Human Resource and Administration Coordinator


Title:  Human Resource and Administration Coordinator

Location :  Addis Ababa, Ethiopia, with Frequent Travel

Employment Category :  G1

Reporting To : Support Services Manager

Direct Reports:  (NA)

Start of Contract & Duration :  12 Months

Posting date : January 27, 2021

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region, and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

  PROJECT BACKGROUND

The Danish Refugee Council (DRC) is leading an international consortium to deliver a £21 million programme to protect would-be migrants and refugees from unsafe irregular migration through and from Ethiopia.  The 4-year programme, funded by the Foreign, Commonwealth, and Development Office (FCDO, UK), will address the barriers to reducing unsafe irregular migration from Ethiopia and ultimately reducing unsafe regular migration through and from Ethiopia, taking into consideration attention to the most vulnerable group — women, girls and unaccompanied irregular migrants — and coordination with key stakeholders.  The programme is anticipated to be innovative, cross-sectoral and solutions-oriented with strong emphasis on research, learning and adaptive management.

OVERALL PURPOSE OF THE ROLE:

The purpose of the Human Resource & Administration Coordinator position is to play a key role in handling human resource and administration matters of the Ethiopian Migration Project to ensure that the programme staff in the field, head office as well as partners’ staff receive adequate support and provide professional assistance to enhance programme implementation.

The Human Resource & Administration Coordinator will be working to provide HR and Admin technical support by ensuring adherence to the relevant DRC, programme rules and regulations and cascading any HR & Admin policies to maintain compliance across the programme.

RESPONSIBILITIES

Administration

  • Ensure timely payment of office rent and utilities and ensure these are appropriate, safe and functional in consultation with relevant units for maintenance of equipment as needed (i.e. generator, security system, health and safety, communication & internets, photocopies etc.)
  • Oversee proper handling of travel and accommodation and transportation of programme staff, by ensuring documentation and maintaining accurate records of related expenses.
  • Handle the recruitment process of Expatriate staff members and handle all expat related issues.
  • Ensure administrative processes are in place to manage timely payments of bills, house lease payments and other regular expenses.
  • Oversee timely procurement of admin items and office supplies, from purchase requisition to payment, in line with DRC and FCDO requirements.

Personnel Administration

  • Maintain a thorough knowledge of DRC HR policies and ensure employee adherence.
  • Ensure personnel files are complete and accurate assuring adherence to highest level of confidentiality.
  • Maintain updated Job description database for all programme staff.
  • Oversee leave management, maintain leave tracking ensuring complete documentation for programme staff.
  • Ensure timely submission of timesheets by programme and shared staffs.
  • Coordinate and handle all recruitment processes by ensuring compliance to hiring procedures as outlined in the HR manual.
  • Oversee recruitment processes, ensuring that all recruitment steps, including job advertising, application collection, test administration, document verification, reference checks, interview scheduling and record keeping, are completed in line with DRC requirements and in a timely and efficient manner.
  • Maintain tracking system of the recruitment process and compile monthly report on recruitments.
  • Make sure timely orientation occurs for all new staff, including with relevant departments within DRC.
  • Oversee maintainance of database of trainings attended by staff.
  • Ensure performance management is implemented effectively, monitor and support programme managers to complete and submit on time.
  • Assist in development of annual staff development plan.
  • Timely enrolment of staff in to insurance benefits package.

Technical Support

  • Be a focal person for HR related issues to coordinate with Country Office and implement programme requests in terms of recruitment and promotion
  • Provide technical advice to the programme team on HR related issues, including DRC policy, taking a proactive approach to problem solving and trouble shooting.
  • Ensure the implementation of HR and Admin policies in a timely manner to enhance a consistent and compliant ways of working across the programme.
  • Provide orientation to relevant staff and programme managers to help implement HR policies and procedures in compliance to DRC and Donor rules.
  • Advise managers and staff members to use internal staff development opportunities and create awareness on the Learning Catalogue of DRC.
  • Organize induction on quarterly basis to make sure that all relevant staff, partners and programme managers get proper understanding of HR and Admin policies to enhance compliance across the programme.
  • Support line managers in field locations to manage employee relations.
  • Determine salary and remunerations of a new hires in consultation with PMU and Country Office and facilitate salary reviews if raised as a concern from programme staff.
  • Conduct a weekly or agreed meeting schedule to plan, follow and proactively solve any potential HR & Admin issues at Addis or field levels for timely implementation.
  • Any other duties as assigned by the supervisor.

Job Requirements

Experience and Technical Competencies: (include years of experience)

  • 5 or more years of progressive HR management experience is required.
  • Understanding of employment regulations of Ethiopia is required.
  • Demonstrated experience managing administrative matters for an NGO, including experience working on related programme and staff issues.
  • Demonstrated experience and skill with performance management and training/presentation.
  • Advanced computer skills in MS Office programmes, particularly Excel and MS words
  • Prior management experience and strong organizational skills
  • Excellent oral and written English skills

Education  (include certificates, licenses etc.):

  • A BA/S or equivalent in HR or Administration is required.  An advanced degree is preferred.

Languages: (indicate fluency level)

  • Fluent in written and spoken English.

  All DRC roles require the post-holder to master DRC’s core competencies:

  • Striving for excellence : Focusing on reaching results while ensuring efficient processes.
  • Collaborating:  Involving relevant parties and encouraging feedback.
  • Taking the lead:  Taking ownership and initiative while aiming for innovation.
  • Communicating : Listening and speaking effectively and honestly.
  • Demonstrating integrity : Acting in line with DRC’s vision and values

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