Job Purpose:

• Under the supervision of the HR Officer, the HR Assistant will handle all routine activities of the HR & Admin Departments. She/he should deliver her/his duties and responsibilities in an efficient and professional manner. The position holder carry out filling and other HR & Admin related tasks.

Main duties & Responsibilities:

• Maintains up-to-date records (both in hard copy and soft copy format) of all staffs by making sure all the necessary work related documents are filed for new hires on timely manner.

• Updating and maintaining employee benefits, employment status, and similar records

• Maintaining records related to grievances, performance reviews, and disciplinary actions

• Performing file audits to ensure that all required employee documentation is collected and maintained

• Completing termination paperwork and assisting with exist interviews

• Keep records of staff pension fund

• Make sure ID cards are prepared and distributed to a new staff on time.

• Posting job ads and organizing resumes and job applications.

• Ensures office supplies are available in the department and make sure timely replenishment's and distribution of materials. Keep track of material movements.

• Receive and compile applications received and prepare the CV summary of applications received.

• Assists in recruitment process and participate in interview whenever it is necessary.

• Assist in Preparing Employment Contract for indefinite, definite and temporary period employees.

• Prepare work contracts, time sheets, reports and other pertaining documents for temporary incentives and other workers as required.

• Support the HR Officer in compiling medical reimbursement requests and keeping track of staff medical records.

• Collection of time sheets and monthly tracking of leave balances

Gender Equity:

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy

• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

Other:

• Be aware of, understand and comply with all of Concern’s policies and procedures (P4 and associated policies, finance, logistics, HR, security management etc).

• Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).

• Undertake other related duties as may reasonably be assigned to you by the supervisor or line manager.

Emergency response

• Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Accountability

• In line with Concern’s commitments under the Core Humanitarian Standard (CHS): 

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 

• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; 

• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities. 

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.

•  Understands local safeguarding structures and arrangements.

• Practices in a manner that seeks to reduce the risk of abuse, harm or neglect.

• Identifies and refers to appropriate services any other associated persons including careers, family members and children at risk.

• Able to document safeguarding concerns, and maintain appropriate record-keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Gender Equality

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy

• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

Job Requirements

Person specification:

Essential

• College Diploma in Human Resources or Public Administration or Secretarial Science and Office management or other related field of study with minimum 3 years’ experience respectively in Office Administrative, management or Human Resources activities

• Strong professional initiative, self-confidence, oral communication and interpersonal skills

• Computer Literate in Microsoft Word and Excel

• Good spoken & written English

• Flexible, reliable, culturally sensitive and with the ability to work in teams/ isolated situation and stressful environments and under pressure meeting deadlines.

• Initiative and be able to work with minimal supervision.

Competencies:

Desirable

• Demonstrate an understanding of Gender Equality

• Good coordination and planning

• Good time management skills

• Good time management skills

• Ability to work under pressure

• Respectful of others , their beliefs and values

• Trustworthy, honest and reliable

How to Apply

• Interested applicants should send non-returnable C.V., application letter outlining how their experience and education fit this vacancy, please note that no need to submit your supporting documents at this stage:

Register using the following LINK

or

in person to Jigjiga, Somali Concern Worldwide Office

• Women and people with disabilities are particularly encouraged to apply

• Only short listed candidates will be contacted

What we Offer:

• A competitive salary and benefit package

• Excellent medical benefits (100% cover including dependents)

• 20 days annual leave

• 26 weeks (paid) maternity leave, 18weeks(unpaid) parental leave

Safeguarding at Concern: Code of Conduct and its Associated Policies

• Concern has an organizational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organization, and the standards of behavior expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.