HR/Admin Assistant (3 Positions)

Position:                                         HR/Admin Assistant

Department:                                 HR/Admin

Hierarchy:                                      HR/Admin Officer

Contract Type:                             Fixed Term

Location:                                        Dollo Ado, Wardher, Jigjiga

Number of Positions                    3 (Three)

Start Date:                                    September 2023

Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the HR/ Admin Assistant Position in Somali Region, Ethiopia.

Key Responsibilities:

I. Recruitment:

·       Collecting all HR documents from new applicants/employees;

·       Arrange interview, follow up of staff recruitment, review regularly online job website to identify candidates for vacant positions

·       Share the CVs with HR/Admin Manager for review and share with job requesters;

·       Following up and support other bases national staff recruitment ;

·       Follow up and collection of bases recruitment plans on regular basis

·       Short list the selected candidate after instruction of HR/Admin Manager;

·       Order the new employee ID cards, Business card (if needed) to logistic as soon as the contract signed by new staff;

II. Staff Personal folders:

·       Create new personal folders for new National and International staff;

·       Updating Employee Data Base (New Employees, Quieted Employees and Salary Changes)

·       Update Personal Folder & Personal Folder Database on regular bases & ensure the accuracy of data;

·       Follow with field to collect staff personal folders missing documents;

III. Payroll:

·       Prepare monthly HR payroll (Titanic) report

·       Get Finance validation and Coordination approval on monthly Titanic report

·       Coordinate with Finance for staff salary payment

·       Records any payroll report (required) in staff records

IV. Others:

·       Supervise the staff attendance sheet on daily basis and report any late or absence to HR/Admin Manager;

·       Update leaves follow up table for National staff;

·       Management/Follow up of staff leaves, provide necessary forms for staff in Capital office and review the whole process for Area offices, while needed;

·       Draft/prepare all administrative letters;

·       Liaise with local authorities on relevant HR or other administration matters required and authorized by Coordination 

·       At least 1-2 years experiences in HR/Administration and personnel recruitment and HR followups

·       College or University degree in Management, Human Resource Management or other related field of studies

·       Self-motivated, dynamic with strong critical thinking

·       Fluent in English (writing, speaking and reading as well understanding)

·       Available immediately/short notice (an asset)

·       Good knowledge of letter writing, both in English and local language

·       Excellent communication skills.

·       Excellent interpersonal and team-playing skills

Qualified national persons with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to [email protected] and received on or before 5.00PM on 3rd  August 2023 with the subject line “HR/Admin Assistant–Somali Region, Ethiopia”

Please do not attach any other documents while sending your applications, if required they will be requested at a later stage.

Please note that only the shortlisted candidates will be contacted.

ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.

ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

ACTED is an Equal Opportunity Employer.