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Location HR and Admin Manager (Jimma)

Addis Ababa

  • Organization: SOS Children’s Villages International
  • Location: Addis Ababa
  • Grade: Mid level - Mid level
  • Occupational Groups:
    • Operations and Administrations
    • Human Resources
    • Managerial positions
  • Closing Date: Closed

 

Why we need you?

 We are looking for Location Human Resource and Admin Manager who reports directly to the Location Program Director and technically to the HROD Manager at the National Office. The job incumbent is responsible for efficiently and satisfactorily providing all HR and administrative services in the program location. The job holder performs and coordinates the activities of processing the decisions of human resources recruitment, placement, transfer, promotion, performance appraisal, disciplinary measures, leave, and other HR decisions. He /she motivates staff to perform effectively, builds trust, facilitates the capacity building and development of employees, and ensures that the organization policies, procedures, and systems are effectively implemented in the program location. The position holder also administers and provides support to general services such as transport, maintenance of property, procurement of materials and services, and managing security services.

 What do we provide?

 An amazing work environment that promotes personal growth through providing professional space to grow and advance your career!

 Your role?

While working with us a Location HR and Admin Manager you will be in charge of the following,

Planning and Organizing

  • Plans and prepares budgetary requirements of human resources, procurement, maintenance of property, and general services and submits to the Programme Director and/or HROD Manager.
  • Develops his/her work plan independently and review with the Program Director and HROD Manager to ensure alignment with the Location and MA/HROD Department strategic plan.
  • Leads preparation and development of program location yearly HR plan and oversees its implementation.
  • Participates in the budgeting process, monitors HR financial performance by coordinating with Program Finance Manager and Program Coordinators.
  • Provides support for project team in preparing project budget related to HR.

 

Staffing, Recruitment &Selection

  • Provides Prepares and circulates vacancy announcements, assist in designating assessment tools, evaluates applications, arranges and participates in interviews and makes recommendations; prepares job offers and related documents for successful candidates.
  • Processes facilitate and implement decisions of promotion, transfer, termination and other staff decisions as per the policies and procedures thereon.
  • Collects references, conduct reference checks and notifies candidates about the results of the selection process.
  • Facilitates and participates in co-worker onboarding; schedules Meet and Greet with key co-workers; facilitates office arrangements and supports on boarding of new co-workers into the PL and role.
  • Coordinates the placement of interns and volunteers and administers their related issues vis-à-vis the volunteer management guideline.
  • Provides relevant statistical information and data on program HR activities including gender analysis and provides information to interested groups and the National Office regarding employment opportunities.
  • Seek go-ahead from the HROD department of any new hires or position changes.
  • Conduct exit interviews for exiting co-workers and maintain copies in the personnel file
  • Ensure that exit procedures are properly followed during co-workers’ resignations and makes sure that the organization is free from any contingent liabilities.

Learning and Development Program

  • Support the program Location on co-workers' learning and development planning and implementation in collaboration with the Location section and Program Location Program Director.
  • Compile learning and development implementation reports on a quarterly basis.
  • Monitor and evaluate the training and development program annually and provide feedback for improvement.
  • Support in organizing, facilitating, and ordering supplies for employee learning and development events.
  • Ensure learning and development plans are implemented based on the SOS CV’s guidelines.
  • Ensure that all employees working for or on behalf of SOS are provided training on the Child and Youth Safeguarding regulation, SOS Code of Conduct regulation, and other relevant policies in the program Location.

Performance Management

  • Follow up on the quality of individual work plans and learning and development plans.
  • Ensure that mid-year reviews are conducted at assigned program locations on time.
  • Follow up and ensure that PAT is completed on time at assigned program locations.
  • Collect and compile PAT reports from the assigned program location.
  • Conduct analysis used to improve the quality of performance management like mid-year review completion rate, and annual PAT Completion rate.
  • Ensure that the performance conference is conducted on a timely basis.
  • Organize capacity building or refresher training on performance management for co-workers and supervisors.

Compensation and Benefits

  • Administers and provides advice to staff and location management on salary and related benefits, medical, insurance and other entitlements.
  • Oversees the administration of benefits programs within the program location including the enrolment of benefits for eligible co-workers and the removal of departed ones.
  • Keeps up-to-date with the latest developments in employment-related laws in the country; ensures that SOS Children’s Villages Ethiopia/Organization complies with all Government statutory regulations.
  • Supports salary and entitlement surveys.
  • Liaises with HR service suppliers and insurance companies regarding co-workers’ benefits.
  • Liaise with program unit coordinators on planning and utilization of annual leave by creating the proper awareness

Payroll and HR Information Management 

  • Manage monthly payroll in line with the existing regulations and policies and ensure that salary payment is made timely in collaboration with the finance section
  • Prepare and generate monthly payroll reports for different internal and external stakeholders such as income tax and pension reports, payroll deviation as needed
  • Update and maintain documents regarding the tracking of raises and Payroll preparation;
  • Manages HR database to ensure up-to-date and accurate information is reflected
  • Maintains HR data compilation and reporting such as headcount, turnover, new hires and vacation. 
  • Ensures strict confidentiality with respect to all HR file management and correspondences.
  • Keeps proper record keeping of personnel files.

Co-Worker Relation and Co-Worker Services 

  • Monitors and manages co-worker relations issues, maintains confidential records related to grievances and complaints and coordinates their resolution and seeks from National office HROD support to liaise with legal consultants to resolve cases when needed.
  • Ensures transparent, fair, and consistent application of disciplinary measures.
  • Provides information, interpretation, and advice on SOS CVE HR policy, and local employment law to staff and Location management.
  • Reviews and provides advice on the interpretation of HR policies, regulations, and rules; informs staff of their rights, responsibilities, code of conduct, sexual exploitation and harassment, anti-fraud and anti-corruption policies, and difficulties associated with work and entitlements.
  • Provides advice on safety and security issues to Program Location co-workers as well as other SOS CVE teams visiting programs.

ADMINISTRATION and Logistics

  • Oversee procurement procedures are adhered to; act as a member of the procurement committee and verify logistical transactions.
  • Ensures that license and other required government formalities are fulfilled on time by the PL.
  • Coordinates and ensures proper recording, use, and timely maintenance of the facilities, building, and equipment as per the policies and procedures thereon.
  • Organizes and coordinates the efficient provision of office services, transport, maintenance, and other general services to program units and staff.
  • Plans and prepares budgetary requirements of equipment, materials, maintenance of property and general service.
  • What about vehicle management such as log sheet, fuel usage, insurance, pertinent reports
  • Ensure utility services are there as appropriate and also ensure that monthly payments are done on time.
  • Controls vehicle management such as log sheet, fuel usage, insurance, pertinent reports and related tasks
  • Makes sure that vehicles and other movables are maintained as necessary and annual inspections are done on time.

Generic roles

  • Perform other tasks such as annual leave planning, medical reimbursement, safeguarding, and policy implementation.
  • Provide initiative and inputs in the latest HR practices in the industry and develop an implementation plan.
  • Keep up to date on the labor Regulations and ensure the regulations are implemented.
  • Report on a regular basis to the Location Program Director on all HR matters including training and development, recruitment, employee relations, headcount and employee engagement initiatives
  • Perform other tasks assigned by the supervisor

Safeguarding

  • Ensure that safeguarding is integrated into all HR Activities based on Safer Recruitment guidelines, performance management(IWP and PAT), team meetings, annual planning processes, field-level monitoring,
  • Provide capacity building regarding safeguarding policies and procedures on a regular basis
  • Support functions to ensure the safeguarding policies and procedures are implemented in their respective department.
  • Ensure that roles and responsibilities regarding safeguarding are clearly defined in JDs and are clearly communicated;
  • Ensure that all employment contracts and codes of conduct that are signed by co-workers and representatives of the organization also refer to the safeguarding policies and regulations;
  • Ensure the implementation of the standards of the Safer Recruitment Guideline, and the Human Resources Manual to create adequate safe working conditions.
  • Ensure appropriate measures are taken when HR manual and safeguarding policies and regulations are violated.
  • Responsible for taking and facilitating awareness-raising sessions and capacity-building training in relation to safeguarding and the Code of Conduct aiming to prevent and protect children young people and co-workers from all forms of abuse, neglect, exploitation, violence and discrimination;
  • Ensuring a safe and conducive working environment is created for co-workers and all programme participants where they feel free to speak and raise concerns without fear;
  • Ensuring that safeguarding measures are in place within their area of managerial responsibility and that staff, associates and other key stakeholders are made aware of these measures and are supported in implementing them;
  • Ensuring that safeguarding is integrated into all management processes including recruitment, onboarding, performance management, team meetings, annual planning processes, field-level monitoring, IWP, IDP etc.
  • Creating and maintaining a managerial and operational environment where Safeguarding policies such as Child and Youth Safeguarding, Code of Conduct the Sexual Misconduct Regulation are effectively implemented;
  • Fulfilling the minimum standard and additional responsibilities in achieving compliance with SOS Children’s Villages safeguarding policies.
  • Ensuring the best interest of the children and young people is applied and considered in projects, decision making or any other work that is performed.
  • Ensuring a conducive and safe working environment for their subordinate co-workers free of any harm, abuse, neglect and exploitation.
  • Ensuring that staff members in their line of authority receive an induction and training on the SOS Children’s Villages Safeguarding policies (Children and Youth Safeguarding, Sexual Misconduct Regulation and other related policies) and Code of Conduct.
  • Uphold SOS Children’s Villages Values and the Code of Conduct when interacting with partners, children, young people, families and other stakeholders within or outside the organization.

Up for the challenge...

 

Then check out our criteria’s:

 

Must Criteria

  • Education BA degree in Human Resources Management, Administration, Management or other similar discipline.
  • Experience: 5 years of experience out of which 3 years in supervisory positions.

Competencies – Knowledge, Skills, Abilities

  • Hands-on experience with HR software (HRIS) including payroll and recruitment systems
  • Proven firsthand experience in compensation and benefits management including payroll administration
  • Ability to collaborate, provide technical support, and train staff
  • Ability to keep up with technical innovation and trends in HR systems
  • Adequate knowledge of current labor rules and regulations and contemporary HR trends
  • Understanding of current compensation and benefit trends
  • Strong quantitative and analytical skill
  • Proficiency in MS applications especially excel
  • Ability to multitask and plan
  • High level of detail orientation ability
  • Excellent organizational skills
  • Strong communication and interpersonal skills
  • Fluency in English language

 Lead Competencies

  • Role Model: Act as a role model for the organization, living our values and inspiring and learning from others
  • Collaboration: Remove barriers to participation, share decision making and build partnerships
  • Empowerment: Promote inclusion and equitable sharing of power
  • Strategic Thinking: Live the values and mission, setting realistic goals and translating them into actionable plans

Core competency

  • Kindness: Act with empathy towards everyone he/she works with.
  • Continuous Learning: Make an effort to learn, understand and grow as a person, admitting your own mistakes.
  • Inclusiveness: In any actions show respect and care for others.
  • Initiative: speak up when things are not right, do not hesitate to act, and adapt to change when necessary.
  • Results Orientation: look for solutions and focus on desired results.

 

 

How to Apply

 

Excited to take on a new Challenge..

Then send us your application (application letter, detailed CV containing contact detail of there references) electronically through SOS Children Villages Application portal (ICIMS)

 

Female candidates are highly encouraged to apply.

 

Only shortlisted candidates will be contacted.

SOS Children’s Villages Ethiopia holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasis to assessing candidates value congruence and thorough background checks, police clearance reference check processes.

This vacancy is now closed.
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