Major responsibilities
You will act as the first point of contact for HR-related queries from employees and external partners.
Your main administrative duties include maintaining personnel records, managing HR documents (e.g. employment records and onboarding guides) and updating internal databases. Ultimately, you should be able to ensure our HR department supports our employees while conforming to labor laws.
You will :
● Prepare HR documents, like employment contracts and develop/revise local policies
● Liaise with external partners, like government bodies, and ensure legal compliance
● Organize and maintain personnel records and update internal databases
● Answer employees queries about HR-related issues
● Participate in various HR projects
Activity 1: Participates in recruitment
● Drafts and distributes recruitment notices in conjunction with the HRCO or HRFINCO and the technical department;
● Assists in the creation of job descriptions and ensures that they are updated by team leaders;
● Receives applications and performs an initial sorting, verifying the documents included in the application file (diploma, civil status, etc.);
● Organizes the tests and interviews in conjunction with the HRCO and the technical department;
● Enrolls the persons received in the appropriate pool, takes note of their contact details and availability; and consequently sets up a database for the follow-up of the unsuccessful candidates for future needs;
● Carries out reference checks;
● Provides the technical departments with the temporary manpower (day laborers) they need in compliance with legal and regulatory requirements;
● Ensures that recruitment procedures and policies are followed throughout the process;
● Ensures that a report is drawn up at the end of each recruitment process.
Activity 2: Carries out the formalities for hiring employees
● Send a notification of hiring to the candidate selected for the position to be filled;
● Collects the documents to be placed in the file; and constitutes the file of the new employee;
● Presents the internal regulations, work contract and job profile to the new employee for reading, approval and signature;
● Organizes briefings on HR rules, procedures and policies; and guides/guides new employees to foster a positive attitude towards organizational goals and integration;
● Ensures that the new employee's supervisor has fully explained the job profile and established the Performance Objective Plan (POP) upon start-up;
● Creates the employee's record in the HRIS software, encodes the information, and keeps it up to date;
Activity 1: Carries out legal monitoring and follow-up of employment contracts
● Ensures compliance with legal requirements for all HR matters;
● Ensures that working conditions are in accordance with local legislation;
● Informs and reports to the HR Coordinator any legal or regulatory changes that may impact HRM (working hours, payroll/payroll plan, memos, internal regulations, decrees, etc);
● Ensures that all staff have the appropriate employment contract;
● Anticipates the end of employment contracts and notifies the various coordinators and managers;
● On a daily basis, he/she informs the employees on questions regarding their pay slip, their rights with regard to the labor legislation;
● Follows up the disciplinary procedure, on the indications of the HRCO, prepares the letters of convocation, participates in the disciplinary interview with the employee and prepares the letters of sanctions and dismissal if necessary.
Activities 2 : Ensures a good administration of the personnel
● He/she is the guarantor of the establishment and payment of mandatory declarations, social and fiscal contributions within the legal deadlines;
● He/she ensures that the individual files of all personnel are managed with appropriate quality; and regularly updated, including in the case of the HRIS software;
● In collaborate with Liaison and reporting officer, ensures that expatriate staff have an up-to-date residence/work permit in Ethiopia; anticipates visa renewals; monitors and updates the visa tracking table;
● He/she monitors and updates the expatriate monitoring table (breaks, paid leave, salary advances, etc.);
● In relation with the CORH or HRFINCO and the HQ, he/she is aware of the arrivals and departures on the mission, and organizes the trips and briefings or debriefings of the expatriate staff;
● Ensures the link with the administrative and legal labor authorities;
● Ensures the follow-up of disciplinary and legal measures;
● Makes all HR related information available to staff on a regular basis;
● Prepares certificates and other HR documents as needed;
● Ensures the filing and archiving of HR documentation (personnel files, contracts, evaluations, POPs, job profiles, minutes, correspondence, etc.);
Activities 1: Participates in the implementation of an effective and efficient HRM
● Participates in the development and update of ALIMA Administrative and HR policies to ensure compliance with the local labor and taxation law;
● Assist in ensuring the implementation of ALIMA policies for the national staff (administrative formalities, recruitment process, contracts, individual files, briefing of new employees, confidentiality of HR information, etc.);
● Ensures the general HR administration procedures are in place;
● Supports the field bases and coordinators for any Administrative and HR issues;
● Organize HR information meetings to introduce and explain policies being implemented;
● Announce and explain amendments; regulations, policies, or procedures.
● Contributes to the assessment of staff training needs through individual reviews and other formal interviews in collaboration with the HR Coordinator; and participates in the drafting of the training plan;
● Advises and monitors the careers of staff;
● Participates in the development of the annual leave schedule;
● Provides support to supervisors in anticipating or resolving conflicts and complaints;
● Follows up on conflict management and dismissal procedures;
Activity 2: Follows up and elaborates the HR statistics of the mission
● Centralizes and updates the mission's organizational charts;
● Ensures the writing of regular reports on the HR situation; and reports to the HR Coordinator and the coordination team any relevant information on HR situations.
Activities 1: Responsible for the proper use, maintenance and management of the HRIS software
● He/she is responsible for the correct entry and updating of data;
● He/she collects the attendance sheets from the department managers and notes the various absences, collects the overtime sheets and checks their validity; and enters these variables into the HRIS software;
● He/she collects the schedules to ensure consistency between requests for leave, sick leave, unjustified absences, etc;
● He/she reports problems identified in the use of the software, participates and applies any corrective actions.
Activities 2: Prepares monthly pay slips and affiliated charges
● Ensures that the HRIS parameters are up to date (pay plan, function grid, salary grid, accounting codes, third-party codes, organizations, etc.); and that no changes are being made before the pay is generated;
● Generates the pay slips, encodes the variables for each employee, and verifies that each pay slip is correctly established;
● He/she has the HRCO check and sign off on the payroll listings,
● He/she establishes the payroll and prints the monthly bulletins;
● He/she establishes the mandatory declarations, social and fiscal contributions;
● Report any malfunction of the HRIS software to the HRCO;
Activities 3: For the end of contract, he/she establishes the balances of all accounts
● Checks the accuracy of the number of days of paid leave not taken by the employee; enters the modifiable variables accordingly;
● He/she edits the balance of all accounts, the work certificate;
● He/she has these elements endorsed and transmits them for payment and discharge.
● Participates in training and awareness sessions
● Implements abuse prevention standards
● Ensures that team members complete training and awareness sessions and follow abuse prevention rules
● Helps create and maintain a nurturing and protective environment
EXPERIENCE AND SKILLS
● University degree in finance, administration, and human resources
● Minimum 5-year experience in Finance & HR management Experience with medical international NGO, an asset
● Perfect knowledge of MS Office package, especially Excel & Word
● Knowledge of Saga (Finance software) & Homere (HR software) is an asset
BEHAVIORAL SKILLS
● Strong interpersonal skills, team work.
● Strong communication skills
● Ability to work on own initiative and adaptable to changing needs and situations
● Flexible, patient and adaptable to a changing environment.
● Ability to work under pressure with numerous deadlines, etc.
Languages spoken by the candidate
● A good command of oral and written English and Amharic is essential;
● French is an asset.