HR Assistant

Job Description

We are here for our neighbors in need, who are suffering in this broken world.

ZOA, as an international NGO, supports people who have lost everything due to armed conflict or natural disaster. Together, we can come to their aid in emergencies and remain faithful to communities as they recover – providing new opportunities for them to help themselves again. The work of ZOA is coordinated from the Netherlands. We are active in multiple countries in Africa, South America, the Middle East Region, and Asia. We work with approximately 900 employees worldwide and with (local) partners. We invite you to join our team of committed colleagues.                                

ZOA is looking for a

HR Assistant

ZOA’s programme in Ethiopia

ZOA works in several regions in Ethiopia: Gambella Regional State (field office in  Gambella Town), Somali Regional State (field office in Dolo Ado and Melkadida refugee camp), Tigray Regional State (field office in Shire and Mekelle), Oromia Regional State (field office in Harar), Amhara and Addis Ababa. In Ethiopia, ZOA works with Internally Displaced People (IDPs), host populations, persons with disabilities, returnees, and a large population of refugees who fled a combination of violence and drought in Somalia, South Sudan and Eritrea. 

What we offer

ZOA offers a challenging position with a lot of responsibilities. We offer good benefits and remuneration which suits the NGO sector (including, but not limited to: medical, accident and life insurances, provident fund, training options). 

Your challenge 

HR is mainly responsible for all ZOA employee files at regional level are created in an organized manner and frequently updated. He/she is also responsible to provide support in uploading HR files and other related documents on the stablished ERP system.

ESSENTIAL RESPONSIBILITIES AND DUTIES:

File management:

• Filing of recruitment documents (the signed PRF, the Vacancy, the Long list and Short list, the interview and Written test assessment reports, Summary Minute, Offer Letters, Reference Checks) at Program office level.
• Filing of Employee contract agreement, renewals/extensions, promotion letters, contract terminations, disciplinary measures, clearances, exit interviews and final payment disclaimers
• Filing of insurance update letters, pension registration forms, IDs (Pension, ZOA and so on)
• Filing of employees’ appraisal reports
• Filing of employees’ annual leave
• Abide with the GDPR rule and consult the HR Officer to provide support in related inquiries.
• Scanning different HR documents.
• Contacting local job consultancies & media for posting vacant job positions.
• Assisting with day to day operations of the HR functions and duties
• Providing clerical and administrative support to Human Resources executives
•  Compiling and updating employee records (hard and soft copies)
• Coordinate HR projects (meetings, training, surveys etc) and take minutes
• Deal with employee requests regarding human resources issues, rules, and regulations
• Supporting HR Officer at any time.

Managing Timesheet and Compliance Issues:

• Timely remind and collect timesheets from the  Programme field office teams
• Timely reminding, collecting and filing of appraisal Reports (Probation Evaluation Reports, KPIs/Work Plans, Interim Appraisal Reports, Annual Appraisal Reports)
• Insure pension registration for new join staff both for rogramme field office teams. 
• Properly handle complaints and grievance procedures.

Recruitment:

• Participate in the recruitment process, contact applicants and prepare a minute as required
• Coordinate communication with candidates and schedule interviews
• Assist our recruiters to source candidates and update our database

Digitalization:

• Closely work with the HR Officer in uploading employees file on ZOA Manager and other adopted ERP systems

Other:

• Work any other HR related issues assigned/delegated by the immediate supervisor

Your Total Rewards package at ZOA

1.    Compensation

Competitive salaries and financial security - we know how important these are to you and your family.

• Salaries that match the local market and we pay you in EUR.
• Annual salary review based on the cost of living in your location/Ethiopia.
• Annual Salary increase based on annual performance review

2.     Allowances

• Transportation allowance:  ETB 5,000  per month.
• Airtime Allowance: We provide data and airtime to enable you to conduct your work outside of the office.
• we provide a closed user group so you can speak to your colleagues at no cost.
• Food Allowance: we provide lunch daily at our offices, ZOA pays 600 ETB per month and staff contribute 400 ETB per month.
• Severance payment: one month’s salary for an extra service year.
• Hardship Allowance: If you are working in identified places as a remote and hazardous by the government, you will be entitled 20-40% additional allowances of their basic salary. Therefore, we provide 40% hardship allowance to ZOA employees working in Gambella, Dollo Ado and Shire field offices.
• Transfer Allowance: We provide transfer allowance of 10,000 ETB If, in case of you permanently shift or transfer to a new programme area.

3.     Paid Leave

We recognize you have priorities outside of work.

• Our flexible paid time off package gives you the flexibility you need.

  • Annual Leave: 20 days of annual leave in addition to public holidays, and you are also granted one extra day for each extra full year.
  •  Enhanced Maternity Leave provision, 4 months
  • Paternity Leave 5 working days.
  • Rest and Recuperation (R&R): We provide you 5 working days for every consecutive 12 weeks of work R&R leave to unaccompanied staff who work away from their permanent place of residence to spend time with their family. Therefore, ZOA provides R&R leave for its employees who work in the program offices in Somali, Gambela, and Tigray regions.

  4.    Insurance

   Provident Fund  + Pension: : 32% (22% from ZOA and 10% from You).
  
  
   Life insurance  
  
  
   Medical Insurance: We also covers your dependents, and your medical expenditures are covered by ZOA up to 100% of each invoice, up to a defined maximum refunded amount of Br 200,000 ETB  per annum.
   

  5.    Wellness

  We care about your health and wellbeing. We offer a comprehensive health package and initiatives to support your wellbeing.

• Covid-19:  free vaccination and PCR test
• We have established a social committee in every region.

Learning & Development

• Professional development programme and support with funding for a relevant qualification.
• Study/exam leaves
• Training and coaching   module

Job Requirement

Competencies, Qualifications and Experience:

• Bachelor degree in Management, Human Resource Management, Business Management/Administration, PADM and other relevant field
• A minimum of 1 years’ experience or more in similar post
• knowledge of administrative and clerical procedures
• knowledge of computers and relevant software application

Skills Specific to the Post

• Good Oral and written English communication skills
• Planning and organizing
• Loyal and confidential
• Ability to work in a team environment
• Excellent computer skills and in-depth knowledge of relevant software such as MS Office Suite and project management software
• Knowledge of standard office administrative practices and procedures
• Knowledge of major donors relationship management and requirements

VALUES:

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving results in line with ZOA core values;
• Good knowledge of CHS and capacitate partners to work in adherence to CHS;
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved;
• Creates a managerial environment in-country to lead, enable and maintain our culture of child safeguarding.

Ambition:

• Sets ambitious and challenging goals for self;
• Widely shares personal vision for ZOA, engages and motivates others;

Future oriented, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with own team, colleagues, members, donors and partners;
• Values diversity, sees it as a source of competitive strength;
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions;
• Willing to take calculated risks.

Integrity:

• Honest, encourages openness and transparency;
• Always acts in the best interests of children.