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  • Danish Refugee Council (DRC)

    HR and Admin Officer

    Danish Refugee Council (DRC)

    Founded in 1956, the Danish Refugee Council (DRC) is Denmark’s largest, and a leading international NGO - one of the few with a specific expertise in forced displacement. In 40 countries 9,000 employees protect, advocate

    Job Summary

    • Posted Date Nov, 28
    • Expire Date expired
    • Category Human Resource And Administration
    • Location Dire Dawa
    • Type Full Time
    • Education Diploma
    • Experience 4 - 5 years
    • Salary Unspecified

    Job Description

    Title: HR and Admin Officer

    Location: Dire Dawa, Ethiopia

    Employment Category:  H2

    Reporting To:  Base Manager

    Start of Contract & Duration: May 31, 2023

    Posting date: November 28, 2022

    Required Employee: 1

    Salary: USD 540.00 to USD 656.00 based on you work experience and educational qualification.

     

    INTRODUCTION

    The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender-based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

     

    OVERALL PURPOSE OF THE ROLE:

    Under the supervision of the Human Resource and Admin Officer, The HR and Admin will control the recruitment movement in the Field office and Satellite office by ensuring compliance with DRC Administration procedures.

     

    RESPONSIBILITIES

    • Assist in the recruitment process ensuring compliance to hiring procedures as outlined in the HR manual.
    • Maintain a thorough knowledge of DRC HR policies and ensure adherence to it.
    • Ensure personnel files are complete and accurate assuring adherence to highest level of confidentiality.
    • Maintain updated Job description database
    • Handle and facilitate the national staff recruitment process.
    • Makes internal and/or external announcement of vacancies as required by different offices in DRC;
    • Assist the hiring managers by longlisting the applicants as per the criteria set by the organization and send the longlist to the hiring manager; contacting the selected candidates for interview and written exam, facilitate and handle the written exams in Dire Dawa in coordination with CO HR.
    • Maintain tracking system of the recruitment process and compile weekly and weekly recruitment status report.
    • Make sure that objective is set for the newly hired staff in the first week of their recruitment for their probation period. Follow up with the hiring manager to make sure that all the newly hired staff are evaluated for their probation period one week in advance of the end of their probation period.
    • Make sure that all newly hired staff get proper orientation in the Dire Dawa or coordinate with the CO to make sure that all newly hired staff get proper orientation.
    • Follow up with all Dire Dawa and Departments regarding the contract extension of all staff members before two weeks in advance of the expiration of the contract and request them to advise us on the next action.
    • Oversee leave management; maintain leave tracking; ensuring complete documentation for all staff movement in the Dire Dawa Office.
    • Checks the fulfilment of all employment formalities, the required documents and make sure that the Dire Dawa has sound documentation system;
    • Follows up on the submission of accurate timesheets from all staff in DRC  Dire Dawa and ensures accuracy of basic personnel data before payment is effected;
    • Ensures that all staff are insured when they first join the organization, sends the updates of any changes that affect our insurance policy like salary increment, resignation, the status of the staff, etc;
    • Handles all insurance related issues of staff in a very organized and professional manner;
    • Keeps records of different leave requests centrally in Addis Ababa, provides this information to the staff, the management and to any other concerned stakeholders upon request;
    • Records and updates salaries and allowances, transfers, promotions completion of probation; termination of service, etc. of staff on personnel files and computer data bases in coordination with CO HR;
    • Organize orientation to the newly hired staff.
    • Make sure that all newly hired staff have got DRC ID; follow up the contract renewal of ID Printing Service Providers, manage the contract.
    • Make sure that all staff in DRC Dire Dawa have been registered in the government pension scheme and keep the record in the personal file.
    • Provide professional advice to project managers on a range of HR issues.
    • Compile HR related reports as required.
    • Act as focal point on all issues related HR policies, and educate staff on policies through staff meetings in the FO.
    • Any other assignments as instructed by the immediate supervisor

    Management of HR Processes

    • Provide professional advice to project managers on a range of HR issues
    • Ensure the performance management system is implemented on time.
    • Assist in development of annual staff development plan
    • Compile monthly report for submission to the finance and Administration coordinator

    Office Management

    • Ensure timely payment of office rent and utilities
    • Ensure all office utilities and infrastructures are appropriate, safe and functioning (i.e. generator, security system, health and safety. communication & internets, photocopies etc)
    • Oversee all aspects of maintaining the DRC office inform the logistics of any repairs and /or service as required
    • Manage the support staff (office cleaner and cooks, Guards)

    Guest House and DRC – Leased Houses Management

    • Oversee all aspect of maintaining the DRC guest house and DRC leased houses
    • Ensure rentals and all utilities are paid on timely basis
    • Ensure all utilities and amenities are functioning at all times
    • Act as focal point with landlords/property managers on day – to – day basis as necessary
    • Make periodic visits to the guest house to check on status, and advise logistics as necessary

    Salary & Benefits

    • Process statutory payment and ensure monthly and annual returns are submitted on timely basis.
    • Timely enrollment of staff in to insurance benefits package. Assuring staff list is current at all times
    • Monitor expiry of staff contract and advice AM/finance & Admin Coordinator on timely basis
    • Maintain a s knowledge of  HR policies and ain leave tracking ensure employee adherence.
    • The recruitment processes ensuring compliance to hiring procedures as outlined in the HR & Administration manual.
    • Facilitate recruitment processes by posting job adverts, collect applications from applicants, administering tests; verifying prior employment by contacting references; scheduling appointments; maintaining records and information.
    • Welcomes new employees to the organization by conducting induction and orientation.
    • Maintain recruitment tracking system and compile monthly report on recruitment.
    • Maintain updated job description database.
    • Oversee leave and R&R management, maintain leave tracking ensuring complete documentation for all staff movement.
    • Ensure the performance management system is implemented and completed on time.
    • Assist in development of annual staff development plan. 

    Administration and Office Management:

    • Provides office management secretarial tasks by entering, formatting, and printing information; organizing work schedules of support staff;; maintaining equipment and office supplies.
    • Responsible for setting appointments, arranging meetings, maintaining calendars, copying files, entering data into computer systems.
    • Assure staff living conditions are comfortable and make recommendations for improvement as necessary.
    • Oversee administration tasks related to housing and office management.
    • Maintain travel documents and arrange accommodation airport pic up and drop for guests.
    • Supervise the housekeeping and catering staff.

    Other

    • Any other job as assigned by the line manager

     

    All DRC roles require the post-holder to master

    DRC’s core competencies:

    • Striving for excellence: You focus on reaching results while ensuring an efficient process.  
    • Collaborating: You involve relevant parties and encourage feedback.  
    • Taking the lead: You take ownership and initiative while aiming for innovation.  
    • Communicating: You listen and speak effectively and honestly.
    • Demonstrating integrity: You act in line with our vision and values.  

    Skills and Qualifications

    Experience and technical competencies: (include years of experience)

    • 4 years’ experience for Diploma or above 2-year experience for BA holders
    • High integrity, pro-active, stable, robust character and a good team-player
    • Excellent communication skills
    • Excellent analytical and negotiation skills
    • Experience in working in NGOs
    • Proven commitment to accountability practices.
    • Knowledge of computers: word processing, database management packages.

     

    EDUCATION: (include certificates, licenses, etc.)

    • Diploma or BA in Human Resource Management or other relevant fields

     

    LANGUAGE: (Indicate fluency level)

    • Excellent skills in speaking, reading, and writing English and Amharic Language is added advantage.
    • Somali (overall fluency required)

    How to apply

    Interested candidates who meet the required qualifications and experience are invited to submit an updated CV and cover letter explaining their motivation and why they are suited for the post. 

    We only accept applications sent via our online-application form on https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=166427&DepartmentId=19012&SkipAdvertisement=true under Vacancies.  

    Please forward the application and CV, in English through the stated website no later than December 12, 2022. 

    For general information about the Danish Refugee Council, please consult www.drc.ngo
    Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender-gap.
    Equal Opportunities: DRC is an equal-opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status, or other protected characteristics
    We encourage only qualified Ethiopian Nationals to apply. DRC considers all applicants based on merit.


    DRC as an employer
    By working in DRC, you will be joining a global workforce of around 8000 employees in 40 countries. We pride ourselves on our:

    • Professionalism, impact & expertise
    • Humanitarian approach & the work we do
    • Purpose, meaningfulness & own contribution
    • Culture, values & strong leadership
    • Fair compensation & continuous development



    DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.

    If you have questions or are facing problems with the online application process, please visit drc.ngo/about-us/job-and-career/support-for-job-seekers.


    Danish Refugee Council is an equal opportunity employer. We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply!

    Office Dire Dawa

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