HR Coordinator

ROLE PURPOSE

The position holder will be responsible to support Program Area function by properly providing efficient and required HR services on a daily bases in terms of organizing appropriate induction program, following up probationers, facilitating training and development programs, following up performance management activity, and maintain relevant staff records. 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

• Ensure staff has access to the HR manual and relevant policies
• Ensure access to benefits for staff and maintain up to date recodes on usage.
• Produce quality monthly, quarterly and year-end reports to monitor on all HR services
• Ensure all staff data is up to date and personnel file audit is conducted quarterly
• Provide HR related data, information and reports to Finance and other departments when requested and upon endorsement of the Head of HR & OD
• Ensure vacancy announcements are done timely based on specific job descriptions and skill requirements proposed JDs and disseminate the announcement of job opportunities internally and externally, on Employee Central as widely as possible through innovative ways.
• Ensure job applications, coordinate with that the line manager to undertake shortlisting, and arrange assessments/interviews are finished within recruitment lead time.
• Support the orientation of recruiting managers and recruiting and selection panel with Plan Ethiopia’s recruitment policy and set of procedures and ensure that the rules and regulations are strictly adhered to while selecting or rejecting candidates.
• Ensure pre-employment requirements like reference check, police report, and antiterrorism check are met by potential candidates before job offer is made and/or within 60 days for urgently filled positions.
• Develop effective orientation plans and processes, ensuring staff are aware of the policies and practices relating to their employment.
• Facilitate preparation and issuance of Identification Cards for all regular and contract employees.
• Establish an evaluation procedure for monitoring the effectiveness of the induction process and feedback to line managers.
• Facilitate induction programs for new employees and make sure every new employee goes through a successful induction program.
• Register and document all new staff including opening files for them and ensuring they sign contract documents, Terms, and conditions of Employment, pledge of secrecy, and PLAN Code of conduct.
• Ensure all employees fill in the personal information form and it is updated at all times whenever there are changes against an employee.
• Prepare and execute contract renewals and all other contract changes in collaboration with line managers.
• Keep and maintain up-to-date personnel files for all project emergency/recovery employees
• Write and keep a record of all Human resources correspondences between PLAN and its employees e.g. confirmation letters, termination letters, warning letters, end-of-employment notifications, etc
• Monitor the expiry of probation periods and notify supervisors one month in advance to prepare end-of-probation evaluations.
• Mainstream and manage the employee central/HRIS.
• Ensure all employees have a current contract of employment and comply with all human resource policies and practices, local labor law, and PLAN Ethiopia country and global policies.
• Organize staff training sessions and activities in collaboration with Program Area Managers and HR/OD department.
• Follow up the completion of semi-annual staff performance management activity and compile the report.
• Advise Program Area Managers and other employees on employment law and PLAN's employment policies and procedures
• Take part in disciplinary and grievance procedures when requested.
• Facilitate and check the handing over process of leavers: (i.e. Prepare Acceptance of resignation letter, Check Exit Interview and Handover note is filled and signed by the Line manager, Handle termination and retirement process and Prepare and process final payment and work certificate)
• Answering employee questions and addressing employee concerns with PAMs.
• Collect exit interview information in a template to help drive better HR decision-making.
• Take part in special assignments and committee works as and when required.

 Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).
• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
• Ensure that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Job Requirements

Technical Expertise, Skills and Knowledge

Qualifications/ experience essential:

• Minimum B.A. degree in Management, HR, and/or Business Administration
• At least 5 plus years of relevant HR experience and understanding of HR in the emergency set-up is desirable out of which 3 years of a senior-level experience
• Development of best practice HR policies and systems that support the achievement of the Plan’s goals.
• Knowledge of HR, a good understanding of Development organizations
• Awareness of child protection issues

Qualifications/ experience desirable:

• Fluency in the English language is essential
• Knowledge of Local Languages is a desirable

How to Apply

The closing date for the application is November 23, 2022. Qualified candidates should submit their applications with the links provided below.

For Afar applicants:

https://jobs.plan-international.org/job-invite/44408/

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia.

Please note that: 

• Only Shortlisted candidates will be contacted.
• We are not accepting CVs that are not sent through the indicated links.
• Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
• Female candidates are highly encouraged to Apply

More information about Plan International can be found at http:// plan-international.org

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.

As an international child-centered community development organization, Plan International is fully committed to promoting the realization of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organization, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.