Human Resource and Admin Officer – Re-Advertisement
The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 42 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in nine regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.
SUMMARY STATEMENT OF DUTIES AND RESPONSIBILITIES:
Under the supervision of the HR/Admin Manager, the HR/Admin Officer provides general Human Resource support for the Admin & HR department. He/she will be expected to handle recruitments, HRMIS /Workday/, Payroll & related payments.
DETAILED RESPONSIBILITIES AND TASKS:
HR Talent Strategy and Talent Architecture:
Maintain a thorough knowledge of IRC personnel policies respond to questions for staff.
Promote and uphold THE IRC Way: Standards for Professional Conduct.
Under the guidance of the HR/Admin Manager, provide support to program and operations staff in interpretation of HR policies and procedures and provide technical support on HR issues.
Foster and facilitate the development of cooperative professional relations between and among staff at all levels.
Provide advice and support to satellite HR teams if any in interpretation of HR policies and procedures and provide technical support on HR and Admin related matters, including but not limited to, recruitment, orientation, career development, performance evaluation, disciplinary action, and separation.
Talent Acquisition and management:
Participate in recruitment process of hire positions. Posting positions in appropriate media, CV review, interviewing, reference check, job offer, leading the orientation and travel arrangement.
Advice Supervisors with reviewing job descriptions, posting job advertisements, screening applicants, conducting job interviews/written tests, reference checks, extending job offers, and ensuring new employee’s paperwork/hire pack is processed accurately.
Ensure that recruitment process is fair and transparent and in line with IRC Global HR policies and procedures.
Ensure proper orientation for all new staff with periodic follow up fields visits for additional support to field teams; collaborate and coordinate with other departments to provide an engaging and welcoming orientation
Maintain good working relationships with other organizations and provide feedback to management on HR issues.
Advise and conduct employees on exit management process for exiting employees and maintain its copies on the file. The exit interviews are supported with monkey survey.
Reports
Prepare monthly payroll for definite based employees
Prepare and send weekly insurance update
Prepare and send weekly recruitment update for Addis HR
Contribute an input on Monthly matrix report.
HR Service and Administration:
Review new employees contract agreement for field offices and ensure the new employees’ data is update to date on workday before the contract is approved.
Contribute and input for preparing monthly payroll and maintaining payroll related documents and information are kept properly.
Ensure pension payments of field office is prepared in timely manner. Ensure pension payment in relation to the back payments should be prepared and paid in a timely manner.
Prepare back payments, payroll adjustment for definite period employees.
Prepare severance payments for definite period employees.
Ensure updated tracking for back payments and communicate them timely.
Follow up of employee contract extension for field-based staffs.
Assist in writing personnel letters as required (transfer, Promotion, increment, acceptance of resignation and others).
Travel to the field sites based on need to monitor compliance with administration systems and policies, review administration operations.
Job Requirements
University Degree/College diploma in Management, Business Administration, Accounting or related
2 years’ experience for degree holders and 4 years of experience for Diploma holders in office administration and human resource.
NGO experience in Human resource is preferable.
Strong organizational skills
Computer literate especially word and excel.
Excellent in English and Somali for both speaking & writing.
Ability to work under pressure.
High communication and language
How to Apply.
Candidates who meet the above qualifications; please send your CV and application letter only through IRC career site:
Your application letter/cover letter must include the following information:
Name of the position you have applied for
Date of application
Summary of your qualifications and experience
Motivation/objective of why you have applied for the job
Please include at least 3 references from current and former supervisors.
Female candidates are highly encouraged to apply.
IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.
Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols, and other supportive benefits and allowances
Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.
The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery, and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.
Position Overview
The Grants Manager will contribute to overall grants management at IRC Ethiopia. The position will report to the Senior Grant Manager. This position is based in Addis Ababa with occasional trips to field sites, if needed. The Grants Manager will work collaboratively with all of the Grants and Partnership Unit members, the technical coordinators, operations team, and the finance team. The IRC Ethiopia is made of grants mostly from ECHO, EU, USAID, BHA, BPRM, SIDA, UNICEF, UNHCR, OCHA and private foundations.
Major key Responsibilities:
1. Proposals:
Lead coordination of proposal development and amendments (including design meetings) working with program staff and ensuring proper review at the HQ level, gathering input from technical coordinators, technical advisors, Research, Monitoring and Evaluation staff, and the Regional Unit.
Lead and coordinate budget development for newly assigned proposal and amendments, work with program staff, other members of the Grants and Partnerships Unit, the Finance Department and Regional Program and Business Development Units.
Ensure proper review of new budgets and realignment/modification budgets at both HQ and Addis levels, incorporating all feedback and ensuring that budgets are error-free.
Coordinate and develop budget narratives, edit proposals, and ensure proper proposal and grant management procedures are followed.
Act as focal point with donor’s in-country for the proposal development process, as needed.
Monitor and support the use of management tools such as Budget vs. Actual (BVA) for the proper monitoring and the successful implementation of programs and early warning in case of obstacles or challenges.
Liaise with IRC NY, UK & DG grant units in order to ensure proposals meet internal standards, apply IRC’s Outcomes Evidence Framework (OEF), are in line with IRC Ethiopia’s Strategic Action Plan (SAP) and are donor compliant.
2. Reporting
Ensure that reports to donors are submitted on time; that reports are coherent and accurate (quarterly, interim or final reports); and that the internal reporting tracker and OTIS reporting info is up to date.
Lead Project Cycle Meetings, as well as monthly/regular grants management meetings (BVA meetings) which include representation from each unit (finance, programs, logistics) and ensure proper follow up of issues raised.
3. Donor Compliance
Research donor compliance issues for new opportunities or existing grants within the IRC Ethiopia, as needed.
With the support of the Sr. Grant Manager, review donor agreements and coordinate their review with the relevant IRC HQ office.
Ensure that grants are implemented in compliance with IRC and relevant donor regulations.
Maintain and update grant files related to proposals.
4. Communication and Information Management
Communicate with donors and attend donor meetings in order to share IRC’s accomplishments as well as to stay up to date on the latest donor developments and requirements.
Distribute to IRC staff all documentation (grant proposals, reports, budget, etc.) related to their specific programs.
Keep an updated inventory of all communications related to programs/donors and ensure communication and visibility requirements are met.
5. Administrative/Other
Ensure OTIS data is up to date for all assigned new proposals. Secure all OTIS approvals for the assigned new proposals prior to submission to the donor.
Keep an accurate Grants Filing system on the Shared Drive (Box), OTIS and hardcopy folder.
Job Requirements
Fluency in English, spoken and written, is the most important requirement for this job; Fluency in Amharic required. Fluency in Amharic required. (The written English skills will be tested through an exam).
Budgeting and MS Excel skills required (skills will be tested through an exam) and are the important requirement for this position.
BA degree required; Master’s degree in International Development/Affairs, Economics, Social Sciences. strongly preferred.
At least 4 years of experience in program management, grants management or proposal/business development/design.
Good communicator with strong organizational, time management and analytical skills.
Excellent inter-personal, cultural and diplomatic skills.
Flexibility to adapt to changing requirements.
Strong capacity to mentor and build capacity of staff.
Ability to juggle competing priorities, meet demanding deadlines and work under pressure in unstable security environments.
Please include 3 references from current and former employers.
Applications will not be returned. IRC discourages phone calls or personal visits.
Only applicants meeting the minimum qualification will be short listed and contacted.
Female candidates are highly encouraged to apply.
Your application letter/cover letter must include the following information.
Name of the position you have applied for
Date of application
Summary of your qualifications and experience
Motivation/objective of why you have applied for the job
Permanent Address and present address (if different from permanent) and telephone number if possible also email address
Disclose any family relationships with existing IRC employees.
IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.
Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols, and other supportive benefits and allowances
Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.
