HR and Administration Officer

Title: HR and Administration Officer

Contract Type: National Contract

Location:   Mekelle and North Area Offices, Ethiopia

Employment Category:  H2

Salary Range: As per the organization scale

Reporting To:  Support Services Team Leader

Posting date: January 24, 2025

Required Employee: 1                    

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. DRC Ethiopia began operations in 2009 and has been responding to the needs of refugees, Internally Displaced Persons (IDPs) and vulnerable host communities ever since.  DRC Ethiopia currently has programs implemented through five area offices (AO) in Gambella, Tigray, Somali (Jijiga & Dollo Ado) and Afar regions, as well as its country office (CO) in Addis Ababa.

OVERALL PURPOSE OF THE ROLE:

Under the supervision of the Support Service Manager, the HR/Admin Officer based in the North area office Mekelle provides general Human Resource support for the Admin & HR department. He/she will be responsible for the North Area Office (Mekelle, Aba’ala, and Shire) Talent Acquisition and Management, Staff Relations and Administration support, and Performance Management support. The position holder is also expected to have consistent communication with DRC staff, partners, and other clients of the organization.

Key Responsibilities:

Office management

• Ensure timely payment of office rent and utilities and ensure these are appropriate, safe, and functional (i.e. generator, security system, health and safety. communication & internet, photocopies, etc.)
• Work with relevant support functions to ensure timely maintenance of equipment and office supplies.
• Responsible for setting appointments, arranging meetings, maintaining calendars, copying files, and entering data into computer systems.
• Act as a focal point for travel accommodation and transportation of program staff, ensuring documentation and maintaining accurate records of related expenses.

Guest house and DRC – leased house 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 always functioning.
• Act as a focal point with landlords/property managers on a day–to–day basis as necessary
• Make periodic visits to the guest house to check on the status and take necessary actions.

Personnel Administration

• Maintain a thorough Knowledge of DRC HR policies and ensure employee adherence.
• Act as a focal point on all issues related to HR policies and educate staff on policies through staff meetings in the FO.
• Ensure personnel files are complete and accurate, assuring adherence to the highest level of confidentiality.
• Maintain an updated Job description database.
• Oversee leave management and maintain leave tracking ensuring complete documentation for all staff movement.

Recruitment:

• Assist in the recruitment process ensuring compliance with hiring procedures as outlined in the HR manual.
• Maintain a tracking system of the recruitment process and compile a monthly report on recruitment.
• Facilitate the timely orientation of new staff.

Management of HR processes: -

• Provide professional advice to project managers on a range of HR issues.
• Compile monthly report for submission to the Country office HR unit Salary & Benefits
• Process statutory payments and ensure monthly and annual returns are submitted on a timely basis.
• Timely enrolment of staff into the insurance benefits package. Assuring the staff list is always current.
• Monitor the expiry of staff contracts and advise the Area Manager/Support Service Manager on a timely basis
• Maintain an s knowledge of HR policies and annual 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; and maintaining records and information.
• Welcomes new employees to the organization by conducting induction and orientation.
• Maintain a recruitment tracking system and compile monthly reports on recruitment.
• Maintain an 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 off for guests.
• Supervise the housekeeping and catering staff.

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.  

Experience and technical competencies: (include years of experience)

• Minimum of 3 years for Diploma holders and 2 Years for Degree holder of HR and Admin experience preferably with an INGO.
• Proven ability to prioritize tasks and meet deadlines.
• Demonstrated organizational skills and ability to work in complex and difficult circumstances.
• High level of personal initiative, analytical skills, and proactive problem-solving.
• Demonstrated people management skills. Strong interpersonal skills and ability to develop and maintain working relationships across the organization. Be a team player.
• Be a team player.
• Excellent interpersonal and communication skills.
• Commitment to learning and implementing organizational policies and procedures.
• Excellent Proficiency in MS Office packages

 EDUCATION: (include certificates, licenses, etc.)

• University degree in Bachelors’ human resources, management, or a relevant field

LANGUAGE: (indicate fluency level)

• English, Afar, Tigrigna & Amharic - Fluency in spoken and in writing

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/ApplicationForm/SinglePageApplicationForm.aspx?cid=1036&departmentId=19012&ProjectId=173156

 Please forward the application and CV, in English through the stated website no later than February 07, 2025.

We strongly encourage female candidates to apply for the position!

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 gendergap.
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, colour, race, marital status, or other protected characteristics

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