HR/Admin Officer - Readvertisement

Background of IRC:

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At-work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. IRC leads the way from harm to home. Began work in Ethiopia, 1999 in response to severe drought that happened in Ethiopia’s Somali region. Currently, providing assistance in ten different regions implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response. 

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as an equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview/Summary: 

Under the supervision of the Senior Field Manager and technically supervised by HR/Admin coordinator, HR/Admin Officer will be the responsible person of the field HR/Admin department with all functions carried out by the department including talent management, contracts management, staff development, THE IRC Way, performance management, on boarding, staff grievance handling, benefits administration, payroll and related payments, follow up on contract extension, Timesheet collection, filing, , Insurance and HRIS. He /She work closely with all departments in the field office and HR/Admin Addis, The HR/Admin officer participates in maintaining and reviewing all administrative and human resource systems and procedures. He /She will ensure uniform compliance with policies and procedures at the field site and provides technical support to the field office and the team.   

Major responsibilities include: 

HR Talent Strategy and Talent Architecture:

• Maintain a thorough knowledge of IRC personnel policies and Implement IRC’s new Global HR Operating Policies and Procedures in every site of the field office; and ensure all HR/Admin activities are carried-out in adherence to these standards.

• Participate in reviewing national staff policies and recommend for changes/additions/deletions to the HR/Admin Coordinator

• Promote and uphold THE IRC Way: Standards for Professional Conduct. 

• Ensure the provision of good quality, appropriate and clearly communicated advice to field line managers on all aspects of HR management, policy, and practice, including work force planning, job design, employment law, employee relations issues, and communication and consultation strategies.

• In consultation with HR/Admin coordinator and Senior Field Manager the HR/Admin Manager should consult line managers in succession planning and in strategic way of talent retention.

• Work with HR/admin coordinator and Senior Field Manager on implementation of strategic planning of the department.

• Provide advice and support to all field employees and Managers in interpretation of HR policies and procedures and provide technical support on HR related matters, including but not limited to, recruitment, orientation, career development, performance evaluation, disciplinary action, and separation. 

• Ensure that the EEO (equal employment opportunity) is in place incompliance with existing labor proclamations and the IRC personnel policy.

Talent Acquisition and management:  

• Work with Senior Field Manager to determine workforce needs, identify the field human resource and competency gaps, and devise a development and workforce plan to promote staff development and retention.

  Plan and respond to the recruitment needs in timely fashion. 

  Review job specification against the position classification guideline; and all the basic information are filled on the Personnel requisition form (PRF).

  Advice Hiring managers on reviewing job descriptions and specifications.

  Support and guide the HR team on posting job advertisements, screening applicants, conducting job interviews/written tests, reference checks, extending job offers, and ensuring new employee’s paperwork/hire pack is processed accurately.

  Participate in recruitment process of higher positions; and ensure that vacancy announcements are made through appropriate media.

  Oversee that CV reviewing, interviewing, reference checking, job offer, orientation and travel arrangement are going in line with the recruitment plan.

  Ensure that recruitment process is fair and transparent and in line with IRC Global HR policies and procedures.

  Ensure proper orientation for all new staff with periodic follow up and collaborate and coordinate with field coordinator and other departments to provide an engaging and welcoming orientation.

  Oversee exit management process to ensure unspoiled and positive transition for departing employee.

  Ensure the staff to conduct exit interviews for exiting national staff and maintain its copies on the file and conduct the exit interview analysis and report to Addis HR once in a year.

Supervision and Support 

• Manage, train, coach and evaluate field HR staffs; create detailed plan to build capacity including performance objectives and development in collaboration with Senior Field Manager.

• Ensures appropriate matches between personnel and jobs.

• Provide refreshment training on PMP and ensure the yearly PMP (performance management program) is conducted at field office level in compliance with the guideline. 

• Work on succession plan for field HR/Admin department staff. 

• Ensure that the subordinates are working in a harmonized manner with consistency among application of policy throughout the field office, and identify and implement mechanisms to ensure cooperation, communication, and teamwork.

• Identify the gap in the field HR/Admin department and create the solution in collaboration with the HR Coordinator and the Field Coordinator. 

• Assess the skill and gap of field HR/Admin staffs and recommend training. 

HR Service and Administration:

• Ensures legal compliance by monitoring and implementing applicable human resource rules and labor law.

• Ensure and follow up daily HR-related administrative duties are executed as per the expected quality in a timely manner.

• Assist and review all HR/Admin documents such as payroll, Overtime pay, back pay, severance, adjustments, acting allowance, new employee Insurance list, hiring recommendation   and new contracts etc. … prepared by subordinates before it will be sent to Addis Ababa 

• Review employment contracts purchase requests and payment requests made by other HR staff before it is submitted to Finance.

• Ensure that the field office organogram is updated in line with the workday. 

• Maintain updated tracking of staff Performance Evaluations, different HR related staff data analysis. 

• Follow that all increment, promotion, transfer, and disciplinary letters are written in compliance with personnel policy in timely manner.

• Ensure all personnel files are kept complete and maintained confidentially in a lockable cabinet. 

  Maintain updated HRIS /Workday / database as well ensure all the field office HR/Admin staff trained on HRIS and update the database on time. 

  Participate on the field office budget proposals, Grant Opening and Closing meetings.

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.

Educational Requirements:

• BA Degree in Management, Public Administration, Human Resources Management, or related field of study from recognized university.

Preferred experience & skills: 

• Two years relevant experience for BA and Five years for Diploma holders and at least one year for postgraduates.
• NGO experience in HR and Admin is a plus.
• Strong organizational skills.
• Proven management skills. 
• Experience in working with multicultural and diversified workforce.
• Working experience in HRIS is preferable. 
• Excellent representational skills. 
• Excellent communication and interpersonal skills. 
• Ability to work under pressure and attention to details.
• Fluent spoken and written English.
• Computer literate: MS Word, Excel, Power point, outlook

Language Skills: 

• Proficient in English writing and speaking skills and the ability to speak the local language is advantageous

How To Apply

Candidates meeting the above qualifications are encouraged to apply only through the below IRC On-line recruitment website: 

IRC Career Site: - https://careers.rescue.org/us/en/job/req52451/HR-Admin-Officer-Readvertisement

Please include 3 references from current and former employers.

Applications will not be returned. IRC discourages phone calls or personal visits. 

Only applicants meeting the minimum qualification will be short listed and contacted.

Female candidates are highly encouraged to apply.

Your application letter/cover letter must include the following information. 

• Name of the position you have applied for 

• Date of application 

• Summary of  your qualifications and experience 

• Motivation/objective of why you have applied for the job

• Permanent Address and present address (if different from permanent) and telephone number if possible also email address 

• Disclose any family relationships with existing IRC employees. 

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. 

Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons. 

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols, and other supportive benefits and allowances.