The Lutheran World Federation, Department for World Service Human Resource and Administration Manager Jobs in Ethiopia

The Lutheran World Federation, Department for World Service Human Resource and Administration Manager Jobs in Ethiopia

Job Id: 200097

Category: Development and Project Management, Human Resource and Recruitment
Location: Addis Ababa
Career Level: Senior Level (5+ years experience)
Salary: As per the organization scale

Job Description

Lutheran World Federation (LWF/WS – Ethiopia) is a registered foreign charity which has been operating in Ethiopia since 1973 implementing various development and humanitarian projects in different parts of Ethiopia. LWF is currently looking for professionsal fulfilling the following criteria:

This position is a managerial position that entails membership in the Program Management Team (PMT). The Human Resource & Administration Unit Manager is responsible for Plans, organizes and coordinates the overall human resources and administration and supply chain management functions of LWF Ethiopia; ensures that human resource policies, systems, and procedures are developed and/or update; re-formulates, adapts and ensures that HR and administrative procedures are strictly complied with.

Technically he is accountable to the Resident Representative for the day-to-day operation, as well as closely works with all management team members.

Key Responsibilities:

Human Resource & Administration

  • Plans, organizes and coordinates the overall human resources functions of LWF World Service - ET;
  • Ensures that an effective HR & Administration management is maintained to provide information and services as required;
  • Advises the Resident Representative on HR related matters;
  • Ensures that the Resident Representative and all levels of management are provided with timely information on personnel;
  • Ensures that the policies and regulations of the organization are in conformity with the laws and regulations of the country;
  • Reviews and update staff policy, collective agreement in consultation with the Resident Representative;
  • Represents the Organization in negotiations and consultations with the LWF Labor Union.
  • Ensures that staff rules and the collective agreement of LWF Ethiopia program are adhered to by all the concerned;
  • Lead the recruitment process;
  • Ensures that every employee is given a job description and assists in the preparation of job description as required;
  • Ensures that new staff receive proper induction within the 1st week of their recruitment;
  • Ensure that staff employment and other contracts are reviewed and are legally sound and do present any legal liabilities to the organization in consultation with the LWF Legal Counsel and SMT;
  • Ensures that staff Life & Accident Insurance and employees’ Medical Insurance benefits are updated in a timely manner;
  • Monitors the requirements for work permits of expatriate staff and make arrangements for renewal;
  • Follows on completion of performance appraisals and compile them;
  • Follows up that preliminary investigations on disciplinary actions and problems relating to working conditions are conducted on a timely basis and report with recommendations in accordance with LWF’s established rules, regulations and policies;
  • Supervise and be responsible for staff accountable to the unit, i.e. Senior HR & Administration Officer, Transport Officer, Procurement Officer, Property Administration Officer, HR & Administration Assistant and the staff reporting to them;
  • Put in place detailed staff safety procedures and security evacuation plans for all LWF Projects in consultation with the LWF Focal Person for Security and Security Manager according to the LWF safety and security policies and guidelines;
  • Signs letters and memos related to personnel and administration issues in consultation with the Resident Representative;
  • Be responsible for Organization’s license renewal on a timely basis;
  • Key Liaison person with LWF Legal Counsel on legal issues and litigation in consultation with the SMT.
  • Follow upon all procedures set out in the LWF-ET Staff Rules, Collective Agreement and other operational manuals;
  • Ensure that LWF’s communication systems (IT) are up and running and LWF’s intellectual property and
    data are safeguarded through adequate back up system;
  • Ensure proper archiving and knowledge management is in place according to LWF policies and procedures;
  • Ensures that the LWF contract for rented office and residential premises are renewed on a timely basis;
  • Develop the LWF Head Office Program Operations Budget and regularly monitor expenditure.

    Procurement and Supply Chain Management

  • Plans, organizes and coordinates the overall supply management functions of LWF World Service - ET;
  • Oversee the procurement of goods services and works, warehousing and distribution for goods;
  • As the LWF Ethiopia Procurement Committee, ensures that all procurement are handled in the most transparent and cost-effective manner according to the LWF and LWF Ethiopia procurement manuals;
  • Supervises the Procurement Officer and driver/expeditors in charge of collecting quotations;
  • Ensure that Procurement Committee members in each LWF Ethiopia field office, RCO and HO are current and all have signed the Declaration of Impartiality and Confidentiality;
  • In cooperation with the program Unit, ensure that procurement plans are prepared in a timely manner through lot purchasing and proper tracking of all procurement throughout the year;
  • Develop material costs forecasts or standard cost lists;
  • Develop or implement procedures or systems to evaluate or select suppliers/service providers;
  • Oversee the movement, storage or processing of inventory;
  • Ensures that all goods/supplies and services are properly procured, transported, stored and issued according to the LWF procurement and finance manuals;
  • Review or update supply chain practices in accordance with new or changing policies, standards, regulations, or laws.
  • Appraise vendors’ capability in (supply, service and works) and through on-site visits and measurements;
  • Develop/update LWF vehicle management policy and procedure;
  • Ensure that all LWF vehicles are regularly maintained and/or repaired;
  • Ensure that all vehicle insurance are paid on a timely manner;
  • Monitor supplier/service provider performance to assess ability to meet quality and delivery requirements;

    Employment Term: One year with high possibility of extension

    Job Requirements

    Required Education and Experience:

  • MA Degree or Bachelor Degree in Human Resource Management, Public Administration or relevant field with at least 6 years’ experience for MA Degree or 9 years for Bachelor degree out of which 3 years at Senior management level. I/NGO Experience is advantageous

    Key skills/characteristics required:

  • Well-developed interpersonal skills and ability to work with people of varying background and cultures;
  • Must be able to make fair, unbiased decisions and stay level-headed in difficult situations;
  • Must be able to communicate effectively both verbally and in writing;
  • Must also be able to quickly think a problem through and find solutions;
  • Good personnel management skills, with the ability to demonstrate skills in leading a multi-disciplined and multi-cultural team;
  • Excellent communication and interpersonal skills with people at many different levels of responsibility. Sensitivity to cultural issues, beliefs and ability to work in a variety of contexts in the field of operation;
  • Analytical and strategic planning skills and ability to handle multiple priorities;
  • Ability to perform under pressure and creative in solving problems;
  • Ability of planning for better future and crisis management;
  • Ability to prepare HR & Administration annual budgets and to carry out monthly financial monitoring.

    How to Apply

    Interested candidates who meet the above requirement can send ONLY detailed C.V and application letter through

    LWF World Service Ethiopia is an equal opportunity employer. LWF World Service Ethiopia considers all applicants based on merit regardless of sex, color, religion, ethnicity, age, marital status or disability except for affirmative action to bring gender equity

    Women are encouraged to apply and only short-listed applicants will be contacted.

    The Lutheran World Federation, Department for World Service Human Resource and Administration Manager Jobs in Ethiopia

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