Job Description
Employment Opportunity – Contingent upon funding.
Pact Ethiopia is a field office of “Pact” an international non-governmental and non-profit making organization with its headquarters in Washington DC. Pact Ethiopia exists to build local capacity to enable systematic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy and enjoy the benefit nature provides. For efficient execution of its duties, Pact Ethiopia is looking for an enthusiastic, creative, energetic individual to fill the following position for its 5-year, USAID-funded program, Sustainable Peace Activity.
Overview:
The HR and Administration Manager is responsible for managing all HR & administration activities contributing to the achievement of Pact over all objectives. The post holder will provide direct management support to project staff under his/her management. She/he is directly responsible for implementation of all HR and administration activities and the enhancement of admin support throughout the process. As such, she/he has a responsibility to promote coordination and communication between and amongst departments and staff to ensure effective and efficient utilization of resources. The post holder will ensure that the activities under the unit are implemented as per the policy and procedure set by Pact and that technical quality is of the highest standards. S/he will contribute to strategic planning and new business development discussions and will maintain effective working relationships with key actors and partners. The post holder is accountable for the coordination of supplies and procurement management, property management, transport management and ensures that all the relevant policies and procedures governing the above are adhered to all times.
SPECIFIC FUNCTIONS AND RESPONSIBILITIES:
Job Responsibility #1: Staff Management
Provide regular and supervision to Administration staff under direct line management. This includes (but not limited to) the formulation of individual work plans (with agreed performance targets) based on projects work plans and/or job descriptions. It also includes regularly scheduled supervision and performance management meetings to assess progress against agreed targets.
Build the technical and managerial capacity of staff in Administration and delegate tasks for efficient performance of activities.
Prepare and participate in the articulation of organizational policy and administrative decision-making.
Develop and implement annual work plans of the Administration and HRD unit.
Responsibility #2: Human Resources Development and Personnel Management.
Advice management on HR policies and issues in order to maintain and consistently manage the human resources of the organization.
Direct process of personnel management system and ensure its applicability
Establish proper HRD and systems that can provide accurate, current and complete records pertaining to human resource management.
Provide to all Pact staff the organizational policies, procedures, guidelines and systems.
Posting Vacancy announcements internally and externally including field offices and declare the schedule, arranging sitting room for the nominee and follow up the process and submit the report accordingly.
Open Personnel file
Provide technical support and guidance to sub-offices in the area of human resources development and administration issues.
Handle employees’ grievances, disciplinary and other administrative issues according to Pact policies and procedures.
Conduct a capacity and training needs assessment of Pact staff and that findings are incorporated into the overall human resources development plan of Pact.
Ensure the human resources related records and files are maintained.
Oversee preparation of staff strengthening plans and implementation of staff of the organization.
Follow up the timely completion of performance appraisal of staff under probationary period.
Plan short- and long-range human resources requirements for the organization.
Make sure that staff safety and security maintained
Administers employee benefits such as insurance, Medical and education.
Make sure that staff separation process and entitlement completed in appropriate and timely manner
Responsibility#3: Procurement of goods and services and Inventory Management.
Coordinate procurement committee meetings, as required and ensure all documents are made available to committee members and internal auditors
Establish proper inventory and procurement management systems include accurate current and complete policies and procedures pertaining to acquisition of goods and services for Pact Ethiopia.
Administer compliances with donor’s agreements and ensures that all inventory handling and procurement are implemented as per the approved agreement and budget,
Follow up proper service contract procedures are in place and implemented
Ensures vehicle utilization as per Pact/donor polices are procedures and pursue timely vehicle repair and maintenance.
Ensure that all Pacts’ properties including vehicles have insurance coverage and follow up its timely renewal.
Follow and Endure proper registration and administration of fixed assets of the organization.
Job Responsibility #4: Contract Administration
Ensures that contract of employees is renewed or discontinued timely.
Prepare employment contract and follow up the renewal or termination of the contract timely
Prepare Consultants contract and ensure the timely completion of the task and notify the concerned staff the expiry date and follow up the renewal.
Prepare lease agreements and follow up the renewal of the lease agreements.
Make sure that various service level agreements properly documented and administered on timely manner adherence to policy and procedures.
Job Responsibility #5: Logistic and Vehicle Pool Management:
Properly coordinate logistic support for program
Plan and design logistic arrangement with program and admin staff
Coordinates, facilitates and controls all vehicle requests, assigns and dispatches vehicles according to priorities and needs of users
Prepare schedules for the assignment of drivers to undertake field trips
Facilitates the provision of efficient transportation service depending on the requirement of the activities and ensures that vehicles are handled with care and maintained regularly
Ensure that log books are completed by drivers on time and adhere to the transport service guide lines of the organization
Ensure regular reports on the key performance indicators of a vehicle such us (fuel consumption, maintenance cost, utilization, tire consumption & its cost and so on)
Control the movement of vehicle with a white board
Ensure that all vehicles of Pact Ethiopia undergo annual inspection on time and work closely with Admin Assistant/Procurement, Liaison and Logistic personnel
Provide assistances to Filed Office in arranging maintenance of vehicles and transport related issues
Work with car hire service provider and make sure that the assigned vehicle by car rental agency is based on the requested specification.
Ensure that log sheet is completed correctly by rental vehicle drivers
Verify the payment requested by car rental agency is based on the agreement we have.
Allocate taxi for town Pact business when there is shortage of office vehicle and verify its payment
Arrange trucks whenever a need to transport materials
Follow up on the safety and security of visitors and staff while they are on field trip through telephone and other means of communications.
Job Responsibility #6: Vehicle Maintenance:
Ensure all Pacts vehicle are maintained periodically
Make sure that minor maintenance of office vehicle undertaken
Make sure that inspections for all vehicles are in good conditions before they assigned to field trips
Closely work with the maintenance workshop and drivers to ensure all vehicles are maintained according to maintenance order
Follow and make sure genuine parts are replaced by the workshop to the vehicles at the time of service
Make sure and receive vehicles from the workshop and ensure that the replaced parts are surrendered to pact in close cooperation with Admin and HR Manager.
Give technical advice to the Admin and Procurement Manager regarding major maintenance decisions
Closely with purchase regarding parts purchase for both vehicles
Job Responsibility # 7 Insurance
Make sure that that insurance coverage for all vehicles, Life and Non-Life and under Pact and Partners custody
Accumulate necessary document for notification in case of accident
Follow up annual inspection for all Motorbikes and all Vehicles under Pact and Partners custody
Responsibility# 8. Handling and leading visitors related issues as per the request.
Coordinate with the respective admin assistant to make sure that the accommodation booking is done for the visitor.
Work with concerned staff and the visitors to get their detail schedule and providing necessary support accordingly.
Responsible to undertake that all the necessary facilities such as transport, accommodation, shuttle and other necessary services are provided to the visitor.
Addressing any emergency call from the visitors and/or be stand by to respond to the requests of the visitors.
Make sure that they got necessary support and guidance during their stay.
Responsibility #9: Planning and reporting
In collaboration with the budget and compliance manager, jointly develop and annual budget plan for the Administration unit including appropriate resources pools (admin staff, vehicles, rent etc.) and ensure proper allocation to projects budgets in accordance with donor agreement and sound financial practices.
Ensure proper monitoring of administration budget.
Compile appropriate periodic reports on the activities of Pact Ethiopia office and Administrative unit.
Responsibility # 10: Coordination
Direct the overall operational activities of the Administration unit.
Lead regular scheduled meetings with relevant members of administration team, participate in wider coordination meetings (as per the agreed organizational meetings schedule) and ensures dissemination of minutes to appropriate departments and or staff in AA and sub-offices.
Promote effective communication and coordination across the organizational structure.
Job Responsibility #11: Strategic Planning
Participate in the formulation of strategic and policy decisions related to the design, development, implementation and evaluation of all Administration system.
Continuously evaluate the appropriateness of the existing Administration systems and/or approaches and propose changes for improvement.
In collaboration with the MERL unit, ensure that Administration-related activities are properly supported to the fulfillment of Pacts strategic objectives.
Job Responsibility # 12: Networking, Advocacy and Representation.
In alliance with Pact HQ, provide technical guidance and support in the areas of Administration.
Keep abreast of organizational changes and or developments in Administration and ensure dissemination across the Pact Country Office. Document lessons learned and share with other Pact Country Program.
Represent Pact in key internal and external meetings as deemed necessary.
Job Responsibility # 13: Reporting and documentation.
Prepare quarterly and annual report of the unit.
Responsible in the documentation and maintenance of personal files with the recommended details and with high standards and integrity.
Job Responsibility # 14: Others
Performs other duties as assigned.
Reports to: Country Director
Supervises: Admin Assistant/ Secretary Cashier and Storekeeper, Admin Assistant/ Procurement, liaison and Logistic Procurement and Field Support Driver and Expeditor.
Duty Station: Addis Ababa with possibility of frequent field travel.
Job Requirements
Qualification And Experience
Education/Training
BA/MA degree in Management, Human Resource Management, Public Administration, social science or related fields
Experience
6/4 years of experience in administration and human resource development, out of which at least 4 years in managerial position.
Technical Skills
Excellent and proven experience in human resources management, leadership quality and firm belief in teamwork
Strong interpersonal and communication skills and the ability to work effectively with wide range of constituencies’ in a diverse community.
Intergraded knowledge and understanding of human resources concepts, proactive, systems and procedures.
Full and up-to-date computer literacy
Demonstrated self-starter ability
Demonstrated writing, presentation and report writing skills.
Fluency in written and spoken English language.
Competencies
Initiative, accountability, integrity, professional excellence, building partnerships, coaching/mentoring, contributing to team success, leading through vision and values; negotiation, proactive problem solving, managing performance for success, facilitating change.
Contacts/Key Relationships
The incumbent is expected to establish and maintain open and cordial relationship with GOs/CSOs, GOs and other stakeholders in order to obtain the required support and collaboration for the smooth coordination and implementation of Pact activities.
Working Conditions And Level Of Travel Required.
The post holder will be stationed in Addis Ababa with possibility of frequent field travel.
Interested applicants fulfilling the requirements are invited to send their application letter and CV to adebebe@pactworld.org or Pact Ethiopia Office Address indicating Admin & HR Manager in the subject.
Your application letter must include the following information
Name of the position you have applied for
Summary of your qualifications & experience and how it can fit this vacancy in one PDF
Deadline for application: April 12, 2023.
Applications received after the closing date will not be considered and only those candidates that are short listed for interviews will be notified.
Address: Yeka Sub City, Gurd Shola Area, Woreda 9, house No. New, Elfora Agro Industry plc 6th floor. For further information please call by the following numbers 011661-6244/0116616939.
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