HR and Office Manager - International Relief and Development (IRD)

International Relief& Development (IRD)

Position: HR and Office Manager

Reports to: Chief of Party

Location: Addis Ababa

Closing Date: Ten days from 23-03-2014

Email: ehip@irdglobal.org

Summary: The Ethiopia Health Infrastructure Program (EHIP) is a USAID-funded program that will construct, renovate, and refurbish health centers and medical warehouses throughout Ethiopia. EHIP seeks an HR Manager who will be responsible for general office administration, supporting and facilitating the organization’s recruitment, professional development and retention of qualified staff, promoting gender equity and staff diversity, ensuring the relevance and adoption of IRD personnel policies and procedures, maintaining a positive working environment, and serving as a point person for personnel issues.

Essential Job Functions: Human Resource

Ensure that the recruitment process is aligned with IRD policies and procedures;

• Advertise for qualified candidates as required by the various task orders

• Conduct thorough and appropriate checks regarding their experience, education, and skills

• Follow all IRD recruitment policies and procedures

• Ensure recruitment files include all required forms and documents

Ensure the relevance, timeliness, and sensitivity to gender equality and diversity;

• Solicit comments and feedback from all staff to ensure they understand all policies and procedures

• Monitor the implementation or IRD policies and procedures, especially in relation to gender equality and diversity

Ensure all HR functions are in accordance with IRD policies and procedures;

• Adhere to all applicable Ethiopian labor laws

• Institutionalize and communicate IRD personnel policies and procedures to all staff

• Closely monitor the implementation of all personnel policies and procedures

• Identify, document, and report any violations of IRD policies and procedures

• Ensure employee files are current and include all required forms and documents

Promote and maintain a positive working environment and organizational culture;

• Conduct periodic surveys to ensure the prevalence of a positive working environment in IRD where all employees feel respected and empowered and free of discrimination, harassment, prejudice, bias, and fear of reprisal

• Implement approved changes in the organizational culture

Promote professional development opportunities and provide relevant training;

• Identify knowledge, skills, and competencies required for various positions

• Inform staff of career development/advancement opportunities available with IRD

• Support staff in preparation and pursuit of personal and career development plans

Ensure all HR issues are responded to promptly and appropriately;

• Assist and respond to questions or issues related to insurance

• Respond to staff grievances in a timely manner and report as appropriate

• Respond to staff questions regarding salary, benefits, and taxes.

Essential Job Functions: Office Manager

• Maintains office services by organizing office operations and ptocedures; preparing payment request, purchase request; settling payment requests, issuance of good receiving note;

• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

• Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.

• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement

• Coordinate and arrange travels and accommodation requirements in connection with others

• Coordinate maintenance of office equipment

• Receive and direct visitors and clients

Essential Job Function: Store Keeper

• Receives stores, and issues supplies and equipment and compiles records of supply transactions: Verifies that supplies received are listed on requisitions and invoices.

• Stores supplies and equipment in storerooms

• Issues supplies

• Inventories supplies and equipment at end of each voyage.

• Receives and inspects all incoming materials and reconciles with purchase orders; processes and distributes documentation with purchase orders; reports, documents and tracks damages and discrepancies on orders received.

• Fills Purchase requisitions to order adequate merchandise and supplies; deliver orders to Site staff

• Prepare Good Receipt, store issues and delivery note for each purchase, file appropriately

Other duties as assigned

Required Skills & Experience:

• University degree in Business Administration, Human Resources, or Management

• At least 8 years of related work experiences with international NGOs, especially with USAID.

Preferred Skills & Experience:

• High-level proficiency in written and spoken English and Amharic.

• Good knowledge of word processing (MS Office); proven training skills.

• Excellent human relation and people management skills.

Conflict management ability, tactfulness, a good sense of humor, being self-disciplined, and being value driven

Note: Please submit only an application letter and a CV with Application Letter. Only Short listed candidates will be contacted.