HR Records and Liaison Officer

ORGANIZATIONAL OVERVIEW

The National Election Board of Ethiopia (NEBE), re-established by proclamation No. 1133/2011, is the constitutionally mandated body to conduct elections, organize referendum and regulate political parties in Ethiopia. NEBE is working to boost its’ institutional strength with a special focus on enhancement of human resource capacity. Accordingly, NEBE would like to invite applicants for HR Records and Liaison Officer Position who meet the following requirements.

Required number: One

Reports to: Head, HRM Department

Duty station: NEBE Head Quarter, Addis Ababa

Duration: Six Months with the possibility Extension

Job Summary

HR Records and Liaison Officer responsible for Organizing, classifying, and maintaining HR records and documents, ensuring their accuracy, accessibility, and compliance with established HR policies and procedures.

Duties and responsibilities

• Assist in organizing and classifying HR records, both physical and digital, in accordance with established filing systems.
• Ensure accurate labelling, indexing, and cataloguing of records for easy retrieval.
• Monitor the condition of physical records, ensuring proper storage, preservation, and protection from damage or deterioration.
• Support the digitization of HR related records, ensuring the integrity and completeness of digital files.
• Assist employees and stakeholders in retrieving requested records promptly and accurately.
• Maintain a log of records requests, ensuring timely responses and adherence to confidentiality guidelines.
• Enter new records into databases and update existing records with relevant information.
• Regularly audit databases to ensure data accuracy and completeness.
• Ensure records are stored and managed in compliance with relevant HR procedures and NEBE’s policies.
• Assist in developing and implementing records retention schedules.
• Assist in the creation and maintenance of HR documentation related to records management processes and procedures.
• Coordinate the archiving of HR records and oversee the transaction activities with concerned bodies
• Maintain accurate records of archived and disposed items.
• Conduct periodic audits of HR related records to ensure accuracy, completeness, and compliance with policies.
• Collaborate with the IT department to ensure data integrity in digital records systems.
• Act as the main point of contact for departmental managers and employees, addressing HR-related queries and concerns.
• Collaborate with department heads to understand their HR needs and challenges, providing tailored HR solutions.
• Facilitate the on boarding process for new hires within assigned departments.
• Support departmental training initiatives, ensuring employees have access to necessary skill development opportunities.
• Maintain accurate HR records related to assigned departments, including attendance, leaves, and performance data.
• Foster collaboration between departments and the HR team, ensuring effective communication channels.
• Participate in HR team meetings, providing feedback and insights from assigned departments.
• Any assignment as given by your line manager

Education and Work Experience:

• Diploma or BA degree in HRM or Management or Business administration or Business management or Public administration and development management.
• 3 years for Diploma or 1 years for Bachelor
• In HR administration or record management and archives of liaison related job positions
• Human Resource concepts and application (employment related regulations, HR Policies, procedures, modern practices, approaches and trends)
• Knowledge of HR metrics
• Know how to perform analysis and interpretation of data
• Know how to keep records and manage them
• Ability to manage time
• Relationship building and communication
• Persuasion