HR and Administration Officer at FHI360 Full Time

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender equality, youth, research, technology, communication, and social marketing — creating a unique mix of capabilities to address today’s interrelated development and humanitarian challenge in more than 70 countries. FHI 360’s Crisis Response team is responding to the humanitarian emergency in Amhara, focusing on emergency health, nutrition and WASH activities to support the goal of reducing morbidity and mortality.  

Job Summary:

Under the supervision of Finance & Admin Manager, the HR and Administration Officer is responsible for performing general human resources and administration functions and plays a key role in the overall HR functions including staff recruitment, contracts preparations, staff leaves/attendance and timesheets tracking. The HR and Administration Officer will support program’s staffing needs and work closely with HR Manager and Finance & Admin Manager to comply with Program and Operations requirements. In addition, the position holder will develop a thorough understanding of the office’s requirements regarding human resources and administration. With the support from the supervisor, The HR and Administration Officer will be responsible for ensuring procedures and policies are in place and are adhered to in the Office.

Accountabilities:

• Ensure that country adheres to employment standards, HR policies and FHI 360 policies and procedures.
• Prepare and disseminate internal and external vacancy publications and liaise with candidates and management at different stages of the recruitment process
• Lead recruitment, selection and onboarding of all employees.
• Initiate and follow up on reference checks, ensure that other background checks are performed.
• Communicate and ensure compliance and consistency with office practices and policies and compliance with all employment related laws.
• Maintain and prepare all personal files, ensuring that all information about each staff is up-to-date accurate and filed.
• Assists to establish a Human Resources platform for FHI 360 in Dessie, Amhara.
• Assists in processes forms and system updates related to new employees, change-of- status, performance evaluations, benefits changes, separations etc.
• Able to run standard reports and create ad-hoc reports for special projects.
• Conducts new employee orientation and may assist with separation process.
• With support from the HR Manager, assists with training and development programs as needed.
• Recommends improvement or changes in systems, processes or procedures to management.
• Assists with Benefits, Payroll and Accounts Payable to ensure HR related procedures and processes are handled and resolved in a timely manner.
• Responds to staff request for administrative support as needed.
• Facilitate meetings and meeting arrangements
• Assignments vary based on department and/or functional area. May handle special projects and execute research and data analysis tasks.
• Supervise the physical and computerized archiving, as well as the security of HR administrative documents at the base level. Carry out the monthly HR administrative archives to SharePoint after validation by the internal control.
• Ensure the update of the various contracts and administrative leases in area of operations. In cooperation with logistics and security department, the HR and Admin Officer is responsible for lease agreements, addendums, and related issues for all crisis response offices and guesthouses including maintaining cordial relationships with the landlords.
• Control the updating of individual files of personnel.
• Follow up with staff to ensure timesheets are signed on a timely manner.
• Prepare and disseminate staff contact lists monthly.
• Responsible for bringing any official and legal correspondence to the attention of the Senior Management Team and assist with adequate responses.
• Supervise the HR and Administration assistant in managing both the office and Guesthouse.
• Performs other duties as assigned.

Applied Knowledge and Skills:

• Ability to handle oral and written communications independently.
• Able to communicate effectively and tactfully with all levels of staff, individuals from diverse cultures, and the public.

Problem Solving & Impact:

• Handles routine administrative projects for HR office.
• Has ability to recognize situations that deviate from accepted practice.
• Follows specific standards and procedures to resolve; variations must be approved by manager before taking action.
• Errors may negatively impact departmental functions and deadlines

Supervision Given/Received:

• Work is supervised and specific instructions are given for new activities or special assignments.
• May offer ideas and suggestions for improving efficiency, but does not change procedures without supervisor’s approval.

Education:

• BS/BA in Human Resources, Business Administration, Social Sciences or related field

Experience:

• 3-5 years relevant experience with increasing responsibility in HR and administration.
• Other relevant professional/management certifications, familiarity with donor-funded rules and regulations would be an advantage.
• Prior work experience in a non-government organization (NGO) desirable but not a requirement
• Experience must reflect the knowledge, skills and abilities listed above.
• Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access) and HRIS /Payroll systems.
• Excellent analytical and organizational skills. Ability to think critically and creatively.
• Excellent interpersonal skills, including patience, willingness to listen and respect for colleagues.
• Must work well individually and as part of a team.
• Fluent in local language and excellent in English.

Typical Physical Demands:

• Typical office environment.
• Ability to sit and stand for extended periods of time.
• Ability to lift 5-50 lbs.

Technology to be Used:

• Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.

Travel Requirements:

• Less than 10%

Duration:

• 3 months with possibility of extension