HR OFFICER

Job Description

We are looking for a HR OFFICER. Responsibilities: Job Responsibility

#1: HR Strategic Management (10%)

• Support HR planning for immediate and long -term staffing requirements for the filed office as per HR Strategy

• Participate in the preparation of the annual operation plans with a focus on staffing requirements (i.e. skills and competencies) at field office level

• Actively participate in the implementation of new HR initiatives and systems/process improvements • Assist in the planning and implementation of the talent acquisition strategy

• Participate in regular pay scale reviews/market assessments

• Participate in HR projects, as required, identified through business planning, business improvement processes and employee engagement surveys

• Participate as required in job evaluations and analysis as required in coordination with HO HR officers

• Support revisions to structure (contraction or expansion) at FO level based on the evolving portfolio

• Provide expert input and guidance to managers and all actors involved in the process of staffing and budget reviews, recruitment and appointment of staff, performance management and staff welfare issues.

Job Responsibility #2: Recruitment, Selection and Placement (15%)

• Participate in talent acquisition for designated posts

• Participate 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

• Manage interview results compilation and selection decisions and communication

• Manage the completion of reference checks and background checks on selected candidates at the FO and ensure the hiring recommendation form is signed before offer

• Facilitate employment waiver approval process when required

• Manage offer letters and employment agreements for signature by hiring manager, candidate and others as appropriate. Job Responsibility

#3:Payroll, Compensations and Fringes Management (15%)

• 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 #4:Performance Management (10%)

• Lead the ongoing plans and implementation of performance management processes in the FO

• Provide support and advice to management in the FO in implementing and applying performance-related policies. Ensure that all line managers are aware about how to evaluate and coach staff and that performance discussions are carried out effectively and in a timely manner

• Provide basic counseling to staff who have performance related issues in coordination with supervisors

• Ensures the timely initiation and completion of periodic performance management calendars

• Prepares analytics and/or reports for management and head office on performance assessment results.

Job Responsibility #5: People Development/Talent Management (10%)

• Contributes to the overall delivery of a training and development program in line with business strategy and country office needs

• Analyzes training needs identified in relation to performance management processes, in consultation with line managers and in coordination with HO HR officers organize capacity development trainings to improve staff performance in key areas

• Leads the monitoring, measuring and reporting on FO staff training and development plans

Job Responsibility#6: Compliance requirements (10%)

• Reviews employment and working conditions to ensure legal compliance and propose required actions as per findings

• Ensures that the field office workforce has a sound awareness of rules and regulations (including the Code of Conduct) and are aware of rights and obligations as well as benefits and entitlements

• Provides expertise and guidance to all staff in the office who may need HR advice

• Regularly follow and ensure compliance with policies and procedures in accordance with Ethiopian specific legislation, donor requirements, and best practice

• Provide regular HR updates to HO to inform HR activities and processes.

Job Responsibility # 7: 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

• Send out employee ID card request to the HO HR Unit upon their start date

• Assist in organizing and managing new employee orientation, on-boarding, and training programs

• Distribute, in mass, a variety of informational materials to employees

• Regularly update staff telephone directories and disseminates accordingly

• Send out weekly recruitment and insurance update to the Head office HR team as per the given timeline

• Update the Field /area officer organogram, on a monthly bases and share it with the senior HR Officer for review

• Ensure that new joiners are included in the insurance scheme up on their arrival and resigned staff are excluded on their last date

• 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 #8: Others (10%)

• Participate in investigations when employee complaints or concerns are brought forth

• Attend and provide HR advice on formal employment related panels such as disciplinary, grievance, performance and absence management, ensuring managers are briefed and follow the correct process

• Lead the planning and scheduling of FO staff meetings

• Oversee the handling of labor and related court cases. Work with the country office legal advisor to ensure that court cases at field offices are provided with required oversight and handled by appropriate legal counselors. Ensure that open cases are timely followed up and closed

• Perform other duties as assigned by immediate supervisor