Position: HUMAN RESOURCES AND ADMIN OFFICER

Self Help Africa, Ethiopia

Application Deadline: August, 20/2022

Self Help Africa (SHA) is an international NGO dedicated to the vision of an economically thriving and resilient rural Africa. We have 50 years of experience working with smallholder farmers, farmer associations, cooperatives and agribusinesses across Africa to help farmers grow and sell more food, improve diets, diversify incomes and make their livelihoods more sustainable and resilient to external shocks. SHA also builds awareness of issues affecting smallholders and represent their interests at policy and institutional level.

SHA is a core member of The Gorta Group which is composed of a group of innovative organizations driving sustainable economic and social change across Africa. Comprising Self Help Africa, Partner Africa and TruTrade, the Gorta Group combines expertise in market-based solutions to poverty and rural development; climate change mitigation and resilience; trade facilitation and farmer and worker rights; underpinned by an inclusive ethos that specifically targets women and youth. In August 2021, United Purpose joined the Gorta Group, which operates as Self Help Africa (SHA), bringing together two organizations with proud histories of assisting those in greatest need. United Purpose, formerly Concern Universal, has worked for more than 40 years as a leader in community-led development and grassroots innovation. SHA now has over 700 staff worldwide, as a result of the merger, and a global turnover of over €40m. We are currently implementing a portfolio of 80 projects in Bangladesh, Brazil, Burkina Faso, Democratic Republic of Congo, Eritrea, Ethiopia, Kenya, Malawi, Mozambique, Uganda and Zambia funded by a variety of institutional and private donors including the European Union, Irish Aid and World Food Programme. In 2020, we supported close to eight million people in rural communities across sub-Saharan Africa, Brazil and Bangladesh.

Job Purpose:

Provides effective and timely support to Admin and HR functions to enable the country office to operate smoothly.

Ensures that offices are adequately set up. Ensures that all procedures and documents pertaining to administration and HR are in place and being followed. Responsible for managing every aspect of the employment process, including orientation and training new staff members. The role also covers the limited scope of finance tasks during the initial stages.

Supports Head of Finance & Admin (HoFA) and Country Director (CD) to ensure all aspects of admin and HR policy are implemented and adhered to and ensures timely issuances of all relevant monthly reports.

Key Responsibilities:

HR Support

Supporting the development and implementation of HR initiatives and systems

Providing counselling on policies and procedures

Create and implement effective onboarding plans

Support the management of disciplinary and grievance issues

Maintenance of employee records according to policy and legal requirements through the electronic and hard copy of personnel files;

Updates and keeps staff records as per SHA format

Collects all relevant documents leading to the selection of staff, and files sequentially

Process staff leave requests in Salesforce, ensuring compliance to SHA regulations,

Complete all processing of pension scheme with relevant government offices starting from employee recruitment to termination or resignation.

Manages the talent acquisition process, which includes JD development, Posting, shortlisting, scheduling interviews, interviewing, and hiring of qualified job applicants.

Providing the necessary support for payroll requirements

Office Administration & Finance

Handles utility payments and other related matters

Liaises with governmental and non-governmental organisations in facilitating SHA communication

Draft circulars, reports, memoranda, minutes, and confidential letters

Prepare correspondence for the organisation

Respond to simple letters and oral queries

Liaise and update information with government stakeholders

Communicate official phone calls, meetings, and other engagements to Self Help Africa staff

Prepare special internal notices for posting, as required

Responsible for updating HR and other administrative data such as leave, timesheet, imprest etc. on Salesforce

Responsible for allocation of office space, equipment, and other facilities to new staff

Handles routine tasks using template formats or prior directives

Schedules appointments

Prepares itineraries for visitors to Self Help Africa in consultation with CMT

Receive/send incoming/outgoing correspondences and re-routes as instructed by Self Help Africa

Pre-number hard copies of all outgoing letters, messages, and faxes

Ensure that files of incoming/outgoing correspondences are maintained according to filing procedures of Self Help Africa

Ensure that messages and outgoing correspondences are dispatched by mail, hand, fax or e-mail

Prepare purchase requisitions for office supplies

Perform other duties as assigned by HOFA and the management team

Key Relationships

Internal   

Country Director (CD)

Head of Programmes (HoP)

Head of Finance & Administration (HoFA)

External

External Stakeholders

Government Departments, banks, external auditors

Knowledge and Experience

Ability to communicate both in Amharic and English in writing and speaking

Ability to handle sensitive matters

Knowledge of appropriate computer software to handle the task

At least 4 years of experience in relevant posts, of which 2 are in a similar position of human resource and administration, and general service preferably in the NGO environment

Qualifications/other requirements

Essential:

BSc/BA Degree in human resources, business administration, social studies, or relevant field

Desirable

Proven experience in human resources and administration

Experience using accounting software or other systems

Proficient in computer skills, MS Office; knowledge of HRMS is a plus

Thorough knowledge of employment-related laws and regulations

Excellent verbal, analytical, organisational, and written skills including a basic working level of English

Willingness to work as part of a team, ability to follow direction

Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission, and values

Understanding of labour laws and disciplinary procedures

Excellent ICT skills including a good knowledge of MS Office

Attention to detail and the ability to produce timely and accurate financial information

Demonstrate flexibility in the face of change

Ability to manage multiple priorities without loss of composure

Determines the appropriate allocation of time

Demonstrate the ability to foresee problems and prevent them by taking action

Interact professionally with clients and colleagues

Properly responds to requests with accuracy and courtesy

Works as a competent member of the team, willingly providing back-up support for co-workers when required

Proficiency in using standard office equipment such as computers, fax, photocopier, scanner etc.

Proficiency in quickly adapting to new technology and easily acquiring new technical skills

Exhibit sound judgement and ability to make reasonable decisions in the absence of direction

Refer problems to the appropriate person when necessary

Works effectively without constant and direct supervision or guidance

Location: Addis Ababa, Ethiopia

Department: Administration

Reports to: Head of Finance and Administration (HoFA)

Contract type: One year fixed term contract – renewable on conditions

Salary: as per SHA scale

How to apply

Please download the Application Form and fill it in. Then upload this along with your CV and a motivational letter HERE.

(Clicking the link will bring you to the recruitment page)

Please note incomplete applications will not be considered for shortlisting.

Please note that Self Help Africa Ethiopia advocates for equal opportunity and does not require applicants to pay any fee at whatever stage of the recruitment and selection process. Canvassing will lead to automatic disqualification.

Self Help Africa is committed to the highest possible standards of openness, transparency, and accountability in all its affairs and is completely against fraud, bribery, and corruption. All employees are bound by code of conduct, child protection and conflict of interest policies.

Women applicants are highly encouraged; Self Help Africa is an Equal Opportunities Employer