Human Resources Operations Assistant – HR documentation

SNV is a global development partner, deeply rooted in the countries where we operate. Driven by a vision of a better world where all people live with dignity and have equitable opportunities to thrive sustainably, SNV strengthens capacities and catalyses partnerships that transform agri-food, energy, and water systems. We help strengthen institutions and effective governance, reduce gender inequalities and barriers to social inclusion and enable adaptation and mitigation to the climate and biodiversity crises.

With 60 years of experience and a team of approximately 1,600 people, we support our partners in more than 20 countries in Africa and Asia, tailoring our approaches to different contexts to achieve large-scale impact and create more equitable lives for all.

Our core values of people-centeredness and respect, equity and equality, and diversity and inclusion, are fundamental to who we are, and what we do. This is reflected in our vision and mission, and strategy, which sets out our aspirations and commitments as our compass towards 2030.

For more information on SNV’s, please visit our website: www.snv.org.

Context and purpose of the job

The HR Operations Assistant provides essential operational and human resources support to projects and internal teams, ensuring timely, accurate, and client-focused service delivery. The role supports HR administrative processes in line with SNV policies and procedures, including maintaining personnel files, preparing staff identification cards, managing HR documentation and records, supporting contract renewals and pension processes, and assisting with day-to-day HR operations. The position also contributes to data management, filing systems, and audit readiness, and may be assigned additional duties by the line manager as required.

HR /Operation support- documentation:

• Provide basic HR and administrative operational support in line with established guidelines and procedures, contributing to consistent service delivery to projects.
• Support the HR team with staff ID preparation, personnel file organization, and routine HR documentation processes.
• Manage the distribution and collection of contract renewal documents, follow up with staff as needed, and ensure proper filing.
• Prepare and follow up on pension and pension ID matters and liaise with the pension agency as required.
• Support procurement-related tasks for HR and administration, including raising procurement requests, preparing supporting documents, and following up on approvals.
• Support HR office administration activities, including filing, inventory management of office/HR supplies, and other day-to-day administrative tasks as assigned.

Issue handling:

• Respond to routine HR and administrative inquiries in line with established guidelines and procedures.
• Escalate HR or administrative issues to the appropriate staff in a timely manner to ensure effective resolution and continuity of support.

Data/document handling:

• Scan and upload all HR and contract-related documents to SharePoint, and ensure that hard copies are properly filed in the respective staff files.
• Process, organize, and verify HR and administrative data and documents using standard procedures and tools.
• Maintain HR document trackers and filing systems to ensure easy retrieval and audit readiness.
• Prepare, organize, file, and archive HR documents, including contracts, amendments, new staff files, and other related records.
• Flag missing or inconsistent data and support basic monitoring and reporting to ensure consistency with agreed service standards.
• Support internal and external HR audits by providing accurate and timely documentation.
• Ensure confidentiality and secure handling of all HR records, personnel data, and related information.
• Perform any other related duties or assignments as may be required and assigned by the line manager.

• Diploma in Business Administration, Office Management, Secretarial Science, Human Resource Management, or a related field, with 2–4 years of relevant experience; or
• Bachelor’s degree (BA) in Business Administration, Office Management, Human Resource Management, Secretarial Science, or a related field, with 1–2 years of relevant experience.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.).
• Basic knowledge of HR policies, procedures, and labor laws.
• Strong organizational and record-keeping skills, with attention to detail.
• Ability to handle confidential information with discretion and professionalism.
• Good communication and interpersonal skills.
• Ability to work effectively independently and as part of a team.

Competencies:

• Initiative
• Problem analysis
• Accuracy
• Adaptability

Contract Type: National

Expected start date: March 20, 2026

Duty Station: Addis Ababa, Ethiopia

Contract Duration: Until end of December 2026.

How to Apply

If you believe that your credentials meet the outlined profile, we invite you to apply by uploading your CV and a letter of motivation before/on the 15th of February 2026.

Please submit your application only via: >> Smart Recruiters. All information will be kept in the strictest confidentiality.

If we see that your experience and skills match the requirements of the position, we will contact you to advise on the next steps in the recruitment process.

Working at SNV  

SNV offers a challenging work environment, opportunities to lead and innovate, and a commitment to growing your skills in a fulfilling and diverse working environment. Our staff benefit form and contribute to, an internal and global network of experts.

At SNV, inclusivity is at the heart of our ethos. We celebrate the diversity of our workforce and uphold a policy of non-discrimination based on factors such as disability status, religion, ethnic origin, gender, sexual orientation, and more.

Vetting

SNV carries out rigorous background and reference checks concerning possible safeguarding incidents for all candidates applying for both national and International determined positions. As SNV participates in the Inter-Agency Misconduct Disclosure Scheme, all reference checks include a request to past employers to fill in a questionnaire regarding Misconduct (sexual exploitation, sexual abuse, or sexual harassment), the “Statement of Conduct“. This Statement of Conduct adopts the definitions used in the Scheme.

SNV is an equal opportunities employer and female candidates are encouraged to apply.