Human Resource and Administration Officer

OVERVIEW

PATH is now hiring for our next project, implementing an integrated, community-based program in the West Hararghe Zone that supports vulnerable children, youth, women, and communities through coordinated education, wellbeing, protection, and economic resilience interventions. The program focuses on expanding equitable access to education by supporting school enrollment, attendance, accelerated learning for out-of-school children, and inclusive school environments, while also strengthening children’s physical, psychosocial, and protective wellbeing through health, nutrition, mental health support, and community-based child protection systems. In parallel, PATH facilitates poverty-targeted women’s Self-Help Groups (SHGs) to strengthen livelihoods, financial inclusion, and climate-resilient economic capacity, complemented by time-bound emergency and recovery support for households facing acute shocks. Through this integrated approach, PATH works alongside schools, communities, and local institutions to promote long-term resilience, dignity, and opportunity for vulnerable populations.

POSITION PURPOSE

The Human Resource and Administration Officer is responsible for the day-to-day implementation and coordination of human resource and administrative functions at field-office level. The role ensures proper staff administration, support staff recruitment, personnel record management, payroll input preparation, and effective office administration in line with approved organizational policies, Ethiopian labor law, and guidance from the Head of Finance and Operations.

This position focuses on execution and coordination, not policy-making or final approval.

KEY DUTIES AND RESPONSIBILITIES

HUMAN RESOURCE ADMINISTRATION

Staff records & administration

• Maintain complete, accurate, and confidential personnel files for all field-based staff
• Track staff attendance, leave, contracts, probation periods, and renewals
• Coordinate onboarding and orientation of newly hired staff
• Ensure HR records are securely stored and audit-ready

Expected outputs

• Complete personnel files
• Accurate attendance and leave records
• Timely probation and contract alerts

RECRUITMENT OF STAFF

• Prepare vacancy announcements
• Screen applications and organize interviews
• Document recruitment processes and results
• Submit recommended candidates for approval
• Prepare contracts and onboarding documentation after approval

PERFORMANCE MANAGEMENT

• Coordinate implementation of approved performance appraisal schedules (probation, mid-year, annual)
• Track appraisal timelines and follow up with supervisors
• Collect, file, and maintain signed appraisal forms
• Support documentation for Performance Improvement Plans (PIPs) as instructed
• Report delays or documentation gaps to the Head of Finance and Operations

Expected outputs

• Completed appraisal records
• Properly filed performance documentation

TRAINING AND DEVELOPMENT

• Identify employee training needs and develop programs to enhance skills and career development.
• Coordinate and facilitate workshops, training sessions, and professional development opportunities.
• Support succession planning by identifying high-potential staff for leadership roles.

EMPLOYEE ENGAGEMENT AND WELL-BEING:

• Organize team-building activities and initiatives to enhance employee morale and engagement.
• Promote employee well-being programs, such as work-life balance initiatives and mental health support.

PAYROLL & HR COORDINATION

• Prepare and submit payroll input data (attendance, leave, overtime, allowances)
• Verify accuracy of payroll-related HR data
• Coordinate staff benefits and entitlements
• Respond to HR and payroll-related staff inquiries
• Support statutory documentation in coordination with Finance

Expected outputs

• Accurate, timely payroll inputs
• Properly documented HR-payroll records

OFFICE ADMINISTRATION & FACILITIES MANAGEMENT

• Manage day-to-day office administration and facilities
• Maintain office supplies and administrative inventories
• Coordinate maintenance, utilities, and service providers
• Support logistics for meetings, trainings, and workshops
• Maintain organized physical and digital filing systems

Expected outputs

• Clear daily administrative task logs maintained
• Updated office supplies inventory list maintained
• Office facilities maintained in safe and functional condition
• Meetings and events organized on schedule and within approved budgets

ASSET & INVENTORY ADMINISTRATION

• Maintain field-level asset and inventory registers
• Support asset tagging, tracking, and verification exercises
• Report damaged, lost, or obsolete assets promptly
• Ensure documentation for asset movement and usage

COMPLIANCE, ETHICS & REPORTING

• Implement HR and administrative policies
• Ensure compliance with Ethiopian labor law
• Promote code of conduct and workplace standards
• Prepare routine HR and administrative reports
• Support audits, inspections, and reviews
• Escalate HR or administrative risks to management

Expected outputs

• HR and administrative policies implemented consistently across the office
• Staff awareness and adherence to ethical standards promoted and monitored
• Routine HR and administrative reports prepared and submitted on time

DISCIPLINE, GRIEVANCES & TERMINATION SUPPORT

• Support disciplinary and grievance processes in line with policy and labor law
• Coordinate documentation and legal review with the retained labor lawyer
• Submit cases to the appropriate approving authority

Expected outputs

• Lawful, well-documented cases
• Reduced legal and reputational risk

Supervises:

• Direct supervision: Administrative and support staff
• Functional HR oversight: Field-office staff

Duty Station

• West Hararghe, Chiro Town

Employment Type:

• Full-time

Contract Type

• Fixed-term / project-based

Duration

• 6-month contract with the possibility of extension based on performance.

Education

• Bachelor’s degree in human resource management, Business Administration, Management, Public Administration, or related field

Experience

• Minimum 3–5 years of relevant HR and administration experience
• NGO or development-sector experience preferred

SKILLS & COMPETENCIES

Skills

• Understanding of Ethiopian labor law and employment practices
• Recruitment and selection skills (screening, interviews, documentation)
• Payroll input coordination and attendance/leave management
• Performance management and appraisal coordination
• Staff record and personnel file management
• Basic understanding of training and staff development processes
• Office administration and facilities coordination
• Records management (physical and digital filing systems)
• Inventory and asset tracking (non-financial)
• Meeting, training, and workshop logistics coordination
• Basic procurement and service coordination (within delegated authority)
• Time management and task prioritization

Digital skill

• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Excel skills for attendance, payroll inputs, and tracking
• Ability to use HR databases or simple tracking systems
• Comfort with email and digital filing systems

Competencies

• Ethical judgment and discretion
• Ability to balance firmness with fairness
• Strong coordination skills
• Ability to work independently and under supervision

PERSONAL ATTRIBUTES

• Demonstrates honesty and ethical behavior at all times
• Maintains confidentiality of sensitive staff information
• Earns and maintains staff trust through consistent and fair actions
• Treats all staff impartially and without favoritism
• Applies policies consistently and objectively
• Separates personal relationships from professional decisions
• Takes responsibility for assigned tasks and follow-through
• Meets deadlines consistently
• Can be relied upon for accurate and timely work

SALARY AND BENEFITS

Gross Salary

• 60,000 -70,000 ETB, salary is fixed to current USD exchange rate

Phone Communication:

• Unlimited voice and Internet Package

Medical Coverage

• Medical insurance coverage for the employee and eligible dependents.

Transportation Allowance

• Monthly transport allowance