HR/Admin Manager - Operations

Employer: International Rescue Committee - IRC

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Addis Ababa - Ethiopia

Posted date: 1 hour ago

Deadline: November, 07/2024 (10 days left)

The HR/Admin Manager is responsible for leading employee contract administration, compensation, benefits, performance management, and exit management. HR functions are performed by IRC policies, procedures, and HR standard methodologies and for providing advice to staff on HR policies and procedures.

Under the supervision of the HR/Admin coordinator is responsible for providing effective and efficient HR service to the programs, optimizing the HR functions, and handling and mentoring Senior HR/Admin officers.

Major Responsibilities

• Maintain a thorough knowledge and understanding of Ethiopia Labor law and regulations, IRC Ethiopia National staff policies, and guarantee adherence and consistent application.

• Promote systematic communication of the IRC Core Values (IRC WAY) to all staff (new and existing staff).

• Participate actively in the review of existing HR/admin policies and Procedures.

• Lead employee contract administration, compensation, benefit, and exit management.

• Ensure all legal requirements (like Pension & Tin registration, notification of separated & aged employees from pension scheme..) are closely followed and implemented.

• Serve as a focal point of HRMIS development and management.

• Ensure the exit management is in line with labor law.

Specific duties and accountabilities:

Contract Administration and Compensation

• Ensure all hiring documents are complete as per the checklist and are audit-free and provide a final review of all new employees’ contract agreements before CD approval.

• Review that all proposed salaries for internal mobility and new hires are in line with the compensation policy.

• Ensure internal equity is maintained for staff compensation and benefits and advise program leads accordingly.

• Ensure staff understands their benefits package and take lead on the effective administration of the benefits.

• Responsible for all field office payrolls executed promptly.

• Responsible for ensuring back payments and payroll adjustments are paid promptly.

• Ensure all payroll-related documents and information are kept and communicated properly.

• Work with HR in the field to improve the information gap using HRMIS.

• Ensure pension payment about the payroll & back payments should be prepared and paid on time.

• Maintain complete timesheets for all national staff on HRMIS.

Performance Management

• Lead performance management program in Addis Ababa.

• Ensure all eligible employees have set objectives, exchange feedback, and conducted a mid-term evaluation and annual evaluations with their supervisor as per the standard timeline and quality.

• Ensure all new hires go through the standard onboarding process, including orientation, background checks, offer letters, updated JD

• Ensure the monthly group orientation program is conducted.

• Provide regular training on performance management, objectives setting, and watching over to implement effective PMP process.

• Follow up with direct line managers to ensure all new staff's probation process.

• Support supervisors and employees in their development and career plan design and implementation.

• In collaboration with HRC & DDHR, responsible for maintaining a PME tracking and processing of merit increments as per the standard timeline.

• Ensure all final payments (severance, PF, remaining salary) are paid within 7 days after receipt of approved exit clearance.

• Ensure a correct and complete work certificate is issued for separated staff upon receipt of approved exit clearance.

Exit Management

• Liaison with field HR leads and Roving HRM to ensure ‘end of contract’ notification letters are delivered for all separated staff in accordance with the law.

• Ensure termination letters are issued and delivered to the employees under the law.

• Lead exit management procedure to ensure a proper and positive transition for departing employees as well.

• Responsible for ensuring all steps of the exit management according to IRC Ethiopia HR/admin manual.

• Lead the employee exit process including employee communication and scheduling/conducting exit interviews.

• Maintain turnover data and provide various analyses and reports that improve staff retention

Talent Management

• Supervising and motivating Senior HR/Admin Officers, following up on their performance, and providing mentoring, to ensure staff development and enable high performance.

• Liaise and provide HR technical support and direction to the field HR team based on the feedback from the focal points and Roving HR Manager.

• Provide regular training on HRMIS and support on HR operations for the field HR team.

Reporting

• Maintain the HRMIS system by processing employment transactions, periodically conducting system audits, and answering internal clients' reporting requests.

• Compile HR metrics information, assess it for the Country Office, and inform the HR/Admin Coordinator and Deputy Director of HR for decision-making.

• Ensure coordination and monitoring of shared activities between other departments.

• Compile cash projection report of the department and share it with finance on monthly basis.

• Perform other relevant duties as assigned (of a similar nature or related in the interest of the organization)

• Compile orientation report for Addis

Safeguarding Responsibilities: -

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]

• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Key Working Relationships: -

• Internal: CD, Program, Logistics, and Finance Departments and all IRC field offices.

• External: Relevant Government, Non-Government, and international organizations.

• Mid-Level and Senior Management Positions

• Total Staff to Supervise: 3 Senior HR/Admin Positions

• Approximate Budget: limited to Office supplies budget line

• Level of Signing Authority and Approval: N/A

Job Requirement

Educational Requirements: -

• University Degree/College diploma in Management, Business Administration, Accounting, or related.

Preferred experience & skills:

• 3 years of relevant experience for postgraduates, 4 years of experience for degree holders.

• Experience in facilitating and providing training/orientations is preferable.

• NGO experience in Human Resources is preferable.

• Excellent communication and interpersonal skills.

• Computer literate, especially in PowerPoint, MS Word and MS excel.

• Excellent in English and Amharic both speaking & writing.

• Ability to work under pressure.

Female candidates are highly encouraged to apply.

IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

How to Apply

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