Base HR Administrator

Location Oromia, Ethiopia
Date Posted December 25, 2022
Category Administration
Job Type Full-time
Currency ETB


Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and acute needs through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience. Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz, and Gambella) with a portfolio of 20m USD/year of emergency, resilience building, research, and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA, and others.

I.                    Summary of position

Help manage the base’s human resources and manage the administrative aspect

The Base Human Resource Administrator role’s purpose, engagement and delivery is:

  • Purpose (The substantive focus of the job encompassing scope, depth and difficulty of work both conceptual and applied)

Objective 1: Follow up administratively the base Human Resources  

- Keep the database on staff updated including leaves loans and HR statistics

- Draft employment contracts and send to senior human resource administrator for validation and final approval

- Prepare monthly Payroll/Adjust perdiem formula;

- Prepare/Transmit the filled database monthly to the senior HR Administrator at the capital level

- Insure to induct new employees of administrative issues and human resources; Participate in training new Action Against Hunger staffs about Action Against Hunger Procedures and history

- Prepare employee Identity Cards and keep record in the staff list

- Follow-up the staff’s leaves: annual leaves, sick leaves... And ensure to keep track record of written record and send monthly, yearly, quarterly report to HR Capital;

- Monitor salary advances, loans/bonus payments and keep track records on both the database and personnel file;

- Set up a follow-up process for equipment on loan; monitor salary advances, loans, and Bonus payments etc.

- Set up a follow-up process for equipment on loan; monitor salary advances, loans, and Bonus payments etc.

- Sort all documents in the local employees’ individual files and check that all files are complete and updated

Objective 2: Assist the hiring process administratively:  

- Keep record of the job opening requests with updated Job descriptions;

- Draft job vacancy announcement in consultation with the Field Coordinator and send for HR Capital for validation

- Ensure to post vacancies at field sites and at base office;

- Organise the recruitment process in co-operation with the job-seeker : schedule appointments, tests, replies

- Receive and keep track record of all applications received and ensure to communicate to candidates of the written and interview results;

- Participate in giving salary offer after validating salary levels

  • Engagement: (The focus of interaction both internally and externally needed to deliver a service seek collaboration and build effective partnerships)

Objective 3: Manage Local Employee’s Social Insurance  

- Register new employees and their legal successors; keep a record in their respective personnel file

- Review medical receipts/prescriptions submitted by employee and validate for finance for paymen

- Prepare reports on accidents at work and take the necessary measures in case of death or to end a contract; ensure contacts with local partners (insurance, social security, pension fund)

- Ensure contacts with local partners (clinics, hospitals, etc.) when see fit for the Bases;

- Participate in assessing Action Against Hunger social benefits and policy in guidance of the Country HR Manage

  • Delivery: (The focus on the execution of the work and the role on the team for supporting business/operational functions in terms of timeliness and quality)

Objective 4: Facilitate the transfer of information and documents; Assignment  

- Receive/transfer telephone calls to the persons concerned, note them down in the register and take messages if necessary Arrange appointments;

- Translate administrative documents up on request,

- Look after incoming faxes and ordinary mail and transmit them to the persons concerned after having registered them; type, register and send faxes, mails and letters;

- Photocopy and scan documents; Sort and file documents; Register, copy, dispatch and archive incoming documents (letters faxes…)

- Perform any duties assigned by your immediate supervisor.

II.                  Supervisory Responsibilities

Assistant Base HR, Cleaner and Cook

III.                Gender Equality Commitments  

·         Foster an environment that supports values of women and men, and equal access to information.

·         Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

·         Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.

·         Value and respect all cultures.

IV.               Fiscal Responsibility


V.                 Physical Demands

·         While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

·         The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

VI.               Working Conditions, Travel and Environment

The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.

Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.

Job Requirements

  • BA Degree in Human Resource, Business Administration, management and related business field
  • 5+ years related working experience
  • Understanding the local cultural context and language is mandatory.

Required Skills & Competencies

  •         Good command of the English language, Computer Skill, Strong Analytical skills, Strong planning skill, Ability to forecast, Computer skill, Good oral and written Communication Skill, Decision making skill, Problem-solving skills, Ability to work to deadlines
  •         Professionalism, Team Work, Proactive, Motivational, Autonomy
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