HR Officer (Contract and Documentation)

Role and responsibilities

The purpose of the officer position is day to day implementation of the support functions responsibilities. The HR Officer (Contracts & Documentation) will be responsible for all personnel related documentation and provides support within the HR Administration section on contracts administration activities of the department. The officer helps team members to stay organized and ensures that they have access to the information they need when they need it. It also helps them to collaborate more effectively and reduces the risk of misunderstandings and errors.

Generic responsibilities 

• Ensure adherence with NRC policies, tools, handbooks and guidelines
• Implement delegated support function portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents and confidentiality
• Promote and share ideas for improvement of the support function

Specific responsibilities 

• Ensure compliance with NRC policies/procedure and the local labour law in all procedures and processes
• Oversee the preparation, organization, and maintenance of all employee-related documents
• Stay updated on changes in employment law and HR best practices to ensure ongoing compliance
• Prepare and manage the status of contracts, ensuring timely renewals and updates
• Request NRC email account & password reset for all newly hired staff as per the ICT timeline
• Responsible for introduction of new hire to all staff (email circulation)
• Ensure that all new staffs have filled ID forms and make sure every staff has the organisation ID card
• Follow up the pension forms to be filled by new staff and process the ID with respective government office for Addis Ababa staff and follow up with AO HR focals for field staff
• Ensure that short term contract records are up to date and filed appropriately
• Update tracking sheet for personal files and communicate the same with field HR team to fill the gaps and make sure that all files are updated and have the necessary documents
• Responsible on preparation of staff supporting letter and work certificate
• Monthly submission of new staff and exit staff to Administration Coordinator/focal person for monthly staff contact list preparation
• Generate and prepare reports on contract status, document compliance, and other HR metrics as needed
• Create CV pool system that can be used for emergency recruitment
• Check and prepare requested personnel documents before controllers and auditors visit
• Prepare staff exit final payment and follow up with finance department
• Support on the day-to-day routine activities of HR at the country level
• Keep always information of HR department confidential
• Perform any assignment given by immediate supervisor

Competencies  

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional competencies 

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies: 

• Bachelor’s degree in Human Resources, Business Administration, or related field.
• Minimum of 3 years of relevant work experience in Human Resources administration, with a focus on documentation and contract management.
• Documented results related to the position’s responsibilities
• Ability to maintain confidentiality and handle sensitive information.
• Good computer application skills in Microsoft Excel, Word, PowerPoint, database and network communications.
• Understanding of the relevant laws and statutory requirements.

Context/ Specific skills, knowledge and experience: 

• Good communication and interpersonal skills
• Wide knowledge of the NGO operations and the dynamics of the humanitarian sector
• A strong administrative service orientation
• Keen sense of compliance with organization policy and procedure
• Strong attention to detail, organization, and time management skills.
• Good employer-employee contract negotiation skills
• Strong organizational and team working skills
• Good cultural awareness and sensitivity

Behavioural competencies

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect.