HR Officer

Position Summary:

Are you ready to shape the future of our organization's most valuable asset – our people? Join us as an HR Officer, where you'll play a pivotal role in driving our HR function forward. As a key member of our team, you'll lead efforts in recruitment, employee relations, performance management, training and development, and HR administration. Your passion for fostering a positive work environment will shine as you serve as a trusted point of contact for our employees, ensuring their needs are met and voices heard.

Reporting directly to our esteemed HR Manager, you'll have the opportunity to contribute directly to our strategic initiatives, providing valuable insights and data that fuel our decision-making processes. Your collaborative spirit will be essential as you work closely with department heads to implement HR policies and procedures that reflect our organization's values and drive toward excellence.

If you're a dynamic individual with a knack for building strong relationships, a keen eye for detail, and an unwavering commitment to ethical HR practices, we want you on our team. Join us in shaping a workplace where talent thrives and innovation flourishes.

Functional Relationships:

• Pharo Ventures Team in Ethiopia, which includes Admin, Finance, Operations
• Pharo Ventures Team in Nairobi, Kenya & Somaliland
• Pharo Foundation Team in Rwanda & London

External Relationships:

• Private Organizations Employees' Social Security Administration - Poessa.
• Recruitment agencies
• Job Boards and Professional Networks
• Educational Institutions
• Legal and Compliance Consultants:

DUTIES AND RESPONSIBILITIES

Recruitment/New Hire Process

• Collaborate with hiring managers to draft comprehensive job descriptions, promote vacant positions through various channels, and facilitate the selection process by shortlisting candidates and arranging interviews.
• Manage the posting of job advertisements and organize incoming resumes and applications effectively.
• Coordinate interview schedules and provide assistance during the interview process as needed.
• Validate the completeness of recruitment documents and gather all necessary information for contract preparation.
• Timely preparation of job offer letters and employment contracts, ensuring alignment with the job description and obtaining signatures from the new employee.
• Facilitate background and reference checks to verify candidate credentials and suitability for the role.
• Establish and maintain organized new employee files to ensure compliance with documentation requirements.
• Oversee the completion of compensation and benefit paperwork, ensuring accuracy and completeness.
• Coordinate the scheduling of onboarding and orientation programs for newly hired staff to facilitate a smooth transition into the organization.
• Maintain and update a database of resumes to support future recruitment needs.
• Monitor the status of recruitment activities for open positions and provide regular updates to stakeholders.
• Verify that newly hired employees have signed all necessary internal organizational policies and forms, such as the employee manual and PIAM policy document, to ensure compliance and understanding.

Training and Development

• Collaborate in the planning, coordination, and scheduling of all training programs to ensure alignment with organizational goals and employee development needs.
• Conduct follow-up activities after training sessions to gather feedback, assess effectiveness, and identify areas for improvement.
• Support the development and maintenance of comprehensive training programs, both internal and external, by contributing insights and assisting in program design and implementation.
• Monitor and record all training activities to track participation, completion, and outcomes effectively.

 Performance Management

• Collaborate with the HR Manager to ensure timely completion of evaluations and gather pertinent data from performance assessments.
• Facilitate the prompt establishment of goals, submission of reviews, and objective setting, ensuring adherence to timelines.
• Verify that all staff members have clearly defined roles and undergo performance evaluations according to the designated schedule.
• Aid in the creation of an annual appraisal process calendar, distribute requisite forms and templates, and assist in drafting necessary documentation.

 Record Maintenance

• Update and maintain staff leave records, prompting line managers to approve leave requests in a timely manner.
• Capture biographical and organizational data for new employees.
• Maintain employee data by recording daily status changes and processing terminations.
• Reconcile staff movements on a monthly basis.
• Administer and track time data, including making corrections and processing overtime.
• Conduct regular audits of system information to ensure accuracy and validity.
• Update and maintain employee benefits, employment status, and related records on HR system.
• Manage records pertaining to grievances, performance reviews, and disciplinary actions.
• Conduct file audits to ensure collection and maintenance of all required employee documentation.
• Ensure complete and up-to-date filing of all HR policies and procedures documentation according to agreed filing systems.
• Oversee completion of compensation and benefit documentation.
• Address administrative HR issues such as annual leave, personnel data, and labor relations.
• Ensure completion of pension formalities and issuance of pension ID cards for all employees.
• Monitor contract expiry dates and initiate contract renewals before expiration.

Employee Benefits & Compensation Management

• Compile and prepare payroll inputs and overtime information promptly, submitting reports to the HR Manager as scheduled.
• Follow up on reports concerning staff worker's compensation insurance.
• Supervise staff medical claim requests for reimbursement.

Employee Relation

• Provide guidance to Managers and Supervisors on staff management, handling employee relations, and addressing grievances.
• Foster a culture of teamwork, commitment, and performance throughout all departments.
• Address and manage various employee-related issues.
• Process grievances and maintain related records.
• Handle employee queries and complaints effectively.
• Provide counseling to employees as needed.
• Assist Managers in addressing employee discipline and grievance matters.

HR Policies and Procedures

• Ensure adherence to HR Policies & Procedures in all employee-related matters.
• Provide counseling to employees regarding policies and procedures.

 Separation

• Ensure compliance with all required EXIT procedures, including receipt of official resignation letters, completion of notice periods, and utilization of accrued vacation leave days (if possible), completion and signing of clearance forms, and documentation on the system.
• Identify and process all final payments, and prepare work certificates as necessary.
• Ensure timely submission of required exit information to the Finance department.;

Qualification Requirements

• Bachelor's degree in HR Management, Business Administration, or related field.
• 2+ years of relevant experience in HR roles.

Competency Requirements

• Knowledge of Ethiopia employment laws and regulations.
• Experience in recruitment, employee relations, and training.
• Familiarity with compensation and benefits administration.
• Proficiency in HRIS software.
• Strong problem-solving, communication, and ethical standards.
• Adaptability and willingness to learn.

How to apply

Interested applicants who meet the minimum requirements may send thru;

recruitment.pv@pharoventures.com to apply with a detailed cover letter and CV (preferably as a single PDF file) within fourteen (14) consecutive days after the first day of this vacancy announcement.

An updated list of at least three (3) referees with their names, titles, current email addresses and phone numbers as follows; one (1) supervisor and one (1) direct report and one (1) peer.

Review of applications will be on a rolling basis. In the event that we identify an outstanding applicant early in the search process, we reserve the right to appoint before the deadline. For this reason, we encourage interested candidates to apply as soon as possible. Due to the high volume of applications expected, we regret that we will only be able to contact the short-listed candidates.