Temporary Roving HR Officer – Roster – Plan International Ethiopia

Role Purpose 

The position holder will be responsible to support the HR&OD Department in ensuring that competent and committed workforce from internal and external sources are recruited and hired to achieve organizational goals and objectives. Help the HR and OD department in Managing the Human Resource Information System (HRIS) /Employee Central.

He/she is also responsible for proper administration of staff salaries and benefits based on existing systems and processes. Furthermore, the post holder provides efficient and required HR services on a daily bases in terms of posting and processing vacancies, receiving and reviewing job applications, follows up probationers and employee’s contract expiry date. 

Recruitment 

• Prepare internal/external vacancy notices and announcements based on specific job descriptions and job specifications proposed by the recruiting department
• Disseminate and post vacancy announcements internally and externally as widely as possible through innovative ways;
• Receive applications and testimonials of candidates for vacant posts
• Screen applicants for basic compliance with position qualifications; and summarize resume for easier evaluation during follow-on steps.
• Conduct background and reference checks on shortlisted candidates to ensure authenticity of information provided during candidates’ interview sessions.
• Undertake candidate shortlisting (in coordination with recruitment panel members including the recruiting manager.)
• Schedule paper examinations and interviews, communicate schedules to interview panel and communicate these to applicants, in consultation with recruitment manager.
• Process the communication of the recruitment panel decision to applicants timely.
• Ensure completion of required pre-employment formalities such as medical check, criminal background certificate, registration with pension scheme, GPA Insurance coverage, due completion of all staff forms for record purposes.
• Provide employment letter and other relevant documents to the selected candidates
• Facilitate preparation and issuance of Identification Cards for all regular and contract employees.
• Coordinate with Staff Development and Performance Management Coordinator unit to conduct induction and on-boarding of new employees.
• Maintain good relationships with appropriate employment sources such as Universities, Colleges, Employment Agencies, etc.
• Participate in recruitment as per the level of authorization.
• Organize induction program for new staff.     
• Verify pension scheme registration of new employees.
• Verify PEOSSA creation or update of employee records. 
• Verify the GPA Insurance coverage of all staff (in liaison with the insurance company). 
• Notify the insurance company to cancel insurance for leavers.
• Support the programme area recruitment when needed.

Benefit Administration

• Support in ensuring that all new employees are registered with the pension scheme and appropriate records are created or updated with PEOSSA.
• Liaise with the insurance company to include all staff are covered with GPA Insurance and also notify the company to cancel insurance for leavers;
• Support in coordination and follow up CO and field staff timesheets, annual leave

Employee Documentation

• Coordinate and follow up CO and field staff timesheets.               
• Update and maintain staff list.          
• Facilitate and check the handing over process of  leavers: (i.e. Prepare Acceptance of resignation letter, Check Exit Interview and Handover note is filled and signed by Line manager, Handle termination and retirement process and Prepare and process final payment and  work certificate)         
• Collate exist interview information in a template to help drive better HR decision making.     
• Check and verify medical expense requests submitted by CO staff (if the staff legal dependents are correctly registered.)   
• Facilitate preparation and issuance of Identification Cards for all regular and contract employees.    
• Maintain all HR policies, procedures.
• Check preservation of appropriate formats.      
• Handle and process documents on a timely basis and as per the Plan Ethiopia’s Human resource manual.       
• Mainstream and manage the employee central/HRIS.
• Prepare process and submit employment documents (like letters, contract agreements, and work certificates.) 

Human Resource Management 

• Participate in collective leadership of the HR department.                         
• Take part in special assignment and committee works as and when required.            
• Provide monthly report to the recruitment Manager on activities carried out when required            
• Perform any other relevant duties as requested by the supervisor.                    
• Handle any HR issues as deemed necessary;  
• Ensure Plan polices are signed by all staff and new entrants as required.
• Implement data protection policy
• Submit periodical report
• Perform other relevant duties and as assigned (of a similar nature of related in the interest of the organization 

Financial Responsibility

• Support the department in providing data for budget preparation

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that all staff signed safeguarding policies;
• Implement Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.

 Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.