General Assignment:
Help manage the base’s human resources and manage the administrative aspect
Duties and Responsibilities:
1: Follow up administratively the base’s human resources:
- Keep the database on staff updated including leaves loans and HR statistics;
- Draft employment contracts and send to senior human resource administrator for validation and final approval;
- Prepare monthly Payroll/Adjust perdiem formula;
- Prepare/Transmit the filled database monthly to the senior Hr Administrator at the capital level;
- Insure to induct new employees of administrative issues and human resources; Participate in training new Action Against Hunger staffs about Action Against Hunger Procedures and history;
- Prepare employee Identity Cards and keep record in the staff list;
- Follow-up the staff’s leaves: annual leaves, sick leaves... And ensure to keep track record of written record and send monthly, yearly, quarterly report to HR Capital;
- Monitor salary advances, loans/bonus payments and keep track records on both the database and personnel file;
- Set up a follow-up process for equipment on loan; monitor salary advances, loans, and Bonus payments etc.;
- Keep a staff list and list of end-of-contract dates for the base’s employees and submit to the Field Coordinator and HR Senior Human Resource Administrator;
- Sort all documents in the local employees’ individual files and check that all files are complete and updated;
2: Manage local employees’ social insurance:
- Register new employees and their legal successors, keep a record in their respective personnel file;
- Review medical receipts/prescriptions submitted by employee and validate for finance for payment;
- Prepare reports on accidents at work and take the necessary measures in case of death or to end a contract; ensure contacts with local partners (insurance, social security, pension fund);
- Ensure contacts with local partners (clinics, hospitals, etc.) when see fit for the Bases;
- Participate in assessing Action Against Hunger social benefits and policy in guidance of the Country HR Manager;
3: Assist the hiring process administratively:
- Keep record of the job opening requests with updated Job descriptions;
- Draft job vacancy announcement in consultation with the Field Coordinator and send for HR Capital for validation;
- Ensure to post vacancies at field sites and at base office;
- Organise the recruitment process in co-operation with the job-seeker : schedule appointments, tests, replies;
- Receive and keep track record of all applications received and ensure to communicate to candidates of the written and interview results;
- Participate in giving salary offer after validating salary levels;
4: Facilitate the transfer of information and documents; Assignment:
- Receive/transfer telephone calls to the persons concerned, note them down in the register and take messages if necessary Arrange appointments;
- Translate administrative documents up on request;
- Look after incoming faxes and ordinary mail and transmit them to the persons concerned after having registered them; type, register and send faxes, mails and letters;
- Photocopy and scan documents; Sort and file documents; Register, copy, dispatch and archive all incoming documents (letters faxes…).
Perform any duties assigned by your immediate supervisor.Educational Qualifications and Skills Required:
Qualification/Level of studies: Diploma/Degree in Human resources or administration or related field from a recognized university/college with 4/2 years’ experience respectively. Experience in INGO setting is advantageous.
Required skills: Professionalism – Good organizer – Sense of confidentiality – Computer skills – Good knowledge of English language both speaking and writing; Oromifa language speaking and writing is advantageous