Human Resources and Admin Officer (based in Addis Ababa, Ethiopia)

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Job Title: Human Resources and Admin Officer
Organisation: Self Help Africa – Ethiopia
Location: Addis Ababa, Ethiopia
Department: Administration
Reports to: Head of Finance and Administration (HoFA)
Contract type: One year fixed term contract – renewable on conditions
Salary: as per SHA scale


About Self Help Africa:

Self Help Africa (SHA) is an international NGO dedicated to the vision of an economically thriving and resilient rural Africa. We have 50 years of experience working with smallholder farmers, farmer associations, cooperatives and agribusinesses across Africa to help farmers grow and sell more food, improve diets, diversify incomes and make their livelihoods more sustainable and resilient to external shocks. SHA also builds awareness of issues affecting smallholders and represent their interests at policy and institutional level.

SHA is a core member of The Gorta Group which is composed of a group of innovative organizations driving sustainable economic and social change across Africa. Comprising Self Help Africa, Partner Africa and TruTrade, the Gorta Group combines expertise in market-based solutions to poverty and rural development; climate change mitigation and resilience; trade facilitation and farmer and worker rights; underpinned by an inclusive ethos that specifically targets women and youth.  In August 2021, United Purpose joined the Gorta Group, which operates as Self Help Africa (SHA), bringing together two organizations with proud histories of assisting those in greatest need. United Purpose, formerly Concern Universal, has worked for more than 40 years as a leader in community-led development and grassroots innovation. SHA now has over 700 staff worldwide, as a result of the merger, and a global turnover of over €40m. We are currently implementing a portfolio of 80 projects in Bangladesh, Brazil, Burkina Faso, Democratic Republic of Congo, Eritrea, Ethiopia, Kenya, Malawi, Mozambique, Uganda and Zambia funded by a variety of institutional and private donors including the European Union, Irish Aid and World Food Programme. In 2020, we supported close to eight million people in rural communities across sub-Saharan Africa, Brazil and Bangladesh.


Job Purpose:

Provides effective and timely support to Admin and HR functions to enable the country office to operate smoothly.

Ensures that offices are adequately set up. Ensures that all procedures and documents pertaining to administration and HR are in place and being followed. Responsible for managing every aspect of the employment process, including orientation and training new staff members. The role also covers limited scope of finance tasks during the initial stages.

Supports Head of Finance & Admin (HoFA) and Country Director (CD) to ensure all aspects admin and HR policy are implemented and adhered to and ensures timely issuances of all relevant monthly reports.

Key Responsibilities:

HR Support

  • Supporting the development and implementation of HR initiatives and systems
  • Providing counselling on policies and procedures
  • Create and implement effective onboarding plans
  • Support the management of disciplinary and grievance issues
  • Maintenance of employees records according to policy and legal requirements through electronic and hard copy of personnel files;
  • Updates and keeps staff records as per SHA format
  • Collects all relevant documents leading to selection of staff, and files sequentially
  • Process staff leave requests in Salesforce, ensuring compliance to SHA regulations,
  • Complete all processing of pension scheme with relevant government offices starting from employee recruitment to termination or resignation.
  • Manages the talent acquisition process, which includes JD development, Posting, shortlisting, scheduling interviews, interviewing, and hiring of qualified job applicants.
  • Providing the necessary support for payroll requirements

Office Administration & Finance

  • Handles utilities payments and other related matters
  • Liaises with governmental and non-governmental organisation in facilitating SHA communication
  • Draft circulars, reports, memoranda, minutes, and confidential letters
  • Prepare correspondence for the organisation
  • Respond to simple letters and oral queries
  • Liaise and update information with government stakeholders
  • Communicate official phone calls, meetings, and other engagements to Self Help Africa staff
  • Prepare special internal notices for posting, as required
  • Responsible for updating HR and other administrative data such as leave, timesheet, imprest etc. on Salesforce
  • Responsible for allocation of office space, equipment, and other facilities to new staff
  • Handles routine tasks using template formats or prior directives
  • Schedules appointments
  • Prepares itineraries for visitors to Self Help Africa in consultation with CMT
  • Receive/send incoming/outgoing correspondences and re-routes as instructed by Self Help Africa
  • Pre-number hard copies of all outgoing letters, messages, faxes
  • Ensure that files of incoming/outgoing correspondences are maintained according to filing procedures of Self Help Africa
  • Ensure that messages and outgoing correspondences are dispatched by mail, hand, fax or e-mail
  • Prepare purchase requisitions for office supplies
  • Perform other duties as assigned by HOFA and management team

Key Relationships

Internal   

  • Country Director (CD)
  • Head of Programmes (HoP)
  • Head of Finance & Administration (HoFA)

External

  • External Stakeholders
  • Government Departments, banks, external auditors

Knowledge and Experience

  • Ability to communicate both in Amharic and English in writing and speaking
  • Ability to handle sensitive matters
  • Knowledge of appropriate computer software to handle the task
  • At least 4 years of experience in relevant posts, of which 2 are in similar position of human resource and administration, and general service preferably in the NGO environment

Qualifications/other requirements

Essential:

  • BSc/BA Degree in human resources, business administration, social studies, or relevant field

Desirable:

  • Proven experience in human resources and administration
  • Experience using accounting software or other system
  • Proficient in computer skills, MS Office; knowledge of HRMS is a plus
  • Thorough knowledge of employment-related laws and regulations
  • Excellent verbal, analytical, organisational, and written skills including basic working level of English
  • Willingness to work as part of a team, ability to follow direction
  • Proactive and motivated with a strong commitment to Self Help Africa’s vision, mission, and values
  • Understanding of labour laws and disciplinary procedures
  • Excellent ICT skills including a good knowledge of MS Office
  • Attention to detail and the ability to produce timely and accurate financial information
  • Demonstrate flexibility in the face of change
  • Ability to manage multiple priorities without loss of composure
  • Determines the appropriate allocation of time
  • Demonstrate the ability to foresee problems and prevent them by taking action
  • Interact professionally with clients and colleagues
  • Properly responds to requests with accuracy and courtesy
  • Works as a competent member of team, willingly providing back-up support for co-workers when required
  • Proficiency in using standard office equipment such as computers, fax, photocopier, scanner etc.
  • Proficiency in quickly adapting to new technology and easily acquiring new technical skills
  • Exhibit sound judgement and ability to make reasonable decisions in the absence of direction
  • Refer problems to appropriate person when necessary
  • Works effectively without constant and direct supervision or guidance

Download the Job Description

This Job Description only serves as a guide for the position available and SHA reserves the right to make necessary changes.

How to apply:

Please download the Application Form and fill it in. Then upload this along with your CV and a motivational letter HERE. (Clicking the link will bring you to the recruitment page)

Please note incomplete applications will not be considered for shortlisting.

If you are experiencing any problem with submitting your online application please visit this link for assistance: https://bit.ly/SHA_TechSupport1

Closing date is Monday 22nd August 2022 at 5pm

Please note that Self Help Africa Ethiopia advocates for equal opportunity and does not require applicants to pay any fee at whatever stage of the recruitment and selection process. Canvassing will lead to automatic disqualification.

Self Help Africa is committed to the highest possible standards of openness, transparency, and accountability in all its affairs and is completely against fraud, bribery, and corruption. All employees are bound by code of conduct, child protection and conflict of interest policies.

Any candidate offered a job with Self Help Africa will be expected to sign Self Help Africa’s Safeguarding Policies and Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

Police vetting is required.

All applicants are encouraged to read through the following safeguarding policies as you make your applications:

  1. Code of Conduct
  2. Conflict of Interest
  3. Child Protection

Women applicants are highly encouraged; Self Help Africa is an Equal Opportunities Employer