HR and Administration Officer

Job Description

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, Amhara and Afar, focusing on emergency health, nutrition and WASH activities to support the goal of reducing morbidity and mortality.

Job Summary

Under the supervision of Finance & Admin Manager, the HR and Administration Officer is responsible for performing general human resources and administration functions and plays a key role in the overall HR functions including staff recruitment, contracts preparations, staff leaves/attendance and timesheets tracking in Amhara region. The HR and Administration Officer will support program’s staffing needs and work closely with HR Manager and Finance and Admin Manager to comply with Program and Operations requirements. In addition, the position holder will develop a thorough understanding of the office’s requirements regarding human resources and administration. With the support from the supervisor, The HR and Administration Officer will be responsible for ensuring procedures and policies are in place and are adhered to in the Office.

Accountabilities:

Human Resources management

• Lead recruitment, selection and onboarding of all employees in Amhara region.
• Initiate and follow up on reference checks, ensure that other background checks are performed for staff being recruited in Amhara region.
• 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 processing forms related to new employees, change-of- status, performance evaluations, benefits changes, separations etc.
• Conducts new employee orientation and may assist with separation process.
• With support from the HR Manager, assists with training and development programs as needed.
• 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.
• 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.
• Support logistics in updating various contracts and administrative leases in area of operations.
• 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 cleaners in managing both the office and Guesthouse.
• Ensure the office and Guesthouse has supplies for staff to use at all times.
• 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.

Problem Solving & Impact:

• Handles routine administrative projects for HR office.
• Has ability to recognize situations that deviate from accepted practice.
• Follows specific standards and procedures to resolve; variations must be approved by manager before taking action.
• Errors may negatively impact departmental functions and deadlines.

Supervision Given/Received:

• Work is supervised and specific instructions are given for new activities or special assignments.
• May offer ideas and suggestions for improving efficiency, but does not change procedures without supervisor’s approval.

Education:

• BS/BA in Business Administration, Social Sciences or related field

Experience:

• 3-5 years relevant experience with increasing responsibility in HR and administration.
• Other relevant professional/management certifications, familiarity with donor-funded rules and regulations would be an advantage.
• Prior work experience in a non-government organization (NGO) desirable but not a requirement
• Experience must reflect the knowledge, skills and abilities listed above.
• Proficiency with MS Office Suite (Word, Outlook, Excel, PowerPoint, Access) and HRIS /Payroll systems.
• Excellent analytical and organizational skills. Ability to think critically and creatively.
• Excellent interpersonal skills, including patience, willingness to listen and respect for colleagues.
• Must work well individually and as part of a team.
• Fluent in local language and excellent in English.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.

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 15%

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.