HR Assistant

Summary Scope of Work:

The HR Assistant is primarily responsible for leading the day to day administration of HR functions of Jhpiego Ethiopia. He/She is responsible to ensure HR processes are done properly and timely in line with the established checklist/s such as personnel and procedural filings, recruitments and separations, inductions, leave administration, annual and interim performance appraisals, follow up staff life and medical insurance and renewals, claim reimbursements. S/he also attends meetings and takes minutes and notes on action items. The HR Assistant will also have access and work on files in the HR in the form of hardcopies and/or electronically in Jhpiego Enterprise Management System (JEMS) and iCIMS, and ensures confidentiality to those info at all times.

Reporting Structure:

• Position Reports To:  Human Resources Officer
• Positions Supervised: None

Responsibilities: All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:

• model the mission and values stated above
• participate in the business development process
• contribute to the knowledge sharing and transfer process
• make responsible decisions that result in time and cost containment and clear accountability

Major Responsibilities:

• Assists in the recruitment in posting vacancies, in the preparation arranging job applications, and for some positions participating in preliminary shortlisting per established criteria;
• Drafts inductions schedules to new hires, and gets them confirmed;
• Gets ready policies, guidelines and manuals to be received by a new hire per the established checklist;
• Follows up and remind HR Officer and HROD on due dates for introductory performance reviews of new hires, enrolment for and maturity of staff life and medical polices;
• Ensures if personnel files (including hard copies) are maintained per checklist in electronically or on online basis in iCIMS & JEMS, confidentially at all times, and closes personnel file upon staff leaving Jhpiego;
• Assists in the maintenance and updating of consultants’ database, and also temporary hires and ensure all internal databases are up-to-date
• Supports the provision of HR related information as requested by responsible bodies including government authorities, donors and partners;
• Assists in tracking staff insurance claims and other cases liaising with the Insurer; Manage staff medical claim reimbursement and related documentations
• Checks medical reimbursements of staff and dependents for completeness and file claims to the Insurer for refund; follows up whether these claims are reimbursed in time;
• Assists in the implementation of HR policies as outlined in the Jhpiego Ethiopia Employment Policy Manual;
• Assists and alerts the HROD and Officer on any new developments with regard to local and international provisions as applicable to the HR management and functions;
• Assists the HROD Manager and Officer in devising ways to improve systems, processes and maintain quality to HR Team deliverables
• Follow up with staff PENSION Scheme registration and get the new ID from the authority on time
• Draft different support letters requested by staff
• Any other tasks as assigned by the supervisor;

Required Competencies:

• Respects confidentiality of HR related info at all times and assists in developing and implementing systems and processes to ensure this;
• Sound communication, and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships with people;
• Ability to work proactively; organized to manage own work;
• Proficient in speaking/reading/writing English and Amharic is required;
• Computer Literate: MS Office Tools – Word, Excel, PPt and Outlook;

Required Qualifications and Experiences:

• University degree in Management, or related social science field, and trainings and prior experiences in the HR is advantageous;
• Minimum of three years of experience; preferably in iNGO HR environment, or in managing administrative tasks such as database/file organization, assists in office/program management, etc.