Job Title: Human Resources and Admin Manager

Reports to: Head of Finance and Operations 

Location: Addis Ababa (Brooke Ethiopia)

Staff managed by this post: Procurement Officer; Admin Officer and Drivers

Hours: Full time

Salary: Competitive

Contract type: one-year fix terms with possible extension

Closing date: November 10, 2021

About Brooke

Brooke is an international animal welfare charity with its headquarters in the United Kingdom. We reach over 2 million working animals across Africa, Asia, Latin America and the Middle East. Our staffs include vets, animal welfare experts and advocacy and development specialists. Our aim is to equip local people with the knowledge and skills to give their horse, donkey or mule a better life.

In Ethiopia, Brooke works with stakeholders and partner organization who take leadership to transform the lives of vulnerable working donkeys, horses and mules by relieving their immediate suffering and creating lasting change.

Brooke Ethiopia is looking for: HR and Administration Manager for Addis Ababa office

Purpose of the position

The HR administration Manager, Addis Ababa is responsible for HR and Administration support to Brooke Ethiopia, covering Addis Ababa office and the 2 Regional programme Coordination office and filed offices

Place in organization

The HR and admin manager will be employed by Brooke Ethiopia and is line managed by the Head of Finance and operation. The HR and Administration manager is in regular contact with the finance and admin officer at Programme level (2 regional programme coordination and field offices) who are focal points for HR and admin at field level.

The HR and Administration Manager is in touch with external contacts including suppliers (e.g. for medical insurance), legal advisors for HR issues, and Brooke International HR team as needed.

The position is recruited at Manager level in the Brooke Ethiopia Salary Scale.

Responsibilities and activities

Support on HR and Admin to all Brooke Ethiopia programmes

• Daily contact and support to all Brooke programmes (through Administrators and Programme Managers) on HR and admin aspects, acting as focal point for all HR and admin related questions
• Updating Brooke Ethiopia HR processes and policies, in line with Brooke global HR policy
• Ensuring the Brooke HR and admin team adheres to the Brooke HR policy and Brooke Ethiopia HR guidelines in daily business
• Maintaining all staff HR files (online system and hard copy files)
• Regular travel to field locations for HR and admin support and training/capacity strengthening on HR and admin topics
• Working on reviewing and standardising all Brooke Ethiopia job descriptions with updated formats and standardised competencies & activities
• Ensure proper management of office assets, including maintenance of inventory, physical verification of assets and disposal of assets;
• Oversee the identification of office technology needs and maintenance of equipment, software and systems;
• Ensure that regular back-ups of all computers and financial data are carried out and that the confidentiality of the data/information is maintained;
• Ensure that the Brooke Ethiopia holds appropriate insurance policies at all times;
• Supervise and/or prepare travel authorisations, ensuring appropriate justification, costing and approvals are in place;
• Maintain a central filing system; ensuring consistent use and appropriate archiving of official administrative, financial and human resource documents;
• Where required represent the Brooke at meetings on administrative issues such as national salary scales, common services, premises etc.
• Focal person for safeguarding policy and implementation 

Recruitment

• Support staff recruitment and selection, including regular use of the CV selection online system for recruitment administration
• Preparation of job advertisements, posting online, contact point for candidates
• Organizing interviews, practical set up and communicating with candidates before and after interviews
• Seeking references

Contracting and payroll

• Maintaining contracting for new and existing Brooke staff, ensuring files are kept up to date, liaising with finance colleagues regarding payroll and issues of salaries and benefits
• Production of monthly staff updates for the financial payroll
• Organization of staff related compensation and facilities like insurance coverage

Induction of new staff

• Overseeing induction programme for new staff entering the organisation, liaising with programme staff and management team to ensure the induction programme is delivered and successful onboarding is completed
• Carrying out induction for new staff in relation to Brooke Ethiopia Conditions of Service
• Responsible to oversee visas and accommodation processes for international staff and visitor in liaison with programme department
• Safety and security briefing for visitors

Leave records

• Leave record keeping and maintaining records of other staff entitlements in line with the Condition of Service.

Training and development

• Support to line managers on identification of training and development opportunities, and implementation of personal development plans for staff
• Ensuring training records are kept for each staff member and files are maintained
• Performance monitoring
• Support to line managers as requested regarding staff performance monitoring and appraisal record keeping

Disciplinary action

• Support to any disciplinary action and advising on compliance with Brooke Conditions of Service and Ethiopia Employment Act where necessary. Seeking advice from Brooke legal advisers where necessary
• End of employment
• Ensuring end of employment communication with employees whose contracts are ending regarding support, advice, and end of contract benefits
• Coordination of end of contract, e.g. confirming leave days and any payments outstanding, in liaison with Head of finance and operation support/CD.

Salary scale review

• Periodic review of Brooke Ethiopia salaries and benefits packages against other similar organisations
•  External representation on HR and admin
• Representing Brooke Ethiopia in the INGO HR network, attending meetings, exchange of information
• Addis Ababa administration support
• Support to Kampala administration and logistics colleagues as requested
• Any other relevant HR and admin duties to be assigned

Job Requirements

 Knowledge and Experience    

• At least a first degree (Bachelors) in HR and/or administration or other related area of studies is required
• Significant experience (minimum 5 years) working with an international NGO, with strong HR and administrative management experience
• Managerial experience in a directly related area
• Proven ability in dealing with HR issues
• Knowledge of basic animal welfare concepts and an understanding of the importance of working equines to the economies of developing countries
• Experience of working in other countries in East Africa and an understanding of the political, social and economic situations in the region

Skills and Abilities

• Clear thinker, with strong evidence-based analytical and problem solving skills
• A culturally sensitive communicator and manager
• Good information management skills, including the ability to write clear, concise reports in English for a variety of audiences
• Excellent organization, planning and follow up skills
• Strong and engaging communication and presentation skills, necessary in working with partners
• Good interpersonal skills, working diplomatically with people at a senior level to develop trust, shared understanding and motivation
• Ability to priorities and handle a diverse and heavy workload, working under pressure and often to tight deadlines
• High level of fluency in Amharic and English
• Strong IT skills (Word, Excel, PowerPoint, Outlook)
• Ability to travel and work independently in Ethiopia
• Willingness to work flexibly and, on occasions, outside of office hours
• Committed to the aims of The Brooke, animal welfare and community development

How to Apply

If you are interested in the job and fulfill the above requirements, Please send your CV, application letter to the following address: Human Resource and Administration department, through recruit@thebrookeethiopia.org 

 Please include 3 references from current and former employers. For further information or support, please call us on 0116 610 069 .