Assist the base’s human resources administrator and manage the administrative aspect as per the direction of the BHR-Administrator.
The Base Human Resource Assistant role’s purpose, engagement and delivery is:
Purpose (The substantive focus of the job encompassing scope, depth, and difficulty of work both conceptual and applied)
Female candidates are highly encouraged to apply for this position.
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 acute needs through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, and 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 others.
Duties and Responsibilities
Objective 1: Assisting the Senior Human Resources in administrative issues
Activities:
File documents in the staff files;
Ensure to new employees of having to fill personal history, fulfil every documentations and have ACF Procedures and manuals
Follow up inductions, accommodation bookings, overtime, leaves, and keep a record.
Follow up of employee probationary end period and give prior notice,
Follow up on the monthly Timesheet status and ensure the complete timesheet is submitted as per the deadline.
Prepare employee Identity Cards and keep record in the staff list
Sort all documents in the local employees’ individual files and check that all files are complete and updated;
Objective 2: Assist in the administrative aspect of staff recruitment;
Activities:
Schedule written test and interview when required ;
Facilitate written exams and interview
Organize the logistics aspects of recruitment tests
Ensure contacts with local employment organizations (employment office, pension agency, etc.) if applicable;
Register new employees and their legal successors, keep a record in their respective personnel file;
Engagement: (The focus of interaction both internally and externally needed to deliver a service seek collaboration and build effective partnerships)
Objective 3: Miscellaneous
Activities:
Translate administrative letters upon request
Facilitate/Arrange Accommodations for staff who come from field/capital office
Assist the base administrator in the practical organization of training session (planning, organization of travels).
Receive/transfer telephone calls to the persons concerned, note them down in the register and take messages if necessary Arrange appointments
Look after incoming faxes and ordinary mail and transmit them to the persons concerned after having registered them; type, register and send faxes, mails and letters;
Photocopy and scan documents; Sort and file documents; Register, copy, dispatch and archive all incoming documents (letters faxes…).
Prepare necessary HR files in case of audits, and HR reports to the authorities
Perform any duties assigned by your immediate supervisor.
Keep records of incoming and outgoing letters
Give guidance and support to employee’s medical document reimbursement
Delivery: (The focus on the execution of the work and the role on the team for supporting business/operational functions in terms of timeliness and quality)
To deliver timely Human Resource services to staff, management and stakeholders
Monthly reporting of timesheet tracker
Monthly update of employee address, hybrid and related data
II. Supervisory Responsibilities
III. Gender Equality Commitments
Foster an environment that supports 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, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.
Value and respect all cultures.
IV. Fiscal Responsibility
V. 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.
VI. Working Conditions, Travel and Environment
The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.
Job Requirements
I. Required Qualifications and Professional Experience
BA/BSc Degree in Human Resources, Business Administration, Management, IT, and related business/IT fields.
1 year related working experience
II. Required Skills & Competencies
Good command of the English language, Computer Skill, Strong Analytical skills, Strong planning skill, Ability to forecast, Computer skill, Good oral and written Communication Skill, Decision making skill, Problem-solving skills, Ability to work to deadlines
Professionalism, Team Work, Proactive, Motivational, Autonomy
How to Apply
If you are interested, please send your application composed of none returnable CV, a Covering Letter with “Junior HR Assistant -Addis Ababa” written in the subject line, and three references, online using THIS LINK
Deadline: Thursday 18- April - 2024
NB: Only shortlisted applicants will be communicated and the selection process includes a technical test and an interview.
