HR and Admin Coordinator

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Category:
Business and Administration, Human Resource and Recruitment, Management
Location:
Jigjiga, Somali 
Career Level:
Senior Level (5+ years experience)
Employment Type:
Full time
Salary:

Job Description

Role Purpose

The role holder is a HR and admin professional responsible for managing the HR and Admin processes in save the Children Ethiopian Jigjig a Field Office. As a HR and Admin Coordinator, s/he will be responsible for ensuring compliance with the Save the Children’s policy and procedures with regard to new employee Recruitment, Performance Management, manage personal records, properly keep all documents properly, prepare reports and proper implementation of staff benefits and Ensure that new staffs are registered with the government pension scheme and required documentations are submitted to POESSA. Coordinate and monitor registration of new employees into the HRIS system and ensure updating of staffing changes on the system within 3 days. Provides Human Resources information for management and staff based on data analysis and interpretations.

SCOPE OF ROLE:

Reports to: FOM

Staff directly reporting to this post : 11

Dimensions: Save the Children works in all regions of Ethiopia with a current staff complement of approximately 1800 staff and current expenditure of approximately $90+ million each year.

KEY AREAS OF ACCOUNTABILITY:

HR and Admin responsibilities

  • Directly lead and manage the project offices and areas support staff.
  • Ensure that SCI policy implementations for human resource management functions at the project offices comply with legal and administrative requirements of   national and regional government requirements.
  • Ensure that effective and efficient human resource management systems and procedures are in place at the Area office and are regularly updated and implemented in line with the national policies.
  • Facilitate, organize and participate in the recruitment process of new staff and the familiarization of SCI policies and working guidelines in the form of induction to all staff of the project offices. Participate in the recruitment, selection, placement and termination (contract extension) of employees as called for and respond to staff problems.
  • Oversee the performance management system, personnel records, employee relations, as well as training and development of the staff in the Project Offices. Also ensure that relevant reports are produced and dispatched timely to the pertinent organs in the organization.
  • Ensure the effective and efficient use of all SCI resources mainly but not limited to human resource in order to keep costs low and ensure the security of staff.
  • Facilitate all legal issues in order to have ad hoc specialist legal advice, opinion and services and to keeping abreast of relevant statutory legislation and regulatory requirements.
  • Oversee proper implementation of staff benefits package for Field office staffs and ensure that records are maintained and updated.
  • Ensure that exit procedures are properly followed during staff separation. 
  • Support initiatives on staff wellbeing program. 
  • Liaise with line managers on planning and utilization of annual leave by creating proper awareness and making negotiations if necessary. 
  • Gather required staffing information and communicate to the insurance company within 3 days for inclusion of new staffs in the existing insurance policies and exclusion of separated staffs.
  • Ensure that new staffs are registered with the government pension scheme and required documentations are submitted to POESSA.
  • Coordinate and monitor registration of new employees into the HRIS system and ensure updating of staffing changes on the system within 3 days.
  • Provides Human Resources information for management and staff based on data analysis and interpretations. 
  • Maintain confidentiality in respect of all staff records whether manual or computer maintained. Coordinate submission of required HR information to CO HRIS Coordinator on regular basis and when requested.
  • Liaise with managers and employees and ensure online submission of timesheet as per the standard set timeline.
  • Respond sensitively and professionally to the children, young people and families who work with SCI Ethiopia.
  • Administer area office level benefits including insurance coverage, cliaims, change reporting and responds to questions from providers and employees
  • Administer undertakings related to compensation, performance, and employee benefits
  • Administer the development and implementation of records management procedure intended to standardize filing, protecting, and retrieving records, reports, and other information contained on paper
  • Comply with all relevant Save the Children policies ad procedures

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

  • Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

  • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
  • Widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically

Collaboration:

  • Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
  • Values diversity, sees it as a source of competitive strength
  • Approachable, good listener, easy to talk to

Creativity:

  • Develops and encourages new and innovative solutions
  • Willing to take disciplined risks

Integrity:

  • Honest, encourages openness and transparency

Job Requirements

KEY COMPETENCIES (Save the Children competency framework – to Skilled level)

·         Delivering Results

·         Developing Self and Others

·         Problem Solving

·         Applying Technical & Professional Expertise

·         Communicating with Impact /  Working Effectively with Others


QUALIFICATIONS AND EXPERIENCE

  • A minimum of BA degree in HRM, Management, Business administration, Public Administration or related field of studies.
  • Four years of relevant progressive experience out of which three years’ direct in Human Resource Management, Administration in INGO’s.

Essential

  • Committed to HR professional ethics (such as confidentiality and integrity)
  • Ability to carry out duties independently with minor supervision.
  • Must be great multi-tasker who stay organized and manage the time and multiple priorities in order to succeed.
  • Detail-oriented individual who think quantitatively, who can work well under pressure and be capable of meeting rapid, frequent deadlines.
  • Strong communication (written and spoken) and strong interpersonal skills, with experience in managing multicultural teams, cultural awareness and ability to build relationships quickly with a wide variety of people across the organization.
  • Customer orientated, flexible approach, solution focused and ability to work for quick delivery
  • Knowledge on Pension Laws and relevant local laws

Desirable

  • Excellent people skills and a high numerical aptitude.
  • Possessing an accounting background.
  • Demonstrating strong computer skills (MS-Excell & Agile HR payroll system).
  • Demonstrating strong communication skills.
  • A proactive individual with a 'can-do' attitude and customer-oriented mentality.
  • Have problem solving skills, able to deal with disputes, grievances and staffing problems and able to deal with people who are upset or stressed and able to be patient, tactful, diplomatic and approachable
  • Self-starter & enthusiastic team player
  • Resourcefulness and creativity in the area of assignment

How to Apply

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard. 

 

We are working towards three breakthroughs in how the world treats children by 2030:

  • No child dies from preventable causes before their 5th birthday
  • All children learn from a quality basic education and that,
  • Violence against children is no longer tolerated

 

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations.  A copy of the full role profile can be found at https://stcuk.taleo.net/careersection/ex/jobsearch.ftl

 

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

 

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.  
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