Human Resource Coordinator
Location: Bahirdar, Ethiopia
Company: Plan International
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.
Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.
The position holder will be responsible to support Program Area function by properly providing efficient and required HR services on a daily bases in terms of organizing appropriate induction program, following up probationers, facilitating training and development programs, following up performance management activity, and maintain relevant staff records.
Accountabilities and MAIN WORK ACTIVITIES
- Ensure staff has access to the HR manual and relevant policies
- Ensure access to benefits for staff and maintain up to date recodes on usage.
- Produce quality monthly, quarterly and year-end reports to monitor on all HR services
- Ensure all staff data is up to date and personnel file audit is conducted quarterly
- Provide HR related data, information and reports to Finance and other departments when requested and upon endorsement of the Head of HR & OD
- Ensure vacancy announcements are done timely based on specific job descriptions and skill requirements proposed JDs and disseminate the announcement of job opportunities internally and externally, on Employee Central as widely as possible through innovative ways.
- Ensure job applications, coordinate with that the line manager to undertake short listing and arrange assessments/interviews are finish within recruitment lead time.
- Support the orientation of recruiting managers and recruiting and selection panel with Plan Ethiopia's recruitment policy and set of procedures and ensure that the rules and regulations are strictly adhered to while selecting or rejecting candidates.
- Ensure pre employment requirements like reference check, police report, and antiterrorism check are met by potential candidates before job offer is made and/or within 60 days for urgently filled positions.
- Develop effective orientation plans and processes, ensuring staff are aware of the policies and practices relating to their employment.
- Facilitate preparation and issuance of Identification Cards for all regular and contract employees.
- Establish evaluation procedure for monitoring the effectiveness of the induction process and feedback to line managers.
- Facilitate induction program for new employees and make sure every new employee goes through successful induction program.
- Register and document all new staff including opening files for them and ensuring they sign contract document, Terms and conditions of Employment, pledge of secrecy and PLAN Code of conduct.
- Ensure all employees fill in the personal information form and it is updated at all times whenever there are changes against an employee.
- Prepare and execute contract renewals and all other contract changes in collaboration with line managers.
- Keep and maintain up-to-date personnel files for all project emergency/recovery employees
- Write and keep record of all Human resources correspondences between PLAN and its employees e.g. confirmation letters, termination letters, warning letters, end of employment notifications, etc
- Monitor expiry of probation periods and notify supervisors one month in advance to prepare end of probation evaluations.
- Mainstream and manage the employee central/HRIS.
- Ensure all employees have a current contract of employment and comply with all human resource policies and practice, local labour law and PLAN Ethiopia country and global policies.
- Organize staff training sessions and activities in collaboration with Program Area Managers and HR/OD department.
- Follow up the completion of semi-annual staff performance management activity and compile the report.
- Advise Program Area Managers and other employees on employment law and PLAN's employment policies and procedures
- Take part in disciplinary and grievance procedure when requested.
- 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)
- Answering employee questions and addressing employee concerns with PAMs.
- Collect exit interview information in a template to help drive better HR decision making.
- Take part in special assignment and committee works as and when required.
Â Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
- Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International's Code of Conduct (CoC).
- Ensure that Plan International's global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
- Ensure that Plan Ethiopia contributes to Plan International's global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
- Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International's purpose.
- Set high standards for self and others' behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
- Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
- Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
- Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
- Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.
- Accept change and support others in adjusting to it, helping them understand.
BUSINESS MANAGEMENT COMPETENCIES
- Are aware of the values and the global strategy and understands why Plan International's purpose is so important in advancing childrens rights and equality for girls globally. Understands and applies the principles of safeguarding and protection of the vulnerable populations with which Plan International works.
- Are aware of the processes, institutions and organisations that shape the development and humanitarian context. Understands their local operating environment, demonstrating political, social and cultural awareness.
- Are aware of the different structural and governing elements, including national organisations, global hub, regional hubs, country offices, liaison offices, members assembly, international board, and the leadership team. Are aware of Plan International's main sources of funding and knows where to find company information.
- Applies the Code of Conduct principles to their work activities.
- Understanding relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Planâ€™s purpose, values, and global strategy
- Regularly undertakes and interprets risk assessments, assigns ownership of risks, and manage oversight.
- Contributes to strategic planning activities.
- Designs job roles in line with organisational need, considering the external labour market. Understands the current pay and grading system.
- Identifies current and future personnel needs aligned to the workforce plan. Manages risk by reviewing capability and capacity against future requirements.
Qualifications/ experience essential:
- Minimum B.A. degree in Management, HR, and/or Business Administration
- At least five plus years of relevant HR experience and understanding of HR in emergency set-up is a desirable out of which 3 years on a senior level experience
- Development of best practice HR policies and systems that support the achievement of Plan'ss goals.
- Knowledge of HR, good understanding of Development organizations
- Awareness of child protection issues
Qualifications/ experience desirable:
- Fluency in English language is essential
- Knowledge of Local Languages is a desirable
Type of Role: Coordinator
Reports to: Program Area Manager
Closing Date: September 19, 2021
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
Apply to Human Resource Coordinator at Plan International