Title:    Human Resources Officer                                                    Grade: D        

Department: Ethiopia Country Office, Addis Ababa                         

Summary Scope of Work:

The Human Resources (HR) Officer, being accountable to the Director of HR and Operations, is responsible for coordinating, facilitating and implementing primarily the HR administration processes in the Jhpiego Ethiopia Country Office. This involves facilitating the hiring process, ensuring HR operating procedures are implemented per standard guidelines and policy, and coordinating staff performance appraisal processes. S/he ensures proper documentation personnel and procedural files. S/he will have a supervisory responsibility to the HR Assistant, and also acts in the absence of the Director of HR and Operations. 

Reporting Structure:

• Position Reports To:  Director of HR and Operations
• Positions Supervised: HR Assistant 

Responsibilities (All staff members of Jhpiego, regardless of the level of their responsibilities are expected to):

• model the mission and values stated above
• participate in the business development process
• contribute to the knowledge sharing and transfer process
• make responsible decisions that result in time and cost containment and clear accountability 

Result Areas:

Recruitment and Selection (including Induction)

• Review recruitment plan for a job vacancy;
• Review job vacancies developed by HR Assistant for announcements in the newspapers & ethiojobs;
• Receives/collects application/motivation letters and CVs and participates in the preliminary screening of applications with hiring managers;
• Coordinates interviews and tests; i.e. preparing schedules and necessary documentations, drafting questions for the assessment centre, setting appointments with interview panellists and the candidates;  
• Draws recruitment and selection minutes and ensures whether they are documented;
• Review completeness of completed Biodata, References Info, and Salary Proof of the selected candidates;
• Review job offer letters, and employment contracts for regular and temporary/casual employees;
• Ensures if all required internal organizational policies and forms signed by the new hire; i.e. employee manual, Intellectual policy document, etc.
• Develops Induction (meeting) schedule for the New Hires and conducts inductions;
• Ensure timely completion of 90-day goals Introductory Performance Plan and its submissions with supervisors and the New Hire, and after 90-days plan thereafter;
• Ensure New Hire gets ID & Business Cards timely;
• Ensure timely submission of different reports required by GHR.
• Liaising with the Insurer for adding the New Hire in the schemes;
• Liaising with POESSA for enrolling the new hire under the pension scheme;
• Liaising with ERCA for stamp duty payment due to employments agreements;
• Assists the Director of HR and Operations in developing and/or adapting guidelines, standard procedures, policies and manuals;

Database Management

• Manages online data management for employees – iCIMS; i.e. keeping up-to-date the electronic version of all required personal data of the staff;
• Ensures complete and up-to-date filing of all Human resources documentations (of policies and procedures) as per the agreed filing system at all times;
• Follow-up on expiries of employment contracts (as applicable), work and residence permits (as applicable) and reports to the Director of HR and Operations;
• Manages JEMS related changes, updates and support to Jhpiego Ethiopia staff.
• Ensures maintenance of up-to-date consultancy database in the HR unit;

Employee Benefits

• Assists the Director of HR and Operations in ensuring competitive pay and benefits packages for local staff.
• Assists the Director of HR and Operations during local pay and benefits surveys and in maintaining competitive packages for local staff; that Jhpiego participates and preparing expense authorization for various payments to be facilitated by the HR Unit such as Insurance issuances for new employees, surrendered premium cash for terminated employees, and accrued leave days paid (if any), and other necessary payments, as applicable;
• Follows up staff insurance matters with the contracted Insurer and ascertains whether every premium claim is set reasonably and within the acceptable range;

Performance Management and Development

• Ascertains timely setting up of 90-day Goals and submission Reviews, and also setting of objectives after one’s 90-day Appraisals/Review’;
• Assists in drafting annual appraisal process calendar, circulate necessary forms and templates, collate completed annual appraisal/planning forms;
• Ascertains the completion of appraisal process per the calendar and drawing of Training & Development Plans for the management team consumption as identified during the individual appraisal and development discussions;
• Assists the Director of HR and Operations in devising ways to improve processes and maintain quality to the appraisal process; 

Separation

• Makes sure that all necessary EXIT procedures are adhered to including whether official resignation letter is tender, notice period is served, any vacation accrued leave days are used up (as possible) or minimized down to nil, clearance form is duly completed and signed, exit interview with the CD or the designate is scheduled and done, all final payments are identified, and a work certificate is ready;
• Ascertain timely submission of necessary exit information to the contracted Insurer;
• Ascertains closing of personal file, and also provides assistance to separate from online database; 

Others

• Participates in developing and reviewing of HR working procedures, and polices;
• Provides assistance on any other issues related to HR;
• Organize trainings/orientations as needed/required by Jhpiego Ethiopia staff in consultation with the Director of HR and Operations.
• Performs other HR department duties as assigned by the Director of HR and Operations;
• In the absence of the Director of HR and Operations, the HR Officer takes the responsibility to fill the gap;

• B.A, Degree in Management from a recognized University
• Six to Seven years’ experience in Human Resources Management,
• Working in similar positions with International NGOs strongly recommended
• Strong organizational, coordination and planning skills
• Language Requirement: Proficiency in speaking, writing and reading English and Amharic
• Computer literacy (Word, Excel) 

Skills & Abilities

• Ability to write concisely and clearly and to communicate professionally to staff of all levels and instill a relationship of trust.
• A team player
• Able to work with minimal supervision
• Interpersonal Skill Requirements: Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships with Ethiopian and international staff and ensure confidentiality.
• Flexible
• Attention to detail
• Understanding of health and development in Ethiopia an advantage.
• Willingness to travel in Ethiopia and internationally as requested.