Position- HR/Admin Manager Location- Melkadida Field office, Somali region (Via Negele Borena) Length of Employment- Open Monthly salary & benefits- 19,224.00–21,194.00 ETB/month plus 45% hardship allowance and PF/Pension Posting Date- July 24, 2014 Closing Date- August 03, 2014 Vacancy Code- 01/306
Scope: Under the direct supervision of the Field Coordinator and technical support from the HR/Admin team of country office, the HR/Admin Manager is responsible for the planning, coordination, organizing and provision of appropriate and high quality Administrative and Human Resources functions to Melkadida Refugee Camp in Somali Regional State. The HR/Admin Manager is responsible to oversee all recruitments, policy implementation, and national and incentive staff payroll, maintain accurate and updated staff information (hard copies and soft copies), collection of timesheet, advice staff on HR/Admin matters, etc. The incumbent will directly supervise HR/Admin Officer, HR/Admin Assistants and provides technical support. The HR/Admin Manager is responsible to monitor all functions carried out by the Human Resource Department in support of the Melkadida Field Office. The position also ensures uniform compliance with policies and procedures within the region. SPECIFIC DUTIES AND RESPONSIBILITES: This is a Middle level management position which requires high Caliber leadership and operational skills. The position holder is expected to work smoothly and with integrity among field based program and operation team as well as with Addis HR/Admin team.
Responsibilities:
Supervise the HR /Admin Officer and Assistant Officer based in Melkadida and provides technical support to HR assistant Officers based in the camps. Conduct performance evaluation timely. Responsible to look into training needs for HR staff under direct supervision.
Proactively identify staff needs based on proper job evaluation and expansion of programs and consult with relevant person for its implementation.
Train and Mentor HR/Admin team members and orient new staff on matter related to IRC Personnel policy and procedures including mandatory reporting policy. Organize and conduct regular training and orientation on IRC personnel policy and procedures for field based program and operation staffs.
Maintain a thorough knowledge of IRC personnel policies and assist in implementation of policies in all camps, where IRC is operating. Assist the HR team in Addis in reviewing policies and guidelines.
Monitor all recruitments in the region. Participate on CV review interviewing of different positions. Follow up the status of Melkadida based recruitments being done by Addis HR.
Responsible to ensure that all recruitment has passed through reference checks, timely job offer and proper orientations for newly hired staff. Ensure employment contracts for local hires (national and incentive) are prepared on time. All new hires filled out all required forms, signed code of conduct.
Monitor and ensure the timely preparation and payment of payroll, overtime pay, back pay, severance and other related pays due to staff.
Monitor and ensure that all personnel documents are updated and maintained in the personnel files.
Ensure all staffs have completed personnel files. Files are done on time and chronologically.
Ensure all employees database is maintained and updated.
Ensure HR mandatory reporting is respected.
Follow up and ensure to conduct exit interviews for exiting national staff and maintain copies on the file.
Monitor and coordinate with Addis Office timely contract renewals, preparation of ID cards, hiring and termination letters.
Maintain updated list of staff for insurance coverage. Communicate to Addis HR any additions and deletions from Insurance timely. Ensure that claims are reimbursed on time.
Monitor bookings (travel, hotel and conference hall). Ensure payments for travel, hotel accommodation and conferences are paid on time.
Update, monitor and maintain employee data on workday (the IRC Human Resources Information System)
Administration:
Ensure payments related to payroll, back pay and severance pay are paid on time.
Follow up timely procurement of office supplies, monitor distribution of office supplies and reconciliation of office supplies with the warehouse report from logistics.
Travel to the refugee camps on regular bases to monitor compliance with administration systems and policies, review administration operations.
Ensure proper and adequate understanding of Ethiopia labour laws (when instituted) and IRC’s obligations.
Job Requirement
Minimum Requirements
MA/BA Degree in Management, Public Administration, Human Resources Management or related field of study from recognized university.
3 years for MA holders or 6 years of experience for degree holders in Human Resource Management and Administration; and at least two years in supervisory/managerial level.
NGO experience in HR and Admin is a must.
Strong organizational skills.
Proven management skills.
Computer literate.
Experience in working with multicultural and diversified workforce.
Working experience in HRIS is preferable.
Excellent representational skills.
Excellent communication and interpersonal skills.
Ability to work under pressure and attention to details.