Position Title: HR & Administration, Lead

Reports to: Deputy Country Representative

Based in:  Addis Ababa, Ethiopia

Travel: 25% travel in country

Level: TBD

Duration of contract: Indefinite based on performance and availability of funds.

Remuneration: As per organization pay scale plus other PSI/Ethiopia staff benefits.

Application Deadline: June 30, 2023

Who we are?

PSI is a network of locally rooted, globally connected organizations working to achieve consumer-powered healthcare — people-centered health systems that ensure quality, affordable care wherever and whenever it is needed. Our origins in sexual and reproductive health have grown into a broader mission. Today, we work with the public and private sectors as well as local communities, prioritizing people’s voice and choice and developing solutions to meet their essential health needs. Over the past five decades, we have helped push boundaries, break taboos, set trends, and develop innovative solutions to complex global health challenges. 

Join us!

We are looking for a Human Resources and Administration, Lead, to provide support to PSI in achieving its organizational objectives. This position will be an integral member of the PSI/Ethiopia team and will be responsible for providing operational support to stakeholders within PSI/Ethiopia in relation to the employee life cycle. The mission is to partner with the business to ensure that the full scope of HR services, such as HR yearly processes, Talent Development, Recruitment, staff safety and security, office management, and Employee Relations processes within their area of responsibilities, are executed in a continuous improvement mindset, while still maintaining the human touch.

PSI seeks a Human Resources and Administration, Lead, to strategically align HR efforts to specific business needs, including but not limited to organization assessment and design, team efficiency, people, and culture issues. The Human Resources and Administration, Lead will be responsible for the overall management and implementation of PSI/Ethiopia’s HR Policies, Procedures, Guidelines, and Tools management. S/he will work with the Deputy Country Representative, Director of Finance & Grant, and relevant HR Business Partners at the Washington, DC global office to ensure that organizational HR policies and procedures are adapted to the specific context of each category of staff and that all staff are informed. The individual is responsible for the selection and hiring of the team in Ethiopia and leading the overall HR and organizational development functions such as HR/workforce planning, staff administration management, office management, talent acquisition and development, staff career growth etc.

 Sounds like you? Read on!

Main Duties and Responsibilities:

HR Planning

• Develop a HR strategy with the DCR for PSI/Ethiopia which is in line with the organizational goals and objectives.

• Devise and implement metrics as needed.

• Consult, advise, and coach Management and their team members on the identification, definition, and implementation of HR solutions to address business and departmental needs in accordance with global, regional, and local HR strategies, goals, legislation, regulations, and relevant SOPs.

• Design career path for each position in the organization and have clear succession plans.

Talent Acquisition:

• Lead in HR/workforce planning and job evaluation to meet the needs and requirements of the organization as well as ensuring compliance to local laws and global recruitment guideline and support recruiting managers in the recruitment process.

• Oversee the full-cycle recruitment process with the ability to recruit positions at all levels; employ traditional sourcing strategies, actively network and employ innovative, creative recruiting methods to hire the best talent.

• Facilitate and coordinate recruitment and selection process according to PSI policies and procedures.

• Lead recruitments and orientations/transition of both new/transferring staff, inclusive of the following:

• Review and approve job position requests, job descriptions, and make recommendations, ensuring accuracy and consistency.

• Coordinate vacancy posting in internal and external media as appropriate.

• Coordinate interviews and provide interview outcome summary.

• Review all job offers and contracts and ensure internal equity.

HR Administration and Compliance:

• Oversee HR-related administrative duties and ensure they are compliant with existing legal and government reporting requirements.

• Ensure PSI compliance with all labor laws, and minimization of legal exposure.

• Ensure the Human Resources Manual is developed and in place; facilitate the review of policies and procedures, making recommendations.

• File and update all office personnel and statutory documents and ensure staff information are properly kept, updated, and confidentially maintained.

• Lead the exit management procedure to ensure seamless and positive transition for departing employees.

• Serve as an ambassador and champion for PSI: Standards for Business Ethics & Code of Conduct and Safeguarding policy; escalate arising code of conduct issues and ensure resolution and appropriate follow-up is carried out.

• As needed, liaise with the Ethiopia legal counsel on HR issues that requires legal interpretations.

• Ensure compliance by the PSI/Ethiopia leadership team and line managers on all HR practices within areas of responsibility and with Global, Regional, Ethiopian legislative and regulatory requirements, standards and relevant policies and guidelines.

Compensation and Benefits Management:

• Facilitate administration of staff benefits and compensation as stipulated in the HR policies and ensure market competitiveness of current benefits through market surveys.

• Ensure processing of monthly HR payroll documentation on timely basis ensuring completeness and accuracy.

• Ensure that all exiting staff clearance forms are submitted before final dues are processed.

• In collaboration with the finance team, ensure all staff are properly oriented and trained on the completion and submission of monthly timesheets.

• Ensure compliance with PSI compensation principles during recruitment and the promotion of individuals as per the PSI/Ethiopia Promotion SOP.

Performance Management:

• Lead the performance management process including creating a plan to manage annual reviews, conduct training on goal setting, utilize budgets to organize development activities and work one-on-one with managers and employees.

• Lead and ensure timely completion of the annual performance evaluation process and of the annual merit plan process.

• Advise, train, and coach managers on the implementation of the performance management process and supporting requirements.

Employee Relations and Disciple:

• Lead all employee relations with professional grace; lead investigations to resolve issues/conflict in the workplace.

• Act as an impartial mediator in disciplinary procedures and ensure it is administered in an equitable and fair manner that meets all legal and labor regulations and requirements.

• Maintain an effective negotiation process and harmonious employee/employer relationship.

• Advise supervisors in determining appropriate disciplinary plans of action.

Office Management

• Oversee and manage the day-to-day operations of the office including administrative tasks, facilities management, and supplies inventory.

• Develop and implement office policies and procedures to ensure efficient and effective operations.

• Manage office budgets, including the allocation of resources for supplies, equipment, and services.

• Coordinate and schedule meetings, appointments, and travel arrangements for staff and executives.

• Ensure the office is properly equipped and maintained with necessary supplies, equipment, and services.

• Provide support to staff on various administrative tasks, including data entry, filing and correspondence.

• Ensure compliance with relevant laws, regulations, and policies.

• Manage relationships with vendors, contractors, and service providers.

Self-Welfare:

• Identify areas for continuous improvement and implement as agreed upon with the management team.

• Remain up to date with SOPs regarding functional requirements within local, global, or at an industry level if applicable.

• Represent employees in cases of litigation, arbitration, or related legal matters.

• Develop supportive plans of action for staff care, ensuring a comprehensive approach to support the well-being of staff and foster a positive working environment.

• Work to actively engage in building trust with staff at all levels and in all roles. 

Job Requirements

What are we looking for?

The basics:

• Bachelor’s degree in human resources management and social Sciences.

• Master’s degree in human resources or equivalent of six years’ work experience.

• At least eight (8) years’ experience in a senior role within Human Resource Management, with three (3) years at a supervisory level. Equivalent combination of relevant education and experience may be substituted.

• Advanced knowledge of human resource disciplines including, but not limited to employee development, change management, recruitment, branding, compensation practices, employee relations, compliance, performance management, and Ethiopian labor law and proclamation. 

• Strong decision-making skills with demonstrated ability to identify, recommend and implement best practice approaches that deliver rapid, consistent, high-quality HR management and service provision in a fast-paced organization under pressure.

• Knowledge of donor regulations (USG and non-USG) that impact HR policies, procedures and programs preferred. 

• Excellent customer service, relationship building/management and consensus building skills as well as focused and results-driven. 

• Excellent analytical and problem-solving skills. Able to proactively identify opportunities, diagnose problems and develop client-centered and evidence-based solutions. 

• Able to translate complex HR policies, processes and recommendations to non-HR professionals. 

• Excellent written and verbal communication skills. Capable of managing conflict and conflicting views.

• Proficient in MS Office Suite (Word, Excel, PowerPoint).  

• Hands-on experience and certification with HRIS and payroll systems

• Knowledge of organizational structures, workflow, and operating procedures required.

• Must have knowledge of Labour Regulations, Industry trends and norms.

• Able to operate independently with limited management and drive change and innovation.

• Ability to handle confidential and sensitive information in a professional manner.

• Motivated, with demonstrated ability to influence, lead, as well as collaborate in a team. 

• Must have work authorization for Ethiopia; PSI will not sponsor work permits.

The candidate we hire will embody PSI’s corporate values:

Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.

Pragmatism: You’ll strive to deliver the best possible result with the resources available. You won’t be paralyzed by a need to make things perfect.

Honesty: You own your mistakes and are open about your shortcomings – it’s the only way you’ll learn and improve.

Collaboration: You’ll quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you won’t succeed.

Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt.

Commitment:  You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.

How to Apply

Are you intrigued? Apply!

By following our 3 steps application process:

1. Fill out the mandatory application form using the following link: Online Application Form. It will only take 5 to 10 minutes.

2. Send your CV and application letter to recruitment@psiet.org clearly mark “Application for HR & Administration, Lead Position” in the subject line.

3. Check your email and make sure you receive an automatic response acknowledging receipt of your application which means your application was successful. If you don’t receive the automatic response, check again your subject line and if needed, re-submit your CV and application letter with the correct subject.

Application deadline June 30, 2023. We’ll call or e-mail you back if there is a good fit on both sides.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status