ORGANIZATIONAL DESCRIPTION:
The International Rescue Committee (IRC) is one of the largest humanitarian agencies in the world, providing relief, rehabilitation and post-conflict reconstruction support to victims of oppression and violent conflict. IRC has worked for over eight decades and today is involved in over 25 conflict zones in the world. We address both the immediate, life saving needs of conflict affected people in an emergency and the reconstruction needs in post conflict societies. IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and thorough accountability to those we serve.
SUMMARY STATEMENT OF DUTIES AND RESPONSIBILITIES:
Under the supervision of HR/Admin Manager, the HR Admin Officer provides general administrative, and human resources management including communication supports for the field office. The position is a mid-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, filing system, workshop/meetings organization and maintaining updated staff tracking. The position reports to HR/Admin Manager in Field Office.
DUTIES AND RESPONSIBILITES
· 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. 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-hired staff. Send copies of all personnel documents to Head Office.
· Ensure Personnel files are updated and maintained according to the personnel file check list
· Checks staff time sheets and the OT worked by some authorized staff and prepare monthly payroll to be submitted for field staff for review and then finally send the approved payroll to Addis HR/Admin
· Is responsible for collection of time and effort sheet in the field and to send it to Addis according to the schedule.
· Submit medical expense claims of National Staff to the IRC Addis and follow up their reimbursement.
· Prepares severance payment for authorized staff leaving the IRC.
· 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 concerned department.
· Prepares back payments and payroll adjustments and sends to Addis for review.
· Updates the IRC contact sheet quarterly and share it with Addis
· Facilitate trainings on performance management and assist employees in setting performance objectives
· Advice supervisors in disciplinary regulations and policies and gives a support in drafting disciplinary letters.
· Provide HR and administrative support on regular basis to the staff
· Establish HRIS locally using excel and continuously update workday data base
· Ensure safety of personnel file
· Initiate Purchase requisition for office supplies
· Track 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 supervisor and the field coordinator.
Additional skill needed
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