
· Assist in recruitment and selection of staff at field level. Maintain interview notes and interview tracking sheet for each position interviewed.
· Checks references for selected applicants. Increase local recruitments.
· 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 necessary documents for newly-employed staff. Send copies of all personnel documents to Head Office.
· Personnel files are updated and maintained according to the personnel file check list
· Prepares monthly OT summary sheet and payroll and submit to Finance for review. Send field level approved payroll and OT summary sheet to Addis.
· Responsible for collection of time and effort sheet reporting in the field and send to Addis according to the schedule.
· Submit medical expense claims of National Staff to the IRC Addis and follow up the collection of timely refunds.
Additional Responsibilities
· Prepares severance payment for terminated staff and send to Addis for review
· Maintain records of trainings conducted at field level including trainings conducted for incentive staff and shares with the HR/Admin Manager.
· Facilitate bookings (hall rent, refreshment, accommodation, air ticket, etc) for training conducted in collaboration with the trainer & concerned department
· Prepares back payments and payroll adjustments at the beginning of the month and sends to Addis for review.
· Updates the IRC contact sheet quarterly and send to Addis
· Facilitate trainings on performance management and assist employees in setting performance objectives
· Advice supervisors in disciplinary regulations and policies and assist in drafting warning letters.
· Involvement on local recruitment process
· Provide HR and administrative support on regular basis to the staffs
· Establish HRIS locally using excel and continuously update workday data base
· Ensuring the safety of personnel file and keeping the drawers locked
· Prepare and submit to the concerned the weekly & monthly HR reports meeting the expected quality & due date
· Initiate Purchase requisition for office supplies to the limit allowed by IRC SC manual
· Tracking and follow up purchase requisition
· Prepare warehouse release for office supplies and follow up its distribution
· Performs any additional tasks as assigned to him/her by his/her supervisors.
Key Work Relationships:
a) Internal: Field Manager, Program, Supply Chain and Finance Departments and all IRC field staff.
b) External: Relevant Government, Non-Government organizations
Minimum qualification/experience requirement:
Skills required:
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