Human Resources Coordinator Assistant (re-advertised)

The main purpose of the Position

Implement general administrative procedures in order to ensure documentary traceability as well as compliance with local labour and fiscal regulations, under the HR Coordinator’s supervision.

I. Accountabilities

• Following the HR Coordinator’s instructions, supervise that the internal regulations are followed in the mission in order to ensure both tax and labour regulation compliance
• Execute recruitment activities ensuring transparency and equity and issuing job offers conveniently in order to meet HR needs.
• Inform all the new staff on Staff Regulations, HR policies and regulations and/or living conditions in order to facilitate staff integration and their security.
• Execute, under the HR Coordinator’s supervision, employee contract-related activities (file opening and formal documentation archiving, personal data updating, amendments, termination dates supervision, etc.) in order to ensure legal compliance.
• Present and explain contract terms and the content of Internal regulation (rights and obligations) to newly recruited personnel in order to ensure legal compliance and local integration.
• Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on-time payroll payment.
• Supervise the payroll process, checking the list of employees and amounts payable (variable pay, taxes, social securities contributions, etc.) in order to ensure accuracy and timely payroll payment.
• Follow-up cost of living on a regular basis.
• Register applicants for training activities and help the HR Coordinators evaluate the results in order to improve return on training expenditures.
• Support the HR Coordinators in drawing up annual holiday planning and backup management in order to schedule staff shifts and cover operational needs.
• Organizes travel and files of all Staff arriving/departing the Mission, including International Staff documentation (visas, MSF card, Mission Orders, etc.), booking and purchasing plane tickets, keeping/renewing passports, and organizing briefings/induction.
• Ensure that all staff have valid work, stay, and travel permits.
• Ensures staff traveling through the capital is picked up and has appropriate papers and arrange their accommodation.

MSF Section/Context-Specific Accountabilities

• Supervise LHS and office staff such as Head of Cleaners, Cooks, and Daily Workers assigned to the office, guest houses, and family houses.
• Establish a follow-up for periodic ordering of stationary stock, management, distribution, consumption reports, and inventory of stationary in the coordination office
• Establish a follow-up for periodic ordering of cleaning products, management, distribution, consumption reports, inventory of cleaning, and hygiene in the coordination office and other MSF premises such as Guest and Family Houses.
• Assist the HR team during recruitment by preparing vacancies, collecting application documents, long list applications, and inviting perspective candidates for written tests, interviews, and other types of assessments. Supervise written test sessions.
• Coordinate with mission Admin Transit briefings/debriefings of all incoming staff IMS/LHS/ HQ visitors/Referents, room assignment, movements, and flight tickets.
• Manage guest house room /apartment allocation for IMS/LHS/ HQ visitors/Referents offering appropriate specific coordination briefing.
• Prepare drafts of letters, memos, and documents if requested by his/her line manager and translate them into the local language if required and needed.
• Drafting and Follow-up of all coordination contracts such as office, and guest houses. Propose amendments and liaise with external parties.
• Follow up on Guest house, Warehouse, and Office lease payments and ensure all payments are done timely;
• Act as mission admin transit back up in coordination and HR Assistant back up in field projects or emergency interventions.
• Assist HR Coordinators with managing the schedule of meetings, appointments, and briefings, and liaise with external and internal staff.

II. Required Qualifications and Professional Experience

• Education: Essential Degree in Management, Business Administration, Human Resources Management, and related studies.
• Experience: At Least Two years of relevant experience to the Job.
• • Essential experience with NGOs in developing countries
    • Essential knowledge of local labor regulations, understanding of the best HR policies, practices, and procedures;
    • Exceptional managerial, interpersonal, and problem-solving skills
    • Experience with report writing and data analysis
• Knowledge: Essential computer literacy (Outlook, PowerPoint, word, excel, and internet)
• Competencies: Excellent ability to lead and manage a team;
• Language: Essential English level B2 and other local language

Contract details:

• Type of contract: Full Time
• Terms of employment: 1 year contract
• Number of Position 1
• Location: Addis Ababa, Ethiopia
• Starting Monthly Basic Salary/month: 52,100.00 Ethiopian Birr
• Other Benefits: as per the Organization Policy