EXTERNAL ADVERTIZMENT

For HR Intern – Archivist

Country Office: Ethiopia

Work Base: Addis Ababa _ Capital Office

Availability: As Soon As Possible

Contract duration: 6 months

FEMALE ONLY

About Action Against Hunger

Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and Action Against Hunger has been operating in Ethiopia 1984 responding to both chronic and acute needs through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, Mental Health, and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience.

Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz, and Gambella) with a portfolio of 20m USD/year of emergency, resilience building, research, and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are: BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA, and other

 General Assignments / Scope of the Role:

• The HR Intern-Archivist will provide support to the HR documentation and contribute to the quality of personal field administration and documentation. She will be highly engaged in organizing personal records and updating the tracking sheets at the capital office:

Purpose:

• Under the direction of HR Assistance and with the support of the HR team in the Capital Office the HR Intern will be responsible for the overall arrangement of employee personnel files, ensure the effective record of documentation including updating tracking sheets, labeling, and arranging boxe files. She will be responsible for the general administration of documentation.

Engagement:

•  The HR intern will work closely with Assistant HR and base HR administrators internally.

 Delivery:

• The HR Intern will support the team on timely tasks delivery with attention to the quality of HR documentation as per the required standard. 

 Essential job duties

• Organize, label, maintain and arrange properly and safely inactive box files.
• Neatly arrange and organize all the inactive documents.
• Organize inactive files by their respective year and base and color code them
• Update the inactive personal file tracking/follow-up sheet and regularly check.
• Check sequential order of the personal files as per the checklist and properly file the documents box files on the shelf.
• Using the personal file checklist neatly arrange and sequentially organize the current active personal file documents.
• Arrange and order the personal files based on location and naming sequence. 
• Maintain a central organizational file both in soft and hard copies of active personal files.
• Ensure proper file storage and space management including destroying old documents in line with, the organization disposal procedure.
• Update the missing documents in the excel worksheet and make a follow-up with the respective responsible persons.
• Communicate and get validation from the line manager for the request of documents by other departments.
• Scan all necessary files
• Filling monthly timesheets of in staff personal file
• Support HR Assistant by scanning all incoming letters
• Dispatching letters to the capital staff
• Change all staff profiles into electronic documents
• Review the completeness and correctness of employee files before scanning

 Supervisory Responsibilities

•  NA

 Gender Equality Commitments  

• Foster an environment that supports the values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sexual orientation, disability, religion, race, color, ancestry, national origin, age, or marital status. 
• Value and respect all cultures. 

Sexual Exploitation and Abuse (SEA):

• Beware of the minimum operating standards of SEA
• Protect and prevent others from SEA.
• Report SEA.
• Strictly compile with AAH child protection and SEA policies 

Fiscal Responsibility

• NA

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Working Conditions, Travel, and Environment

• The duties of the job require regular job attendance at least five days per week in Action Against Hunger Operational areas. 

Job Requirements

Required Qualifications and Professional Experience

• Bachelor's degree in Management, Business Management, IT, and other related fields.

Required Skills & Competencies

• Good command of the English language
• Ability to work independently & as well as in a team
• Certificate of training in Microsoft software
• Computer skills
• Strong Analytical skills, Ability to forecast
• Good oral and written Communication Skill
• Ability to work to deadlines

How to Apply

APPLICATION PROCEDURE

If you are interested, please send your application composed of none returnable CV, a Covering Letter with “ HR Intern – Archivist ” written in the subject line, and three references, applicants to the following addresses:

Through CLICK HERE

NB: Only short-listed applicants will be, communicated and the selection process includes a technical test and an interview. 

Action Against Hunger-USA provides all staff with an attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing nondiscrimination in employment