HR and Administration Officer

Job Description

Main Duties

  • Controls Time sheet for all staff and checks monthly payroll and ensures accuracy of basic personnel data before payment is effected;
  • Handles staff termination and related activities including writing resignation acceptance letter, ensuring exit interview is filled by staffs that leave the organization, ensuring that their clearance is complete, etc;
  • Ensures that personnel functions are carried out according to the HR Policy and procedure manual;
  • Makes announcements in relation to staff and holidays and coordinates different events;
  • Updates staff data that is required to prepare ID and sends it to the selected company who is issuing the ID;
  • Issues temporary ID for staff as required and for contract staff.
  • Ensures that Personnel records database are kept up-to-date;
  • Records and updates salaries and allowance charges, transfers, promotions completion of probation, termination of service etc… of staff on personnel files and computer databases;
  • Keep records of leave balances of staff and notify them of their leave balance annually.
  • Maintains the various benefits record, updates and follows up their utilization;
  • Assists in enhancing staff performance and maintenance by establishing motivational and reward system
  •  Provides assistance to Impact Areas/Sites on benefit manage;
  • Follows up and communicates leave planning and utilization;
  • Communicates staffs after  medical expense settlement request is approved, and follows up medical fund utilization and expense settlement;
  • Follows up that  all staffs are insured when they travel in country or abroad for business purpose;
  • Handles medical, leave,  and other related matters of sub office  based personnel who are referred to Addis on medical grounds or other official business;
  • Keep a complete, comprehensive and up-to-date central records of all personnel matters of each and every staff members;
  • Establish a new Personnel file and records data of all newly recruited personnel;
  • Sort and file inward and outward personnel correspondences;
  • File inactive personnel files separately;
  • Provide information on personnel matters;
  • Provide personnel files for reference against signature when requested by authorized personnel;
  • Follow up of proper filling of the vendor agreements
  • Maintain an up-to-date vendor list of classified suppliers in Addis (E.g. Stationery shops, hardware, tools, furniture, equipment etc.) and make it available on request;
  • Compliance check of contracts and their amendment
  • Ensure proper translation of organizational policies
  • Ensure the effective and efficient use of all organizational resources in order to keep costs low and ensure the security of staff.
  • Follow arrangement of vehicles for field trips and supervisions
  • Ensure appropriate communications tools are in place for all activities
  • Ensure for the coordination of travels for all activities
  • Ensure the proper translation of vehicle policies
  • Ensure the timely arrangement of vehicle maintenance services
  • Ensure vehicles are properly managed in the fuel and tyre consumption and translate the vehicles log sheet on a monthly basis.
  • Follow the proper management of generator 


Qualification:   BA in Human Resource Management, Business Administration, or related fields with a minimum of 3-years relevant experience.

Salary: Negotiable

How To Apply:

Interested and qualified applicants are invited to send their Application letter, CV and scanned documentation via email to  within fifteen working days from the date of this announcement. Only shortlisted candidates will be contacted. 

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