Human Resources and Administration Manager 153 views4 applications

Location:                             Addis Ababa

Job title:                              Human Resources and Administration Manager

– LPI Addis Ababa Office

Line Management:          Head of Office – Addis Ababa Office

Supervision:                       HR and admin staff in Addis Ababa

 

Background

The Life and Peace Institute (LPI) is an International peacebuilding organization promoting non-violent conflict transformation through a combination of research and action- working in HoA & Great Lakes for over 35 years. LPI has programmes in Somalia, Kenya, Ethiopia, Sudan, Eastern DRC and in Sweden. The Addis Ababa Regional Office hosts both the Ethiopia and HARP Programmes.

Following a period of sustained growth, the LPI Addis Ababa office is looking to institutionalize critical HR functions. The overall goal for the role is to develop and deliver a planned HR approach to attract, develop, and retain the right people with the right skills to achieve strategic, high-quality HR and programmatic outcomes. The post holder will also be responsible for managing the general administration and office facilities, assets, transport and facility safety and security administration functions. S/He will ensure close functional collaboration with other staff units to enhance efficiency provision of services and accountability.

Roles and responsibilities

Human resource: 

• Implement LPI’s HR and admin systems and procedures
• Ensure that country set up adheres to employment standards, HR policy and other LPI policies
• Ensure compliance with the local labor law
• Manage the implementation of induction programs for new staff, and ensure that probation and other process are put in place and documented
• Working with line managers, identify staff development/training requirements and identify ways in which training needs can be met.
• Develop and manage the human resources management system
• Provide regular HR analysis and reports
• Ensure safe and standardized filing of personnel documents in all offices
• Monitoring staff travel within and outside Ethiopia ensuring a communication schedule is prepared and adhered to.
• Provide pastoral support when required

 

Specific HR responsibilities:

• Develop and deliver a planned HR approach to attracting, developing, inspiring and retaining the right people with the right skills to achieve strategic, high-quality HR and programmatic outcomes
• Organize and facilitate performance management systems and related training including supervise and mentor direct-reports, communicating clear expectations, setting performance objectives, providing regular and timely performance feedback, and counsel on career paths and professional development for HR team and establish a culture of continuous learning opportunities.
• Implement organizational training requirements for both LPI staff and partners.
• Lead the periodic review of compensation and other benefits as and when required to
• Take an active role in the strategic planning activities of the organization and to assist the management in decisions related to recruitment, replacement, restructuring as needed by the operations
• Responsible for personnel administration (recruitment, starters, leavers, payroll, personnel files etc).
• Responsible for staff leave tracking and timesheet management
• Responsible for staff benefit administration (including pension, provident fund, insurance, etc.)
• Proactively advise and lead as appropriately on organizational development, organizational design and change management
• Proactively integrate LPI’s values and management style into our HR and management policies and practices
• Work to streamline and consolidate the HR related documentation
• Member of the Addis Ababa Senior Management Team
• Any other tasks as assigned by line manager

 

General Administration:

• Maintain oversight of efficient and cost-effective facilities management in relation to building and office management and related services of the unit ( including cleaning, hygiene and general office well-being)
• Maintain overall oversight of procurement and logistics of the Addis Ababa Regional Office
• Responsible for vehicle and inventory management. This includes maintenance of sound vehicle log-sheets for monitoring vehicles movement and proper cost allocation.
• Responsible for smooth running of workshops and events of LPI programmes in compliance with internal and Donor’s requirements.
• Maintain oversight and ensure timely payments of invoices related to office, administration and facilities as well as workshops / event management in Addis Ababa Regional Office.
• Ensure compliance with relevant registration procedures and LPI’s presence in the region
• Responsible for maintenance of facility leases and service contracts, ensuring that the leases remain valid and up to date.
• Ensure that staff work in a conducive environment where there is appropriate ergonomics, free from occupational hazards.
• Ensuring facilities are kept in good usable, safe and secure conditions.
• Security focal point for Addis Ababa office and responsible for ensuring that appropriate physical security systems are in place and staff are kept informed of the security procedures and systems.
• Organize regular security and safety training, drills and security information sharing.
• Responsible for storage of equipment and office supplies, ensuring that appropriate records are maintained
• Responsible for the maintenance and regular update of LPI’s property register according to policy
• Responsible for conducting annual physical verification of assets, preparation of annual physical verification reports
• Responsible for equipment movement, ensuring that proper records are maintained

 

Critical interfaces:

By interfaces, LPI means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Finance Office
• Ethiopia Country Manager
• Uppsala head office, especially HR Assistant and Executive Director
• Other LPI Offices

Job Requirements

Professional competencies:

• Minimum 7 years of experience from working as a senior HR and Admin Manager in an international NGO capacity
• Bachelors’ degree or higher in HR management or related field
• Documented results related to the position’s responsibilities
• Fluency in English, both written and verbal

 

Context/specific skills, knowledge and experience:

• Knowledge of Ethiopian context
• Familiar with labor law in Ethiopia
• Broad knowledge of Ethiopian Tax and Legal procedures
• Knowledge of the local language
• Knowledge and experience on major Donors requirements on Procurement, Humana resource management, logistics and event facilitation processes, etc.

Behavioral competencies essential for this position:

• Initiating action and change
• Good communication and inter-personal skills
• Empowering and building trust
• Handling insecure environments

Terms and Conditions

Duration: One year with possibility of extension (depending on performance and availability of funding)

Hours:  The standard working week is 40 hours

How to Apply

How to apply:

Please submit your CV and a cover letter in English, to: [email protected].

(please use subject heading:  Ref:  Human Resources and Administration Manager

Deadline for applications:  10^th January 2020

Only shortlisted applicants will be contacted. We thank you for your interest and look forward to receiving your application.