Human Resources & Operations Officer

Background

The Hailemariam & Roman Foundation (HRF) is a non-profit international NGO established by the Former Prime Minister of Ethiopia, H.E. Mr. Hailemariam Dessalegn & the Former First Lady of Ethiopia, H.E. Mrs. Roman Tesfaye. 

It strives to support the efforts of government, communities, and partners in bringing socioeconomic transformation in Ethiopia and the broader continental Africa. 

With four of its programmatic focus areas- maternal & child health and nutrition, climate-smart conservation and agriculture, economic empowerment of women and youth, and synergizing each other, the foundation envisions seeing “A healthy and economically empowered community in a well-conserved environment.” Geographically, its support focuses on areas with the highest disparities where the foundation could add value.

Summary Of Job Responsibilities

Under the supervision of the Head of Finance and Operations, the HR & Operations Officer will provide operational support in several areas including HR- recruitment, employee relations, salary and benefits administration, and all general services. 

Additionally, the HR & Operations Officer processes various forms related to documenting human resources activities such as new-hire, change-of-status, medical and other benefits, leave tracking, performance evaluations, training, terminations; purchase requestion, logistics, fixed asset, etc.

Position-Specific Duties and Responsibilities

Human Resources Administration Functions 

• Run the day-to-day administration, coordination, and facilitation of HR programs, procedures, and operation support services activities.

• Organize and manage recruitment processes for full-time and short-term positions including finalizing job descriptions, advertising vacancies, screening candidates, scheduling and participating in interview panels, and processing documentation for offers and deployment. 

• Lead recruitment, selection, and onboarding and facilitate ongoing training as appropriate for all employees 

• Prepare and disseminate internal and external vacancy publications and liaise with candidates and management at different stages of the recruitment process.

• Initiate and follow up on reference checks, and ensure that other background and legal checks are performed.

• Ensure that the staff adheres to employment standards, HRF HR policies, and procedures.

• Provide HR support to the programs including compensation and benefits management, HR information management, performance management, conflict resolution, HR communications, regulatory filings, and personnel file compliance. 

• Review, disseminate, and ensure full compliance with HR policies and procedures in tandem with local labor laws, Donor Partners' rules, and regulations. 

• Advise project leadership and staff on effective talent management practices, including HRF’s Training and Development program. 

• Review and develop better methods to improve performance, remuneration, benefits, salary structures, benchmarking of compensation, etc.

• Deliver and support employee engagement and motivational activities. 

• Assist in establishing a Human Resources platform for HRF in field program offices

• Assist in process forms and system updates related to new employees, change-of-status, performance evaluations, benefits changes, separations, etc.

• Recommend improvement or changes in systems, policies, and procedures to Senior management.

• Assist with Benefits, Payroll, and Accounts Payable to ensure HR-related procedures and processes are handled and resolved on time.

• Provide documents related to gender, safeguarding, code of conduct policies, zero tolerance, and professional standards of HRF and strictly follow its implementation.

• Respond to staff requests for administrative support as needed. 

• Conduct exit interviews. 

Operations Related Functions 

• Prepare annual plan and budget for the administration and general services activities of the Foundation.

• Follow up with concerned divisions of the Foundation, the preparation of annual plans and budget, related to HR and Operations functions. 

• Coordinate the procurement and property/asset management policies, regulations, and guidelines of the Foundation, prepare internal guidelines, and follow up on proper execution,

• Direct and control the activities of purchasers, drivers, guards, cleaners, and other general service staff per the Foundation’s rules and regulations.

• In collaboration with the Programs team coordinate workshops and seminars 

• Follow up the proper implementation of Human Resources and general service policies and procedures by all concerned.

• Organize and Follow-up the purchase process of items with relevant divisions of the Foundation.

• Keep proper record of all fixed assets/property at the Foundation.

• Organize the property acquisitions, use, custody, and disposal procedures

• Guarantee the registration of fixed asset and insurance of the same

• Approve store requisitions 

• Ensure efficient and adequate provision of general services to divisions and individuals at the Foundation.

• Supervise/evaluate the performance of the staff under his/her authority

• Ensure cleanliness, tidiness and security of offices, facilities and premises of the Foundation Offices.

• Follow up the timely maintenance of damaged facilities, vehicles, equipment, and other items at the Foundation.

• Keep up-to-date records of the properties at the Foundation.

• Prepare different personnel management and administrative-related formats 

• Monitor the proper and economical use of office equipment, telephones, and other office utilities 

• Prepare and submit performance reports of the Section as per the directives thereon.

• Follow up the process and developments of the economic self-sustainability projects of the vicariate

• Compile and submit monthly, quarterly, and annual reports as required 

Other responsibilities 

• Perform tasks assigned by the Head of Finance and Operations

Vacancy number: HRF- HO-01/2024

Job Band and Grade:  HQA - X

Immediate Supervisor:  Head of Finance and Operations

Salary and benefits: As per the Foundation’s scale.

Duration of contract: For one year with the possibility of extension.

Minimum Requirement

Education: BA/MA degree from a recognized University in Human Resources Management, Management, Business Management, Accounting, and related disciplines.

Experience:  At least 8 /5 years of experience, or equivalent combination of education and experience, with at least 3 years of experience working in local or international NGOs. 

Other Skills: Excellent knowledge of MS Word, Excel, PowerPoint, and HR systems. 

Competencies 

• Demonstrated experience and familiarity with international development systems and policies. 

• Demonstrated knowledge of HR policy, local labor laws, and the rules and regulations of donor-funded organizations. 

• Ability to work independently as well as in a team environment. ? 

• Strong writing and presentation skills with the ability to communicate well within and across diverse groups and perspectives. 

• Strong attention to detail, accuracy, and organizational skills with the ability to be flexible 

• Verbal and written fluency in English is required. 

• Ability to travel and work throughout field program offices in Ethiopia 

How To Apply

Send your CV and cover letter to the email address: b.hailemariam@haileromanfoundation.org or deliver a hard-copy of your CV and cover letter in person at Hailemariam & Roman Foundation head-office located next to American Embassy on Algeria Street.  The deadline to apply is July 26th, 2024.