Human Resource/Admin and IT Officer – Medical Teams International

Medical Teams International Calling: 

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.                                  

JOB SUMMARY

To provide the day-to-day MTI HR/Admin, IT support and handle all routine activities of the HR & Admin task in Addis Ababa. She/he should deliver her/his duties and responsibilities efficiently and professionally. The position holder carries out filling and other HR/Admin and IT related tasks.. She/He will ensure the functionality of the IT system of the organization and is responsible for orienting staff and assisting the teams in administering and protecting all aspects of MTI ICT systems and services.        

Essential Duties / Responsibilities: 

• Maintains up-to-date records (both in hard copy and soft copy format) as per MTI Checklist of all staff by making sure all the necessary work-related documents are filed for new hires on a timely manner.

• Performing file audits to ensure that all required employee documentation is collected and maintained Completing termination paperwork and assisting with clearance.

• Make sure ID cards are prepared and distributed to new staff on time.

• Ensures office supplies are available in the department and make sure of timely replenishments and distribution of materials. Keep track of material movements.

• Systematically, develop an internal follow-up sheet of major administrative activities in relation to Guest House Management and necessary supply arrangements

• Manage filing system of incoming/outgoing letters, project documents,  major contracts, and partners’ information ( in hard/soft copies, as relevant)

• Provide a range of reception services, including managing visitors and callers to the Office, and maintaining a tidy reception area, to ensure a professional reception is maintained.

• Receiving Field phone calls for Addis Based staff whilst these staff are away from their office

• Liaise with, and actively develop and maintain working relationships within the Addis office, the wider organization, and with external governmental stakeholders.

• Receive and compile applications received and prepare the CV summary of applications received.

• Collection of time sheets and monthly tracking of leave balances

• Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult Protection, and harassment-free workplace policies

• Committed to the values and principles of MTI

• Work with the logs team with travel, hotels, and flights for staff in transit when needed.

IT and System Support

• Assist in ensuring that all aspects of the Medical Teams International Ethiopia computer network (including servers, desktops, network, data cabling, UPSs, security hardware and software, printer, scanner, etc.), anti-virus and email systems are functioning within capacity, taking all reasonable preventive steps so as to ensure minimal downtime during working hours.

•  Manage peripherals like printers, scanners, photocopiers etc and to give support on printer configuration/ management, disk space optimization, and regular backup and archival

•  Assist in administering security and networking devices to facilitate remote working, while protecting the network from intrusion or denial of service.

•  Assist in ensuring and following up IT policy of the MTI is being enforced.

•  Install new PCs and other hardware and software as appropriate, and to ensure that the most recent service packs are installed and maintained on all machines and that the servers and workstations are patched appropriately in response to Microsoft or any other software Providers’ security alerts.

•  Provide backup/restore and other related technical support on financial applications and databases

•  Provide IT support to staff in the Addis Ababa and field offices

•  Liaison with ethio- telecom when the Internet is down, the upgrade is required, other backup internet devices fail, or installation is required

•  Liaison with external maintenance providers for regular outsourced maintenance of ICT equipment

Additional activities

• Support other areas of the office as requested or needed to ensure efficiency and quality of work for all – Maintain a clean and safe working environment.

• Support the safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult Protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills that will enable them to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct themselves in a manner consistent with the Safeguarding 

WORK CONDITIONS          

Staff will be working primarily from the Medical Teams International offices in Addis Ababa.

Work Days & Hours

Monday-Saturday, 40-48 hours/week, occasional weekends and public holidays

Reports to

Direct: Senior HR/Admin Officer

Technical: Country Human Resource Manager 

Department:  HR and Admin 

Team: Support Staff

Reports to (position): HR and Admin

Location(s): Addis Ababa with frequent travel to the field 

Work Days & Hours: Monday-Saturday, 40-48 hours/week, occasional weekends and public holidays

Travel: Regular travel to field offices