Human Resources Assistant

Status: Contract

Reports to : Human Resources Officer

Required No. :1

Travel required: Yes, as needed

Context of the mission

For more than 30 years, Médecins du Monde (MDM) France, a campaigning medical organization committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies. Those working for this independent organization do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations. MdM currently works in 44 countries across all continents where it focuses on 4 priority areas: caring for the health of migrants and displaced people, promoting sexual and reproductive health, harm reduction associated with drug use, emergencies and crisis.

Médecins du Monde is operating in Ethiopia since 1986 in different types of health projects from long-term interventions to emergency response.

MdM France has concentrated its efforts on projects related to access to primary health care (projects centered on rural health facilities and isolated populations), reduction of maternal mortality through improved quality of obstetric care, promotion of sexual and reproductive health rights including protection against gender-based violence, provision of Mental Health and Psychosocial Support (MHPSS) and reduction of malnutrition.

Job Summary

Under the direct supervision of the HR Officer, the HR Assistant provides administrative and clerical support to ensure the effective and efficient functioning of the Human Resources department. The position supports recruitment, onboarding, attendance and leave management, payroll preparation, personnel file management, and general HR administration in compliance with organizational policies and procedures. The HR Assistant plays a key role in maintaining accurate HR records, supporting staff services, and ensuring timely documentation and reporting.

Objective of the Position

To support the HR department in delivering high-quality, compliant, and efficient human resource services by managing administrative processes, maintaining accurate records, and assisting in recruitment, HR data, payroll, and employee lifecycle management.

Tasks and Responsibilities

Recruitment and Onboarding Support

• Assist in receiving and organizing recruitment requisition forms and documents.
• Support preparation and posting of job advertisements as needed.
• Collect, sort, and register applications and recruitment documents.
• Arrange written tests and interviews; contact shortlisted candidates.
• Prepare interview files and recruitment documentation.
• Assist in ensuring employment contracts are proper filing.
• Support onboarding processes including preparation of personnel files.
• Assist in updating recruitment tracker and candidate roster (education, experience, status).
• Facilitate staff ID card timely preparation and distribution.
• Ensure all new joiner documentation is complete and properly archived.

Personnel File and HR Records Management

• Maintain digital and physical personnel files in line with HR policies.
• Sort, file, register, and dispatch incoming and outgoing HR correspondence.
• Maintain contact lists, and other HR trackers.
• Ensure all HR policies, documents and procedures are properly filed.
• Conduct regular checks to ensure completeness of staff documentation.
• Maintain confidentiality and secure storage of HR records.

Attendance, Leave, and Timesheet Management

• Facilitate staff timesheet collection and ensure proper approval.
• Archive approved timesheets systematically.
• Maintain attendance records and leave tracker.
• Update leave balances quarterly and share with line managers.
• Receive and file leave requests and ensure proper documentation.
• Assist in preparing absenteeism summaries as required.

Payroll and Benefits Administration Support

• Assist in preparing payroll documentation and compiling monthly HR payroll inputs.
• Ensure all payroll supporting documents are complete and accurate.
• Support staff pension registration and maintain records.
• Assist in insurance documentation and benefits-related paperwork.

Staff Exit and Employee Lifecycle Management

• Manage exit procedures for separating employees.
• Prepare termination paperwork and exit documentation.
• Conduct exit interviews (as delegated).
• Facilitate clearance process and ensure return of ID cards and organizational property.
• Archive exit documentation appropriately.

HR Administration and Reporting

• Support performance management procedures as requested.
• Assist in organizing training and staff development activities.
• Maintain updated staff roster and organizational charts.
• Handle routine HR inquiries from staff.
• Perform other HR-related tasks assigned by the line managers.

Compliance and Confidentiality

• Maintain strict confidentiality of all employee information.
• Ensure compliance with internal HR policies and procedures.
• Support HR file audits and documentation reviews.
• Follow organizational code of conduct and employment regulations.

Other Duties

• Perform any other HR-related tasks assigned by the HR Coordinator or management.

Education

• Bachelor’s degree in human resource management, Management, Administration, Social Sciences, or related relevant fields of study.

Experience

• Minimum two 2 years of relevant experience in HR or Administration.
• Experience with humanitarian NGOs is an advantage.

Technical Expertise, Skills, and Competencies

• Full understanding of HR functions and best practices.
• Strong organizational and planning skills.
• Meticulous attention to detail.
• Strong multitasking ability.
• Ability to follow instructions accurately and meet deadlines.
• Good written and verbal communication skills.
• Ability to interpret and apply policies and basic legal frameworks.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Ability to work under pressure and adapt to changing environments.
• Team players with ability to work independently.
• Prior experience in humanitarian settings.
• Basic knowledge of labour law and compliance requirements.

Languages

• Fluency in English and Amharic required.
• Knowledge of additional local languages is an asset.