HR and Administration Officer – Mekelle

Job Description

Organizational Overview

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 Tigray, Afar and Amhara, focusing on emergency health, nutrition and WASH activities to support the goal of reducing morbidity and mortality.

Position Overview

Provides operational support in several areas including recruitment, employee relations, benefits administration, and general documentation. Maintains employee hardcopy and softcopy HR files as required. Inputs employee personal data into human resources information system (HRIS) database and generates reports as needed for HR department usage. Serves as backup point of contact for employees with questions related to their personal employee information. Processes various forms related to documenting human resources activities such as new-hire, change-of-status, medical and other benefits, leave tracking, performance evaluations, benefits, terminations, etc.

Key Responsibilities And Deliverables

• 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 Mekelle, Tigray.
• 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.
  Performs other duties as assigned.

Administrative management

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 guest houses 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.

Required Qualifications

BS/BA or Advanced Diploma degree in Business Administration, Social Sciences or its recognized equivalent with 3 – 5 years of relevant experience.
Or MS/MA degree in Business Administration, Social Sciences or its recognized equivalent, and 1 – 3 years relevant experience.
Demonstrated success in multicultural environments is required.
At least 2 years HR Experience of which experience in an international development organization is an advantage.

Knowledge And Skills

Ability to handle oral and written communications independently.
Able to communicate effectively and tactfully with different levels of staff, individuals from diverse cultures, and the public.
Demonstrates ability to assume sole and independent responsibility for various assigned projects.
Has in-depth knowledge of payroll system and processes. Can accurately complete full pay cycle processing.
Identifies and solves holistic business problems through broad and up-to-date knowledge of employment law, organizational behavior, change management, best practices and company policy.
Performs detail-oriented work with a high level of accuracy.
Must exhibit high levels of professionalism, integrity and ethical values at all times.
Ability to maintain confidentiality for sensitive Human Resources issues or projects and use judgment to execute duties and responsibilities.
Record keeping, report preparation, filing methods and records management techniques.
Proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.