Human Resources and Administration Officer

Organization

iMMAP Inc. is an international nongovernmental organisation that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. iMMAP’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.

Background

iMMAP Inc. is starting a new project in Ethiopia to enhance the capacity of humanitarian actors to respond to multiple crises by improving access to information and coordination of analysis, assessments, and information management. The project will be implemented in Addis Ababa and other regions of Ethiopia.

Description of Duties

RECRUITMENT

• Maintain iMMAP Inc. careers portal for iMMAP Inc. Ethiopia.
• Publish relevant job advertisements based on requests.
• Contact applicants for technical tests and/or interviews
• Organize all recruitment technical tests and ensure attendance is recorded.
• Prepare interviews and attendance sheets.
• Participate in all interviews for candidates for national positions.
• Ensure interview protocol is respected by panel members.
• Provide recommendations on candidates to the hiring manager.
• Ensure successful candidates’ references are checked and follow up on requests sent.
• Prepare and share job offers based on the decision taken by the interview panel.
• Inform non-selected candidates that reached the interview stage of their unsuccessful application.
• Prepare contracts and other related documents and submit them for validation.

STAFF INDUCTION, PERFORMANCE AND TRAINING

• In coordination with local colleagues, organize induction schedules for new employees.
• Deliver the HR briefing to new employees (including briefing and review of HR policies)
• Ensure the departure process is respected by employees leaving iMMAP Inc.
• Ensure staff performance evaluation process is understood and implemented as per iMMAP Inc. policy.
• Prepare relevant training certificates.
• Issue ID cards for newly hired staff and renew it based on need.

ADMINISTRATIVE FOLLOW-UP

• Manage and supervise the work of the Cleaner and Messenger
• Ensure proper filing of all the HR documents (recruitment folders, new employee files, etc.) by uploading relevant soft copies to iMMAP Inc. SharePoint.
• Serve as a point person for all employee questions on contract and iMMAP Inc. policies.
• Ensure the proper implementation, follow-up attendance sheets, and leave requests process.
• Generate National staff payroll.
• Assist in all Administrative procedures, including on all registration documents and processes with the relevant authorities.
• Follow up the procedure for all legal requirements for the international staff (Visa, work permit) and visitors
• Work closely with the finance officer in preparing files for legal and financial audits as required.
• Ensure efficient and effective archiving—soft and hard copy of documents related to HR and Admin

LIAISON

• Ensure tracking of sent and received official letters with local authorities in coordination with the operations Coordinator.
• In coordination with the operations Coordinator, liaise with the relevant fiscal and tax authorities in the area to ensure iMMAP Inc. is compliant with local rules on the matter.

OTHER

• Welcome, newly recruited staff are introduced to the team in the office.
• Ensure the organization of staff and local office events as relevant.
• Keep up-to-date the local office organizational chart and office contact list.
• Create relevant mailing lists for the office communication.
• Perform any additional tasks requested by the line manager.

Requirements

Educational Background:

• BA/MA in Human Resource Management, Business Administration, or a related field;

Experience:

• Aleast 3 years of experience for MA and 5 year experience for BA in a similar position in any other INGO
• Excellent Command of Microsoft Office Excel and Word

Required interpersonal skills:

• Commitment to iMMAP Inc.’s work policies and standards as well as to humanitarian values.
• Strong organizational skills and attention to detail with the ability to manage priorities, meet multiple competing deadlines, and work without constant supervision.
• Good communication and presentation skills
• Honest and trustworthy
• Ability to work under pressure and handle stressful situations.
• Self-motivated, flexible, and adaptable to the needs of the team and organization
• Comfortable seeking guidance and clarification in a timely manner as needed to succeed in the role.
• Fluent in English (speaking/reading/writing) and Amharic.

Guiding Principles

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP’s policies, procedures, and values at all times and in all Countries.

iMMAP has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.

iMMAP is an Equal Opportunity Employer regardless of background.