Human Resource Assistant (FO) at CARE Ethiopia Full Time

I. Job Summary

The purpose of the Assistant Human Resource Officer position is to support the Senior Human Resource Officer/Head Of Operations in the overall management of HR at the field office. S/he assists efforts to ensure that people management practices of the field office are of a high-quality standard and that practices support the aims and values of CARE, through the provision of professional HR advice and guidance to line managers.

S/he will work in close coordination with  senior human resource officer/Head of Operations to support efforts to ensure compliance on all employment related policies and procedures in line with Ethiopian legislation and best practice, through coaching and supporting line managers.

II. Responsibilities

Job Responsibility #1: Recruitment, Selection and Placement (15%)

• Assist in the coordination and administration of the recruitment of new staff in the FO. These include preparing candidate information packs (advert, job description and person specification), CV screening and coordinating the screening of applications, management of interview arrangements and appointment processes
• Assist the Senior HR Officer/Head of Operations in interview results compilation and selection decisions and communications
• Assist the Senior HR Officer/Head of Operations in the completion of reference checks and background checks on selected candidates at the FO
• Assist the Senior HR Officer/Head of Operations in the offer letter and employment agreement for signature by hiring manager, candidate and others as appropriate

Job Responsibility #2:  Payroll, Compensations and Benefits Management (20%)

• Assist the Senior HR/Officer/Head of Operations in the recording keeping of the FO and ensure all employment records are properly maintained in the organization’s on-line human resource information system (HRIS) and manual personnel files
• Assist the Senior HR/Officer/Head of Operations in payroll and benefits processing
• Assist the Senior HR/Officer/Head of Operations in preparation of scheduled and ad hoc reports
• Manage the timely collection of PARs and accurately report and reconcile the same with HRIS records
• Manage the proper filling of PARs, both hard copies and soft copies as per CARE data management and filing policy
• Work closely with Finance for the timely submission of PARs for monthly financial closing

Job Responsibility #3:  Performance Management (10%)

• Support the Senior HR/Officer/Head of Operations in the ongoing plans and implementation of performance management processes in FO
• Support the Senior HR/Officer/Head of Operations in the timely initiation and completion of periodic performance management calendars
• Assist the Senior HR/Officer/Head of Operations in the preparation of reports for management on performance assessment results

Job Responsibility #4: People Development/Talent Management (10%)

• Assist the Senior HR/Officer/Head of Operations in the overall delivery of a training and development program in line with business strategy and country office needs
• Assist the Senior HR/Officer/Head of Operations in the monitoring, measuring and reporting on FO staff training and development plans

Job Responsibility # 5: Filing and Documentation of Personnel Records (20%)

• Organize, compile and update personnel records and documentations
• Maintain scanned copies of HR records and correspondence in designated files (electronic or hard copy)
• Establish and manage new personnel files and record data of all newly recruited personnel
• Provide personnel files for reference to authorized personnel
• Manage removal of inactive HR files
• Assist in preparation of recruitment status report and other HR ad hoc reports

Job Responsibility # 6: HR Administrative Services (20%)

• Respond to employees’ questions or requests about administrative matters
• Maintain a schedule and coordinate calendar activities for the FO HR function
• Assist HR team in drafting/typing personnel actions or memos
• Schedule meetings and HR related events as requested
• Register and dispatch outgoing mail and other items
• Prepare and issue employee ID cards after they are signed
• Assist in organizing and managing new employee orientation, on-boarding, and training program
• Send out insurance inclusion and exclusion update to the HO HR ream on a timely basis.
• Send out Personnel File documents (As per the checklist) up on the arrival of a new joiner to the HO HR Team
• Distribute, in mass, a variety of informational materials to employees
• Regularly update staff telephone directories and disseminate accordingly
• Distribute HR Office mail
• Ensure daily attendance sheets are timely and accurately completed
• Update and maintain HR notice board and publish HR Office Notices at all common notice board locations

Job Responsibility #7:  Others (5%)

• Assist the Senor HR Officer/Head of Operations in formal employment related panels such as disciplinary, grievance, performance and absence management, ensuring managers are briefed and follow the correct process
• Perform other duties as assigned by immediate supervisor

III. Qualifications

•  2 years of relevant work experience for diploma holders
• 1 year of relevant work experience for first degree
• Minimum of 6 months Care internship service
• NGO experience is a plus

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.