08-April-2024

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 peoples 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.

I.Summary of position

The Base Human Resource Assistant roles purpose, engagement and delivery is:

Purpose (The substantive focus of the job encompassing scope, depth, and difficulty of work both conceptual and applied)

• Assisting the basic Human Resource functions and Procedures in line with Action Against Hunger policies and Procedures.

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 employees 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

• NA

III.Gender Equality Commitments

• Fosteranenvironment that supports values of women and men,andequal access to information.
• Provide a workenvironment where women and men must beevaluated andpromoted based on theirskills andperformance.
• Respect beneficiarieswomen, men, children (boys and girls) regardless of gender, sexorientation, disability, religion. race, color, ancestry,national origin, age,or marital status.
• Value and respectall cultures.

IV.Fiscal Responsibility

• N/A

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.

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