JSI /UI-FHS HR & Administrative Manager Jobs in Ethiopia

JSI /UI-FHS HR & Administrative Manager Jobs in Ethiopia


Job Id: 200678

Category: Human Resource and Recruitment, Management
Location: Addis Ababa
Career Level: Senior Level (5+ years experience)
Salary:

Job Description

JSI Research and Training Institute Inc. / Universal Immunization through Improving Family Health Services (UI-FHS II) is designed and implemented in collaboration with the Ethiopian Federal Ministry of Health (FMOH).

The goal of UI-FHS II is to strengthen the capacity of Regional Health Bureaus (RHBs) in the Developing Regional States to deliver quality routine immunization services to all women and children living in the regions

General Responsibilities:

The HR & Administrative Manager will provide support in all areas of human resources including recruitment, onboarding, orientation, performance management, safety and security, trainings, and human resource development.

S/he provides regular support and advice to Senior Management in all HR matters and ensures compliance with the Local Hire Employee Manual (LHEM) and local labor laws. The HR & Administrative Manager will also provide support administrative support in all aspects of project operations including travel, procurement, consultant management, inventory management and vehicle management.

The HR & Administrative Manager will be based in Addis Ababa and supervised by the FOD. S/he will assist the FOD in the smooth running of the operations for the main office in Addis Ababa and five regional offices. S/he will directly supervise the Program Support Officer and Logistic Assistant.

Specific responsibilities

Human Resources

  • Oversee and manage the recruitment and administrative functions associated with UI-FHS project staffing.
  • Collaborate with Senior Management in the identification of strategic staffing needs, manages the development of position descriptions and circulates position announcements.
  • Lead the advertisement of vacant positions, organize interview schedules, participate in reference check, prepare offer letters for new staffs in accordance with the JSI salary scale, send regret letter to unselected candidates, follow up on the completion of visual compliance for new staffs, compile all necessary documents from new staffs and keep in the HR files.
  • Assist in identifying and contracting local personnel ranging from office support staff, technical staff to professional consultants.
  • Ensure that a professional, fair, and transparent hiring process is observed throughout.
  • Manage the orientation process of new staff by ensuring availability of updated orientation materials and organizing introductory meetings with relevant staff.
  • Ensure completion of HR forms by new staffs; ensure access to Replicon timesheet and arrange all necessary materials (laptop, external hard drive, ID etc.) for new staffs.
  • Manage personnel affairs as per the LHEM (including maintaining personnel files, leave records, and administering all benefits including the procurement and contracting of benefit providers); ensure that all personnel files are updated on a routine basis and kept secure and confidential.
  • Update UI-FHS staff list on monthly basis, upload on the intranet and share with concerned home office staff.
  • Monitor timesheet compliance on Replicon (JSI’s online timesheet system); send timesheet reminders on a regular basis to staff; act as Replicon Field Admin and work with home office Replicon team to troubleshoot any issue.
  • Ensure that HR and administrative policies, procedures, and manuals are disseminated and understood by all staff; provide on-going training for both support and program staff as related to policies and procedures.
  • Provide training to staff in regards to performance evaluation; ensure all staffs have up-to-date performance evaluations by maintaining a tracker of staffs’ performance evaluation dates and sending out reminders to conduct performance evaluation in a timely manner; review each staff’s performance evaluation in detail to ensure that recommendations are fair, transparent and consistent, performance objectives are met, and measurable goals are set for the next performance review.
  • Work with supervisors to develop a leave plan with their staff, and ensure that annual leave are used in timely manner and recorded accurately for each staff.
  • Work closely with Senior Management to resolve any HR management issues, including annual increments, promotion, performance improvement plans and/or terminations; provide support and advice to the
    management as needed.
  • Together with supervisors, manage staff performance issues including Performance Improvement Plan
  • Work closely with the finance team to update insurance, payroll information, change in taxation etc.
  • Ensure compliance with LHEM policies and procedures; ensure all staffs take the ethics and code of conduct training upon hire and on yearly basis.
  • Serve as a safety and security point of contact for all UI-FHS safety and security needs as stated in the safety and security manual; provide training and ensure with compliance safety and security policies and procedures.
  • Maintain an up to date knowledge of government laws and regulations as they relate to labor, taxation, immigration and any other legal requirements and regulations that impact human resources.
  • Institute and apply all policies and procedures for staff in a manner which is fair, transparent and consistent.
  • Liaise with HR staff of other JSI projects in Ethiopia to ensure consistency across all projects in line with JSI policies, donor policies, and local labor laws.
  • Collaborate with other JSI projects to identify appropriate training opportunities as needed to enable the staff broaden and develop their professional skills in line with budget - both internal and external, formal and informal.

    Administration

  • Ensure compliance with the Operations Manual, which outlines all policies and procedures in areas such as finance, travel, procurement, consultant management, inventory management, IT and vehicle management.
  • Build the capacity of staff in matters specifically related to UI-FHS project operations, through meetings, trainings, field visits etc.; and serve as the point person for project related admin and logistics queries.
  • Lead and arrange for procurement of equipment, supplies and services as required by project activities, in accordance with the JSI policies and procedures, and donor’s rules and regulations.
  • Oversee all leases of equipment and procurement, and ensure that only allowable items are purchased with donor funds and all relevant documentation is obtained and maintained on file;
  • Ensure the proper inventory control, regular review and record of all procured furniture and equipment.
  • Assist in conducting a semi-annual physical inventory review and record any losses or damaged furniture or equipment.
  • Support the setup and/or maintenance of the central and regional offices.
  • Provide assistance to international travelers with visa application, travel and logistics arrangements, safety and security etc.
  • Ensure timely settlement of office bills such as telephone, electricity, water, and internet.
  • Organize and manage repairs of project equipment and vehicles in a timely manner.
  • Closely monitor service contracts and leases, such as vehicle rental, office rent, and maintenance contracts on project equipment with vendors and ensure renewal/amendment of same as needed.
  • Update and monitor Memorandum of Understanding (MOU) with UI-FHS at regional/ woreda level to ensure cost share requirements are met.
  • Provide coverage for the Program Officer while on leave
    work closely with Regional Finance & Admin Officers to provide needed support on HR and admin related issues
  • Travel to regional offices to provide HR and Admin support and guidance as necessary
  • Perform any other duties as required and/or assigned.

    Job Requirements

    Qualifications:

  • Recipient of a College Degree or advanced degree in Management, HR, Office Management, Administrative Management from a recognized College/University
  • Minimum of 7 years working on similar managerial position preferably with international organizations
  • Strong communication skills: written, interpersonal and verbal skills, active listener, patient.
  • Proficient with all Microsoft office suite programs, specifically; Word, Power Point, Excel, and internet
  • Proven ability to work with confidential information and maintain absolute discretion
    High level of independence and initiative to follow work through to completion
  • Self-starter with ability to exercise sound judgment and anticipate the needs of others
  • Ability to work well with people from diverse cultures.
  • Willing to travel to regional offices around 10% of the time
    Working knowledge of English and Amharic.
  • Knowledge and experience in finance and accounting is desirable.

    How to Apply

    Interested applicants please submit your application and CV to uifhsrecruit@hotmail.com

    JSI /UI-FHS HR & Administrative Manager Jobs in Ethiopia

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