People In Need - PIN HR Admin Jobs in Ethiopia
People In Need - PIN HR Admin Jobs in Ethiopia
Job DescriptionThe HR admin is responsible for implementation of HR procedures and effective delivery of HR administrative services.
S/he applies HR policies, rules and regulations, maintains transparent HR administrative processes (HR planning, recruitment, hiring, on-boarding and induction, evaluation and capacity development and contract termination) and ensures correct administration of the HR documentation.
S/he conducts field visits in order to provide support with HR processes implementation and HR administration.
HR Admin is the source of information and always has most of the HR information available.
The HR Admin specific tasks are:
HR administration
Staff documentations:
Creates and updates/maintain documentation of all staffs in hard and soft copies
Ensures all staff Personal folders are archived according to the Personal folder checklist (both in hard copies and in ELO);
Make sure new employee fulfils the necessary pre-employment document (ID, photo criminal free, guarantee, CVs, Bank information, family information for insurance, guarantee etc)
Ensure all the necessary documentations are fulfilled during termination,
Ensure all HR necessary documentations are properly submitted from all staffs including field offices in a timely manner
Create Contact and vender card/ID number on the first day of new staff
Archive all staff’s contracts and amendments and other documents as per PIN ELO archiving manual on timely manner
Maintain HR database of staffs, ensure it is regularly updated with staff details and collect the necessary documentation on time
Prepare staff information for Payroll, reports and other issues as requested by HRC/M.
Leave Administration
Maintain all staff leaves Data base (i.e. annual leave, compensation leave, sick leave, maternity leave etc.)
Check all leave requests are property approved and archived in their personal folder (hard copy) and elo (soft copy)
Regular update departments their respective annual, compensation and other leave status/balance.
Checks balance of unused annual leave days and share the information and concerns to HRC/HRM as well as to respective supervisor of the concerned employee on time.
Attendance Administration
Prepare attendance and time sheets, ensure correct record of data (signed by employee and approved by supervisors and use other key notes on the attendance sheet.
Include new and exclude out (terminated/resigned) staffs from attendance sheet and also communicate and guide concerned field staffs to do the same on filed attendance sheet
Ensure all PIN staffs attendance and time sheet are submitted as per attendance checklist and archived in hard copy and also on elo accordingly.
Communicate and follow up field staff’s attendance management and ensure timely submission, ideally before preparation of payroll
Provide attendance sheet during audit and other purpose up on approval of HRC/HRM
Staff insurance administration
As a focal person, handles employees’ insurance claims receive medical documents
from employees (checking whether it complies with legal requirements as per the insurance policy and ensure employee uses insurance claim submission form at all PIN offices.
Send staffs refund claim to insurance, collect the refunds from insurance and distribute to employee through bank or to best possible ways
Maintain staff’s insurance data base in soft and hard copy; and record inclusion to and exclusion from insurance policy.
Support and follow up field staffs and field focal staffs (logisticians) in insurance administration
Handle staff’s insurance related enquires and respond them accordingly and communicate the issue to immediate supervisor.
Support assessment and renewal of insurance policy
Other Administration
Issue and keeps updated ID cards for staff and provide the ID to employee on time
Ensures that staff contact list is updated in monthly basis, uploaded on ELO and share to all staffs and expats in the country
Write letters, certificate of works, letters, Memos, notes etc,
Scan and copy HR related documents
Answers HR Office phone and communicate the information in a professional manner
Provide translation support of documents or/and during the meetings / trainings
Taking minutes from the meetings and sharing with the staff
Prepare monthly HR administrative work report/summery
Support another HR works
Assist during staff events, team-building activities, staff meetings.
Support HR manager/Coordinator during audits, reports, organized event, court case, capacity building etc
Assist with the recruitment and hiring of staffs i.e. communicate, call and welcome candidates when they come for exam and interview, archiving of recruitment documents accordingly.
Provide support to new comers (assist with HR induction)
Perform other HR and admin related assignments assigned by HR manager/Coordinator
Others Responsibilities
Ensuring timely and effective delivery of tasks
Correctness and completeness of given tasks on a given decline confidentially
Prompt providing of all relevant information to HRC/HRM
Understanding and adherence to PIN HR manual and guidelines
Understanding and utilizing system of PIN procedure and Ethiopian labour law
Substitute others related staffs during on absence while assigned by line Manager
Understand and adherence to overall PIN code of conducts, policies, guidelines and manual
Job Requirements
Minimum Bachelor Degree in Human Resource Management, Business Management/Administration, Psychology, law and other related and relevant fields of studies
Minimum 2 years’ experience in Human resource
Experience in NGOs or Privet organizations and knowledge of Ethiopian Labour proclamation 377/2003 will be advantageous
Experience of strong coordination skill
Good communication and capacity to work under stress
Good command of MS Package (Word, Excel, Power Point and Outlook)
Knowledge of spoken & written Amharic, English
3 strong references (only from previous supervisors, will be crosschecked
How to Apply
For more information and job application details, see; People In Need - PIN HR Admin Jobs in Ethiopia
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