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1. Job information of Human Resource Officer
   1. Job title:  Human Resource Officer
   2. Department:  Operation   
   3.  Report to:   Operation Coordinator

1. Job Summary 

The Human Resource Officer is responsible for efficiently planning and organizing his/her monthly activities, ensuring timely execution, and promoting a positive work environment. He/she will manage essential HR tasks using PAPDA’s ERP system, including recruitment, employee time and attendance, payroll, and maintaining accurate records of employee profiles through the HR and Payroll modules.  He/she will coordinate with various departments for staff training, track employee progress, and ensure continuous capacity development for staff. He/she will ensure that monthly plans and reporting of all staff are executed within the system. The officer will also collaborate with all relevant teams to align HR processes with project budgets, supported by ERP’s financial integration. Confidentiality is key, with sensitive employee data managed securely in the system. 

1. Planning
   1. Personal Planning

• Develop yearly, quarterly and monthly activity plans and upload them on time.

• Prepare monthly activity report in the last week of every month before salary is effected.

  1. Planning and Designing of Activities

• Plan, Design and post job advertisements for requested positions from uploaded workplans/vacancy requisitions using the ERP recruitment module.

• Design a structured process for ensuring that monthly action plans and reports are uploaded and evaluated by the concerned supervisors.

• Follow up an efficient time-tracking system integrating biometric and timesheet data.

• Manage the structured system for maintaining accurate and up-to-date employee records.

• Design and implement a training needs assessment system using the employee development tracking feature.

1. Implementation
   1. Recruitment

• Create and post job advertisements for open positions using the ERP recruitment module.

• Develop a systematic process for screening resumes and applications, utilizing the applicant tracking system for efficient shortlisting.

• Ensure structure and coordinate written/practical exams and interviews.

• Establish record-keeping procedures for exam and interview results.

• Communicate the result for all applicants.

• Do background checks for all staff, including the validity of educational credentials.

• Implement the standardized employment process (Offer, probation letters and contract agreement) and ensure employees sign the relevant code of conduct and other documents.

• Plan and implement an efficient employee onboarding and induction process in collaboration with relevant departments.

• Ensure all signed employment-related documents are systematically stored in the employee database.

  1. Employee Monthly Planning and Reporting

• Ensure that monthly action plans and reports of all employees are uploaded regularly.

• Compile and generate regular reports on employee performance, including key performance indicators (KPIs) and goal achievement in collaboration with the relevant supervisors.

1.  Employee Time Management and Payroll Administration

• Oversee the employee attendance and timesheets through the ERP system. 

• Generate monthly attendance and timesheet reports and ensure accuracy.

• Monitor and manage employee time-off requests and approvals.

• Manage and coordinate staff's annual and other leaves.

• Address attendance-related issues and discrepancies promptly.

• Prepare time charges for employees who are contributing to different projects. 

• Collect and verify employee time and attendance data for payroll processing.

• Process employee salaries, and benefits based on the stored data.

• Maintain payroll records and resolve any payroll-related discrepancies.

1. Employee Records Documentation and Database Management

• Maintain accurate and up-to-date employee records, including personal information, employment contracts, performance evaluations, and other documentation.

• Safeguard sensitive employee data, including digital and physical HR files, and ensure compliance with data privacy regulations and data protection laws.

• Use the ERP HR and Payroll modules to manage employee records digitally, ensuring that employee information is stored, updated, and tracked efficiently across all relevant departments.

• Assist the Operations Coordinator in the preparation of HR-related presentations and documentation for management, leveraging ERP’s reporting and document management features for streamlined processes.

1. Training and Development

• Collaborate with department heads to identify training needs and gaps within the organization.

• Coordinate and facilitate various training platforms and tools to facilitate employee development, integrating the ERP’s Learning Management System (LMS) to track and monitor progress.

• Track training progress and evaluate the effectiveness of training programs using ERP’s performance tracking features in collaboration with relevant stakeholders.

1. Employee Relations

• Communicate HR policies and procedures to employees and ensure understanding and compliance.

• Advise employees on punctuality, neatness, and other office etiquette.

• Address employee queries related to documentation, training, and monthly planning through ERP’s employee portal, ensuring easy access to HR policies and guidelines.

• Assist in resolving employee concerns and conflicts through effective communication and conflict resolution techniques.

1. Compliance with Rules and Regulations

• Stay informed about labor laws and regulations to ensure HR policies and practices are compliant.

• Assist in the preparation of HR-related reports for internal and external audits using ERP’s built-in reporting tools, ensuring all compliance data is accessible and accurate.

• Contribute towards a safe and inclusive work environment

• Ensure that all employment practices and policies adhere to guidelines, utilizing HR compliance features to track and manage compliance metrics.

1. Reporting

• Prepare and submit monthly HR reports covering recruitment, employee attendance, payroll, and training activities using ERP’s HR and reporting modules.

• Generate quarterly reports for senior management on key HR metrics, including staff turnover, performance evaluations, and compliance using ERP’s and other reporting tools.

• Develop and present HR analytical reports using ERP’s and other data visualization tools.

• Ensure timely reporting of any HR-related challenges and suggest improvements.

• Provide donor/stakeholder-specific reports when needed.

  1. Capacity Building

• Actively engage in capacity-building initiatives.

• Pursue pre-requisite certifications mandated by the organization to support ongoing professional development and organizational transformation.

  1. Other Responsibilities:

• Any other business assigned by the operation coordinator.

• A Bachelor's degree in Human Resources Management or related fields.

• Experience: Proven experience in the NGO sector and in managing HR functions such as recruitment, staff development, and employee relations for more than 5yrs.

• Requirements: Good knowledge of HR management and labor laws, and fostering a positive work environment. 

• Employment Type: Contract

• Place of Work: Addis Ababa

How To Apply

Interested and qualified applicants can apply through the application link: Click here

• Until the deadline till January 7, 2026.
• Only shortlisted candidates will be contacted.