HR & Admin Officer _ Addis Ababa

Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates’ eligibility thorough background checks, police clearance, and professional reference check processes.

JOB SUMMARY

HR and Amin Officer contributes to the calling of Medical Teams by managing the day-to-day Medical Teams HR and Admin operational activities in Addis Ababa Office and field offices as required to ensure quality HR and Admin service for Staff in Ethiopia. This position will assist the Senior HR & Admin Officer and Country Human Resource and Admin Manager throughout proper implementation of HR activities and support in recruitment, benefits, performance management, and staff development. The role ensures compliance with internal policies and Ethiopian labor laws while promoting a positive and professional work environment.

Location; Addis Ababa with frequent travel to the field sites.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Collaborate with Senior HR/ Admin Officer as well as Country HRM and Recruitment Managers in the coordination and execution of the hiring needs and process for new staff in line with the recruitment policies and procedures
• Coordinate end-to-end recruitment processes including posting job ads, scheduling interviews, reference checks, and onboarding of new staff.
• Assist in the orientation of new employees, ensuring that all onboarding documentation and training is completed on time. Organize u the induction of new staff into the organization ensuring that Inductions are carried out as Medical Teams’ Ethiopia Guidelines
• Handle thorough reference and background checks on potential candidates as directed by the immediate supervisor.
• Prepare offer letters and contracts for staff and contractors ensuring that all templates are reviewed by HR and Admin Manager and are consistent with Ethiopia laws and Medical Team’s work standards
• Collect, Compile, Maintain and track all personnel records and databases with quality data and uphold confidentiality.
• Collaborate on staff benefits tasks such as medical insurance, leave entitlements, and other allowances are administered accurately and consistently.
• Liaise with insurance providers to support the processing of claims related to staff medical expense.
• ensuring timely communication and follow-up.It includes Collect, compile, update, and share relevant information with insurance companies as needed to facilitate the claims process.
• Track employee probation periods, contract renewals, and prepare necessary documentation in advance
• Act as the administrative liaison between the Addis Ababa Field Office and other field offices.
• Assist in disciplinary case investigations and ensure they are processed in accordance with Medical Teams policy and legal requirements.
• Provide technical support and on-the-job training for HR/admin staff based in Addis and field Office team as required
• Ensure the availability of an updated database of national employee personnel data for Country and field locations.
• Ensure that the new employees’ data is up-to-date in the HRIS system.
• Collaborate with field HR staff to bridge information gaps by utilizing the HRMIS as a payroll information source
• Work closely with Country HR and Admin Manager to ensure compliance with Ethiopia labor laws; advise on appropriate actions to anticipate and minimize litigation risks.
• and submitted timely. ensure that all payroll-related documents and information are properly maintained .
• Monitor pension issuance status for Addis Ababa and field offices, ensuring that HR/Admin staff prepare the necessary documents on time and submit newly hired staff information to Private Organization Employees Social Secuity Agency .
• Ensure that all personnel documents for staff in Addis Ababa office and field offices are updated and properly maintained in personnel files, including those of ex-staff members.
• Drafting personnel letters as required, such as for transfers, promotions, increments, resignation acceptance, and other relevant matters.
• Coordinate with logistics to identify service providers for the HR/Admin department (e.g., hotels, travel agents, Medical Teams’ guesthouse, health providers).
• Work closely with the HR and Admin Mnager in maintaining and updating the Medical Teams Ethiopia organogram, ensuring that it aligns with the HR Plan and reporting lines.
• Work on special Country HRprojects, such as participation in surveys assigned by the Country HR and Admin Manager.
• Ensure that benefits such as medical insurance, leave entitlements, and other allowances are administered accurately and consistently.
• Liaise with insurance providers to support the processing of claims related to health or workman’s compensation.
• Ensure that all hired staff including Fixed term,Intern and Incentive Worker have valid contracts and advise the Country HR and Admin Manager on the renewal dates.
• Support the HR Department in identifying and addressing annual staff training needs, including coordinating the annual safeguarding refresher training in collaboration with relevant work units. Assist in the planning and delivery of staff training programs to ensure they align with organizational objectives and compliance standards. Coordinate all training logistics in consultation with the HR Manager, including scheduling, communication with participants, and organizing necessary materials and venues.
• Support other administrative tasks, including work permit, residence ID issuance, and renewals as needed.
• Review and monitor monthly Time sheet submission of staff in collaboration with Finance time before submission for signature
• Provide support to the Country Office in facilitating the issuance and renewal of visas, work permits, residence permits, and residence IDs for HQ visitors. Assist the HR and Admin Assistant, when necessary, with coordinating travel logistics, including hotel and flight arrangements for staff in transit. Demonstrate a commitment to the values and principles of Medical Teams International in all responsibilities.
• Support the implementation of performance management processes, ensuring timely completion of appraisals and probation evaluations.
• Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding
• Promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace po

Other Duties

• Support other areas as requested or needed to ensure efficiency and quality
• Maintain a clean and safe working environment, disposing of waste and sharps appropriately.
• Other duties as assigned
• Utilize volunteers when appropriate.

EDUCATION, LICENSES, & CERTIFICATIONS

Required: _

• BA Degree in Public Administration and Development Management, Business Management, Human Resource, Management or equivalent. Preffered
• Master’s in business administration, Public Administration and Development Management, Business Management, Human Resource, Management or equivalent.

EXPERIENCE

Required

• At least 2 years’ experience working in HR and Administration
• Prior experience working with INGO is required.
• Experience with Microsoft Excel.
• English (written and spoken), Desirable, Amharic and English language proficiency.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge:

• Knowledge of humanitarian standards, donors, systems and principles, e.g., Sphere, CHS, Red Cross Code of Conduct etc.
• Adaptable and resilient under pressure, with the ability to manage competing priorities.
• Knowledge of development & humanitarian issues and concepts
• Fluent spoken and written Amharic and English.
• Proven ability to be flexible in demanding situations
• Ability to adapt to a changing environment
• Negotiation and representation skills
• Motivation: – Self-motivated Desire to serve others. Keep a positive attitude in difficult situations.
• Team Building: – Respectful towards other cultures Adaptability: – Flexible under changing conditions Able to cope with basic working conditions Culturally aware and able to adjust. Capable of managing stress.
• Technical Expertise: – Secure and at ease with professional skills Coaching/teaching skills Comfortable with basic data management and consolidation. Problem Solver.
• Management and Leadership: – Planning and organizational skills Mentoring skills. Initiative taker administrative skills

Skills:

• Moderately skilled with office software: Microsoft Word, Excel, and PowerPoint.
• Moderately skilled with communication software: Outlook, Skype, Internet, CRM (or other database programs).
• Strong interpersonal and communication skills for cross-cultural teamwork.
• Negotiation and representation skills
• Strong interpersonal and communication skills for cross-cultural teamwork.
• Analytical and problem-solving Computer literate, able to work efficiently in Microsoft office on standard or mobile platforms.
• Team player – practical, desire to support the field teams.
• Willingness to pitch in and get the job done
• Understanding and sensitivity to cross cultural issues
• Flexible and adaptable to ever changing environments
• Integrity in representing Medical Teams Willing to travel to insecure environments
• Motivation: – Self-motivated Desire to serve others. Keep a positive attitude in difficult situations.
• Team Building: – Respectful towards other cultures Able to establish relationships easily Team player. Experience of working in a multicultural setting.
• Adaptability: – Flexible under changing conditions Able to cope with basic working conditions Culturally aware and able to adjust. Capable of managing stress.
• Technical Expertise: – Secure and at ease with professional skills Coaching/teaching skills Comfortable with basic data management and consolidation. Problem Solver.
• Management and Leadership: – Planning and organizational skills Mentoring skills. Initiative taker administrative skills

Abilities:

• Ability to work flexible schedule and weekends as needed.
• Adaptable and resilient under pressure, with the ability to manage competing priorities.Proven ability to be flexible in demanding situations
• Ability to adapt to a changing environment
• Able to establish relationships easily Team player..
• Ability and willingness to travel to country programs on short notice up to 16 weeks a year.
• Ability to work cooperatively in a team environment
• Ability to prioritize tasks
• Ability to embrace and promote Medical Teams International mission and vision
• Ability to respond to tight deadlines and changing priorities
• Ability to maintain detailed records with high accuracy
• Highly organized with good quantitative ability
• Ability to act with integrity and maintain the highest ethical standards
• Ability to maintain confidentiality of highly sensitive information
• Ability to support MTI Calling and adhere to the MTI Code of Conduct

PHYSICAL CONDITIONS

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to ___ pounds.
• Seldom to occasionally positions oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.