Human Resources and Administration Coordinator - Addis Ababa

Objective:

Support development of the Human Resources (HR) system and organisational development at Ayuda en Acción Ethiopia (AeAE), adoption of relevant policies and their implementation at the national and field offices to build a propitious environment for staff, partners and collaborators to contribute to the achievement of the organisational objectives.

Reporting to:

The position reports to AeAE’s Head of Support Services and have a functional link with the Human Resources Department in Ayuda en Acción at the headquarters in Spain.

Responsibilities: 

 HR and Organisational Development Planning

• Identify HR and organisational development needs of AeAE in line with the organisational mandate and the country priorities and propose improvements to the AeAE management.
• Participate in developing the budgets to support adequate staffing and organisational development.
• Ensure that AeAE has a well-balanced and competent team in the national office and the field offices.
• Ensure that all staff carry out their duties based on consistent job profiles with clear objectives and guidance by line managers embedded in the performance management mechanism.
• Maintain up-to-date organisational organograms (national, field, technical specialisation levels) and staff contact lists.
• Develop procedures how to promote high performing staff with added value to new positions in the organisation.
• Maintain the list of consultants, including evaluation of their performance.

Policies and Procedures

• Identify policy gaps and develop drafts of HR related policies on the basis of the country context as per guidance of the Country Director and the Head of Support Services.
• Ensure that country level policies follow organisational regulations with respect to human resources.
• Support the Deputy Country Director in ensuring the approved policies are implemented and reviewed regularly.

Recruitment

• Lead on recruitment processes, including agreeing on recruitment with a hiring manager (line manager), developing job profiles, posting job advertisements, long-listing candidates and organising a selection process.
• Use ethiojobs, talent clue and other local employment platforms in recruitment processes.
• Prepare new employment contracts according to an agreed template and ensure timely issuing.
• Follow up on existing contracts and ensure timely renewal if approved.
• In line with the closure of projects, lead on the termination of contracts and ensuring all due payments are done timely.
• Organise and carry out an induction process of new staff.
• Ensure compliance with the AeA procedures and the national laws for a transparent selection of new personnel, volunteers and consultants.

Training and Development

• Initiate and manage staff training plans in line with the AeAE performance management procedures, gap analysis and priorities of each role and AeAE’s priorities.
• Manage performance management system in AeAE based on the organisational policy, agreed template and timelines.
• Create opportunities for information exchange and joint learning of the AeAE staff.

Benefits and Entitlements

• Support information sharing with AeAE staff on AeAE’s benefits and entitlements as per the AeA policy and the national legislation.
• Support AeAE management in periodically reviewing job classifications and job grading.
• Support AeAE management in a regular review of salary and benefit packages in line with contextual changes and market assessment.
• Support with payroll management on monthly basis.
• Ensure staff members avail of medical insurance, pension and other benefits as per the AeA policy and the national legislation.
• Propose improvements in managing occupational health and safety at the AeAE national and field offices aligned with the national legislation and the AeA policies.

Employee Relations

• Support the Deputy Country Director in establishing and managing the internal staff feedback/complaint mechanism.
• Play an active role in mediating during internal conflict resolution in line with the procedures for conflict prevention, mitigation and resolution.
• Ensure regular information flow with all staff members on key developments in the organisation.
• Visit field offices regularly and feed back to the Field Programme Manager, Head of Support Services and the AeAE country management on the findings and recommendations for improvement.
• Contribute to developing a positive organisational environment supporting the achievement of the organisational mission and vision.

Administrative Support

• Support Logistics with securing adequate equipment for all staff.
• Manage annual and day-to-day planning of holidays, sick leaves, parental leave and similar in line with the AeAE policy.
• Support compliance with the national legislation as per the guidance of the Head of Support Services and the Deputy Country Director.
• Maintain adequate archiving of all personnel documentation.
• Follow up on time sheets and other documentation as per need.
• Act as a focal person for any bank relation with respect to personnel.
• Support with obtaining visa for staff and visitors.
• Share relevant information with all visitors arriving to AeAE, including the information on travel and accommodation, welcome pack and security plan.
• Support the management to have periodic staff meetings, annual retreat, etc.

Grievances and Disciplinary Procedures

• Support the AeA management in developing and administrating grievances and staff disciplinary procedures as per the AeA Policy and in line with the national legislation.
• Manage the termination of contracts as per the AeA policy and in line with national legislation.
• Coordinate access to legal advice and hire legal services in case of need as per the instruction of the AeAE management.
• Support staff to understand and adhere to the grievance management and disciplinary procedures.