Plant HR and Administration Officer

Company Description:

Our company Yetem Trading PLC has been engaged in trading business since 1983 E.C. and owned a cosmetics house that supplies and distributes different brands. Yetem Trading has its extensive customers base from all over Ethiopia, and has created an assortment of collections that has gained its reputation to be the leading name in the cosmetics sector. Currently we are investing to establish a manufacturing unit of personal care cosmetics and plastic. The company owns 5000 Sqm plot manufacturing facility in Sheger City Administration which is at 4 km North of Addis Ababa at specific place called Sululta. We installed technologically advanced machines and we are on the verge of starting production.

Position Description

The position holder is mainly responsible for:

• Ensuring planning, coordination and control of the human resource and general administration process.
• Planning performance management and improvement system, employee development, needs assessment and trainings.
• Control make sure employment and compliance are in line with local regulatory framework.
• Partnering support line mangers and making sure targets are met
• Main function is to ensure employee safety, welfare, wellness, and health

Major Duties:

• Provide guidance in strategic staff planning and in the development of the organizational/departmental structures.
• Coordinate the recruitment processes. Ensure to facilitate and arrange the process from staff request to final placement. Serve as secretariat to all interview panels.
• Manage the procurement of consultants (task based) and draft the Terms of Reference in liaising with the head of department; determine daily remuneration, to be paid in accordance with the established fee schedule.
• Monitor staff contracts and coordinate the renewal and end of contract management.
• Facilitate the induction/briefing/onboarding programmes for all incoming staff and consultants.
• Prepare a welcome pack for visitors and new staff, Coordinate briefing and debriefing programmes which include joining and exit procedure management and conducting of exit interviews.
• Update in the company human resource information system for new joiners, leavers or any changes required.
• Ensure in collaboration with the Logistics and Procurement department prior arrangement for standard office and accommodation facilities arranged.

Performance Management:

• Ensure that all staff have relevant, up-to-date and duly signed job descriptions. Carry out periodic job analysis and job description reviews in collaboration with the departmental head and produce an effective working organizational structure.
• Lead the roll out and management of an effective performance management system for all staff, and ensure the staff learning and individual trainings plans are aligned with the gaps identified and programme needs; and Coordinate & support proper and Timely implementation of performance appraisal by different Managers, (manage, track, monitor and report the scheduling of performance interviews).

Payroll Administration and Management:

• Manage staff payroll and ensure that all regulatory payments and remittance are up to date, and this includes staff medical cover, group insurance scheme and pension contributions.
• Ensure effective and efficient utilization of the time sheets by staff and verify budget allocation, report, and address any variances.; and
• Manage staff leave in consultation with the departments head. Update the records and advise management on any unauthorized absenteeism follow-up in the company Human Resource Information System.
• Coordinate all departments for prior planning of annual leaves and follow-up on its implementation

Compliance, procedures and reporting:

• Advise and guide staff/managers on disciplinary, staff misconduct and staff grievance procedures and case management. Act as an impartial mediator in disciplinary procedures and ensure it is administered in an equitable and fair manner and meets all legal and labor regulations and requirements.
• Disseminate and create awareness on the company's Policies which include the Code of Conduct.
• Ensure compliance with all statutory requirements of Ethiopia Law and advise management and staff on correct interpretation and application.
• Establish and maintain equity, transparency and consistency in the interpretation, determination, implementation, and administration of the HR policy, procedures and guidelines on all HR related matters applicable to the staff.
• Review and update the human resources policies in consultation with the top management. Ensure that the human Resources polices are in line with the labor act and other regulatory authorities.
• Communicate to all concerned on regular basis the human resources and administrative updates and changes.
• Conduct staff satisfaction survey and submit an analysis report management review.
• Develop and submit human resources reports as requested; and
• Manage and standardize the human resources processes and documentation to meet the internal audit and regulatory bodies requirements.

Liaison with Government Offices:

• Be the focal person to maintain good relationships with relevant government ministries and departments, especially the Ministry of Labor;
• Ensure compliance to government by ensuring that the organization is registered and meet all the statutory requirements, for instance, registration with pension organization.
• Manage the processing of the work permit application of foreign employees; and
• Participate in the Human Resources forums and other coordination/cluster meetings. Identify and advise the management on HR best practice..

HR Management and Accountability:

• Follow-up and address the human resources issues and concerns raised through the collaboration of the other top Manager.
• Be the focal person to coordinate activities regarding staff activities, staff engagement and welfare issues.
• Support cultural changes in the organization through a variety of different methods, including implementing action plans following Staff Survey and enabling a culture of Staff engagement and learning.
• Develop and coordinate the staff workplace programmes to include activities such as dissemination of information on various professional issues,
• Corporate Social Responsibilities and professional development programs; and
• Maintain and update the personnel files; (Follow up & ensure that every human resource related hard and E-documents are complete)
• Attend to other duties as directed and instructed by the line manager

Qualification and Experience:

• BA in Management or related fields with 4 to 6 years experience as and HR and Admin manager out of which at least 2 years experience as HR for a manufacturing factory is mandatory.

Knowledge of Oromiffa language is a plus