Back Senior HR and Administration Officer

Organizational Overview:

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender equality, youth, research, technology, communication, and social marketing — creating a unique mix of capabilities to address today's interrelated development and humanitarian challenge in more than 70 countries. FHI 360’s Crisis Response team is responding to the humanitarian emergency in Tigray, Afar and Amhara, focusing on emergency health, nutrition and WASH activities to support the goal of reducing morbidity and mortality.

Job Summary

Provides operational support in several areas including recruitment, employee relations, benefits administration, and general documentation. Maintains employee hardcopy and softcopy HR files as required. Inputs employee personal data into human resources information system (HRIS) database and generates reports as needed for HR department usage. Serves as backup point of contact for employees with questions related to their personal employee information. Processes various forms related to documenting human resources activities such as new-hire, change-of-status, medical and other benefits, leave tracking, performance evaluations, benefits, terminations, etc.

Accountabilities:

HR Management

• Ensure that country adheres to employment standards, HR policies and FHI 360 policies and procedures.
• Support the development of personnel guidelines working closely with the country leadership, regional and HQ HR and manage and implement personnel policies and procedures.
• Prepare and disseminate internal and external vacancy publications and liaise with candidates and management at different stages of the recruitment process.
• Lead recruitment, selection, and onboarding of all employees.
• Initiate and follow up on reference checks, ensure that other background checks are performed.
• Update information on all staff members and manage different types of employment contracts.
• Support benefits administration and staff compensation for the Ethiopia office.
• Counsel and advice to staff on personal and work-related issues including providing guidance and direction to management team and employees on human resource related topics.
• Communicate and ensure compliance and consistency with office practices and policies and compliance with all employment related laws.
• Maintain and prepare all personal files, ensuring that all information about each staff is up-to-date accurate and filed.
• Assists in processes forms and system updates related to new employees, change-of- status, performance evaluations, benefits changes, separations etc.
• Able to run standard reports and create ad-hoc reports for special projects.
• Conducts new employee orientation and assist with separation process.
• With support from the HR Manager, assists with training and development programs as needed.
• Recommends improvement or changes in systems, processes, or procedures to management.
• Assists with Benefits, Payroll and Accounts Payable to ensure HR related procedures and processes are handled and resolved in a timely manner.
• Responds to staff request for administrative support as needed.
• Facilitate meetings and meetings arrangements
• Assignments vary based on department and/or functional area. May handle special projects and execute research and data analysis tasks.
• Work closely with the Liaison Coordinator to get visas and work permits for expatriates and technical advisors.
• Performs other duties as assigned.

  Administrative management

  • Supervise the physical and computerized archiving, as well as the security of HR administrative documents at the base level. Carry out the monthly HR administrative archives to sharepoint after validation by the internal control.
  • Control the updating of individual files of personnel.
  • Follow up with staff to ensure timesheets are signed on a timely manner.
  • Prepare and disseminate staff contact lists monthly.
  • Responsible for bringing any official and legal correspondence to the attention of the Senior Management Team and assist with adequate responses.
  • Supervise the HR and Administration assistant in managing both the office and Guesthouse and maintaining a cordial relationship with the landlord.
  • Responsible for the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
  • Takes minutes, prepare, and distribute to appropriate staff. Coordinates special projects, at the request of management, which may include planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.
  • Support the administrative assistant in ensuring staff flights are booked on both Commercial and UNHAS flights.
  • Performs other duties as assigned.

    Applied Knowledge and Skills:

    • Ability to handle oral and written communications independently.
    • Able to communicate effectively and tactfully with all levels of staff, individuals from diverse cultures, and the public.
    • Demonstrates ability to assume sole and independent responsibility for various assigned projects.

      Problem Solving & Impact:

      • Works on assignments that are typical for an HR administrative office setting. May work on special and ad-hoc projects, if needed.
      • Has ability to recognize and suggest improvement for situations that deviate from accepted practice; seeks managerial advice prior to taking action.
      • Errors may seriously impact other team members or departmental function and ability to meet deadlines.

        Supervision Given/Received:

        • Work is under limited supervision and general instructions are given for new activities or special assignments.
        • Offers ideas and suggestions for improving efficiency, but does not change procedures without supervisor’s approval.
        • May supervise junior level staff.

          Education and Experience:

          • BS/BA in Business Administration, Social Sciences or its recognized equivalent with 5 – 7 years of relevant experience.
          • Or MS/MA degree in Business Administration, Social Sciences or its recognized equivalent, and 3 – 5 years relevant experience.
          • Demonstrated success in multicultural environments is required.
          • At least 2 years HR Experience of which experience in an international development organization is an advantage.

            Typical Physical Demands:

            📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

            ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

            • Typical office environment.
            • Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

              Technology to be Used:

              • Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

                Travel Requirements:

                • Less than 10%

                  This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

                  FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

                  Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

                  FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
                  
                  FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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