The job holder is mainly responsible for effective and efficient management and control of compiling and maintaining employee file and records for the organization. The position holder is also responsible to fully represent the HR department in responsible manner in any aspects of HR related matters in the process of guiding and providing support for the others.

Duties and Responsibilities

• Gathering and establishing files for new staff members of  field office staffs.

• Periodic notification, gathering and establishing of new contracts, contract renewals, new employee insurance registration and probation & performance appraisals

• Work closely on a daily basis with Head of HR in order to ensure good understanding of each other’s activities and priorities.

• Follow up of gathering and filing employee duty stamp, pension registration ID & the ZOA ID

• Identify employees with cost sharing and ensure payment is started on timely manner

• Ensure new employee fill the PHP, signed the ZOA Policy Acknowledgment form and induction; and filed them on time

• Keep employee files confidential and secure; both national and international staffs

• Ensure collecting of closing files upon completion of service employee for archives (Clearance, Exit Interview, Task Handover and Disclaimer)

• Drafting HR related outgoing letters and prepare contracts

• Carrying out frequent communications with field office focal persons and all the staff at the country office to prepare and submit time sheet on timely manner

• Ensure HR files are properly maintained at the field office

• Provide HR related training needs as required by the department specially in relation with the HR policy and code of conduct

• Provide support in any recruitment process; like coordinating and scheduling a written and interview tests, participating in the interview panel as required and preparing minutes.

• Doing additional assignments as request by the immediate supervisor

Job Requirements

Educational Qualification and Experience

• BA Degree in Management, Public/Business Administration, HR Management or other related fields;

• Recommended a minimum of 1 year experience preferably NGOs Experience working in a complex multi-culture working contexts in human resources, Management/Administration.

• Computer literate with practical experience using Microsoft applications and human resources databases;

• Good written and oral communication skills in English;

• Accuracy, attention to the details and employee-service orientation, including a high level of integrity and confidentiality; 

• Strong organizational and administrative skills,

• Good understanding of the Labour Law and organization policy document interpretation skill;

• Good knowledge and understanding in demonstrating gender awareness and sensitivity and organization code of conduct;

• Ability and willingness to work as a member of the team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;

How to Apply

ZOA operates with an equal opportunities policy and is committed to diversity in the workplace. Qualified women and men, people of all nationalities, and cultural backgrounds, and candidates with disabilities are welcome to apply.

 If you are interested in this position, please apply directly via THIS LINK

CV’s of no more than 3 pages in length are appreciated.

Please provide at least 3 references related to your previous employment listed in the application. References of previous positions held should not be older than five years.

Only selected candidates will be contacted and invited to participate in the process of recruitment. It is our aim to inform all other candidates of their status in the recruitment process within 4 weeks after the vacancy has closed. An assessment may be part of the recruitment procedure. Documents that do not match the profile above will not be considered. Internal candidates will have priority, in case of similar results.

Please note that, as part of its recruitment process, ZOA carries out background and reference checks for all candidates. As ZOA participates in the Inter-Agency Misconduct Disclosure Scheme, all reference checks include a written questionnaire: the “Statement of Conduct”, which will be sent to past employers regarding Misconduct (such as sexual exploitation, abuse or harassment). 

"Women are highly encouraged to apply for the position"

Also we reserve the right to stop accepting applications before the end date if we find a suitable candidate.