HR and Admin Officer

• Employment Category:  H2
• Reporting To: Base Manager
• Start of Contract & Duration: May 31, 2023

OVERALL PURPOSE OF THE ROLE:

Under the supervision of the Human Resource and Admin Officer, The HR and Admin will control the recruitment movement in the Field Office and Satellite office by ensuring compliance with DRC Administration procedures.

RESPONSIBILITIES

• Assist in the recruitment process ensuring compliance with hiring procedures as outlined in the HR manual.
• Maintain a thorough knowledge of DRC HR policies and ensure adherence to it.
• Ensure personnel files are complete and accurate assuring adherence to the highest level of confidentiality.
• Maintain updated Job description database
• Handle and facilitate the national staff recruitment process.
• Makes internal and/or external announcements of vacancies as required by different offices in DRC;
• Assist the hiring managers by longlisting the applicants as per the criteria set by the organization and sending the longlist to the hiring manager; contact the selected candidates for interview and written exams, facilitate and handle the written exams in Dire Dawa in coordination with CO HR.
• Maintain tracking system of the recruitment process and compile weekly and weekly recruitment status report.
• Make sure that an objective is set for the newly hired staff in the first week of their recruitment for their probation period. Follow up with the hiring manager to make sure that all the newly hired staff are evaluated for their probation period one week in advance of the end of their probation period.
• Make sure that all newly hired staff get proper orientation in the Dire Dawa or coordinate with the CO to make sure that all newly hired staff get proper orientation.
• Follow up with all Dire Dawa and Departments regarding the contract extension of all staff members two weeks in advance of the expiration of the contract and request them to advise us on the next action.
• Oversee leave management; maintain leave tracking; ensure complete documentation for all staff movement in the Dire Dawa Office.
• Checks the fulfillment of all employment formalities, and the required documents and makes sure that the Dire Dawa has a sound documentation system;
• Follows up on the submission of accurate timesheets from all staff in DRC  Dire Dawa and ensures accuracy of basic personnel data before payment is effected;
• Ensures that all staff are insured when they first join the organization, sends updates of any changes that affect our insurance policy like salary increments, resignations, the status of the staff, etc;
• Handles all insurance-related issues of staff in a very organized and professional manner;
• Keeps records of different leave requests centrally in Addis Ababa, and provides this information to the staff, the management, and to any other concerned stakeholders upon request;
• Records and updates salaries and allowances, transfers, promotions completion of probation; termination of service, etc. of staff on personnel files and computer databases in coordination with CO HR;
• Organize orientation for the newly hired staff.
• Make sure that all newly hired staff have got DRC ID; follow up on the contract renewal of ID Printing Service Providers, and manage the contract.
• Make sure that all staff in DRC Dire Dawa have been registered in the government pension scheme and keep the record in the personal file.
• Provide professional advice to project managers on a range of HR issues.
• Compile HR-related reports as required.
• Act as a focal point on all issues related to HR policies, and educate staff on policies through staff meetings in the FO.
• Any other assignments as instructed by the immediate supervisor

Management of HR Processes

• Provide professional advice to project managers on a range of HR issues
• Ensure the performance management system is implemented on time.
• Assist in the development of the annual staff development plan
• Compile monthly reports for submission to the Finance and Administration Coordinator

Office Management

• Ensure timely payment of office rent and utilities
• Ensure all office utilities and infrastructures are appropriate, safe, and functioning (i.e. generator, security system, health and safety. communication & internets, photocopies, etc)
• Oversee all aspects of maintaining the DRC office and inform the logistics of any repairs and /or service as required
• Manage the support staff (office cleaner and cooks, Guards)

Guest House and DRC – Leased Houses Management

• Oversee all aspects of maintaining the DRC guest house and DRC leased houses
• Ensure rentals and all utilities are paid on a timely basis
• Ensure all utilities and amenities are functioning at all times
• Act as the focal point with landlords/property managers on the day – to – day basis as necessary
• Make periodic visits to the guest house to check on the status, and advise logistics as necessary

Salary & Benefits

• Process statutory payments and ensure monthly and annual returns are submitted on a timely basis.
• Timely enrolment of staff into insurance benefits package. Assuring the staff list is current at all times
• Monitor expiry of staff contract and advice AM/finance & Admin Coordinator on a timely basis
• Maintain knowledge of HR policies and aim to leave tracking to ensure employee adherence.
• The recruitment processes ensure compliance with hiring procedures as outlined in the HR & Administration manual.
• Facilitate recruitment processes by posting job adverts, collecting applications from applicants, administering tests; verifying prior employment by contacting references; scheduling appointments; maintaining records and information.
• Welcomes new employees to the organization by conducting induction and orientation.
• Maintain a recruitment tracking system and compile a monthly report on recruitment.
• Maintain updated job description database.
• Oversee leave and R&R management, maintain leave tracking ensuring complete documentation for all staff movement.
• Ensure the performance management system is implemented and completed on time.
• Assist in the development of the annual staff development plan. 

Administration and Office Management:

• Provides office management secretarial tasks by entering, formatting, and printing information; organizing work schedules of support staff;; maintaining equipment and office supplies.
• Responsible for setting appointments, arranging meetings, maintaining calendars, copying files, and entering data into computer systems.
• Assure staff living conditions are comfortable and make recommendations for improvement as necessary.
• Oversee administration tasks related to housing and office management.
• Maintain travel documents and arrange accommodation airport pick up and drop for guests.
• Supervise the housekeeping and catering staff.

Other

• Any other job as assigned by the line manager

All DRC roles require the post-holder to master

DRC’s core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.  
• Collaborating: You involve relevant parties and encourage feedback.  
• Taking the lead: You take ownership and initiative while aiming for innovation.  
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.  

Job Requirements

Experience and technical competencies: (include years of experience)

• 4 years experience for Diploma or above 2 years experience for BA holders
• High integrity, pro-active, stable, robust character, and a good team-player
• Excellent communication skills
• Excellent analytical and negotiation skills
• Experience in working in NGOs
• Proven commitment to accountability practices.
• Knowledge of computers: word processing, database management packages.

EDUCATION: (include certificates, licenses, etc.)

• Diploma or BA in Human Resource Management or other relevant fields

LANGUAGE: (Indicate fluency level)

• Excellent skills in speaking, reading, and writing English and Amharic Language is added advantage.
• Somali (overall fluency required)

How to Apply

Interested candidates who meet the required qualifications and experience are invited to submit an updated CV and cover letter explaining their motivation and why they are suited for the post. 

We only accept applications sent via our online-application form on https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=166427&DepartmentId=19012&SkipAdvertisement=true under Vacancies.  

Please forward the application and CV, in English through the stated website no later than December 12, 2022. 

For general information about the Danish Refugee Council, please consult www.drc.ngo

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status, or other protected characteristics

We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.