HR/Admin Officer

Jijiga

Organization: IRC - International Rescue Committee
Location: Jijiga
Grade: Junior level - Junior
Occupational Groups:
- Operations and Administrations
- Human Resources
Closing Date:

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as an equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview:

Under the direct supervision of the HR/Admin manager based in Jijiga, the HR/Admin Officer serve as a focal person for the HRMIS and local recruitment and other related human resources management. The position is expected to support management support with key responsibility on human resources management to the emergency projects. The position holder is also expected to have versed representation skills and consistent communication with IRC staffs, partners, and other clients of organization.

Major Responsibilities:

Maintain a thorough knowledge of human resource personnel policies, compensation policy and respond to questions for staff.
Maintains up-to-date records of all kinds of leave for the National Staff in the HRMIS. Share extracted reports with staff and remind them to utilize in the given fiscal year. Keeps R&R schedule updated and coordinate with employees and line mangers to ensure it is implemented per the policy.
Maintains up-to-date tracking of staff database, hardcopy and scanned copy of all employee files under Jijiga FO
Maintains up-to-date evaluation tracking of all staff (national and incentive).
Under the leadership of the HR/Admin manager, follow up the timely implementation of evaluation of staff with supervisors and Field Coordinators.
Implement the strategic talent acquisition throughout the recruitment and selection process.
Post vacancy announcements both internally and externally as required. Identify additional posting places locally.
Organize interview panel and assist in selection of staff at field level. Maintain interview notes and interview tracking sheet for each position interviewed.
Checks references for selected applicants. Increase local recruitments. Grade 10C and below is mandatory to be recruited locally.
Prepares Employment Contract for local hires (national and incentive) employees and make sure that any new staff has signed all the mandatory reporting policies.
Completes all personnel forms required and opens files with all the necessary documents for newly employed staff. Once reviewed by HR Manager, send copies of all personnel documents to head Office.
Personnel files are updated and maintained according to the personnel file check list.
Prepares monthly OT summary sheet and payroll information, get it reviewed by HR/Admin Manger and then submit to Finance for review. Send field level approved payroll and OT summary sheet to Addis focal person.
Responsible for collection of time and effort sheet reporting in the field and send to Addis according to the schedule. Conduct time sheet audit every month, file the downloaded time sheets on BOX.
Submit medical expense claims of National Staff to the IRC Addis and follow up the collection of timely refunds.
Provide a support for HRMIS requests forwarded from staff.
Assist exiting employees with exit clearance at the field and send all mandatory documents for severance payment to Addis in timely manner.
In collaboration with the hiring manager, the position holder is responsible for timely preparation and issuance of prior-notification letter for all organization-based separations i.e., project phaseout, budget cut, retirement, medical issues…
In collaboration with HR/Admin manager, ensures all eligible employees submitted the Year-End performance evaluation and prepare merit increment tracking.
Prepares back payments and payroll adjustments by the end of each month, get it reviewed by HR Manger and sends to Addis for approval.
Share an updated organogram with the field management every month.
Responsible to lead field-based recruitments and ensure all required documents are complete when the recruitment carried out by the country office.
Performs any additional tasks as assigned to him by his/her supervisors.
Prepares severance payment for terminated staff and send to Addis for review.
Maintain records of trainings conducted at field level including trainings conducted for incentive staff and shares with supervisor and the Field Coordinator.
Updates the IRC contact sheet quarterly and sends it to Addis.
Provide HR and administrative support on regular basis to the staffs.
Travel to site to execute HR/Admin functions as required.
Performs any additional tasks as assigned to him by his/her supervisors.

Safeguarding Responsibilities: -

Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies.

Minimum Qualifications:

Educational Requirements:

Post graduate degree, First degree or college diploma in Human Resource Management, Management, Public Administration, and related fields.

Preferred Experience and Skill:

Minimum work experience of 5 years for Diploma, 2 years for BSc and 1 year for post graduate degree.
NGO experience is a plus.
Supervisory/basic managerial skills.
Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications.
Strong organizational and time-management skills; proven ability to prioritize and deliver on time.
Strong analytic problem-solving skills
Ability to work both independently and in a dynamic, cross-functional global team structure.
Highly proficient in Microsoft Office suite and Knowledge of how to use Web based HRMIS/Workday
Demonstrated ability to work effectively with stakeholders at all levels.
Ability to manage and work through change in a proactive and positive manner.

Language Skills:

Proficient in English, Amharic languages and the ability to speak the local language is advantageous.
Disclaimer: - Please note that IRC will never request applicants or candidates to make any form of payment at any stage of the recruitment process.

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.

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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