Job Description
Job Summary
The HR & Administration Officer provides professional human resources and administrative support to the field office to ensure efficient people management and office operations. The position coordinates recruitment, onboarding, employee records administration, payroll and attendance processes, staff benefits administration, performance management processes, training coordination, and HR reporting in accordance with CARE policies and Ethiopian labor laws.
The position also coordinates administrative services, office facilities, fleet and transport administration, property records, travel arrangements, and office logistics to support program implementation and day-to-day operations. The incumbent maintains accurate records, follows-up on administrative processes, and serves as a focal person for routine communication with service providers and relevant local authorities.
The position works closely with the Head of Field Office, Head office People and culture Team, Finance, Procurement, program staff, and external service providers to ensure timely and effective delivery of HR and administrative services.
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Job Requirements
Education:
Bachelor’s Degree in Human Resource Management, Management, Business Administration, or a related field.
Experience:
3-5 years of relevant experience in HR administration, office administration, or operations support.
Experience in recruitment coordination, employee records management, payroll administration, and administrative services.
Duties and Responsibilities
Job Responsibility 1: Human Resources Administration and Employee Support (40%)
Recruitment and Staffing
Coordinate recruitment processes, including vacancy announcements, interview arrangements, candidate communication, onboarding, and documentation.
Facilitate employee movements including appointments, transfers, promotions, contract renewals, and probation follow-up.
Maintain staffing information and follow up on recruitment actions to support timely filling of vacancies.
Coordinate staff orientation and onboarding activities.
Employee Relations and Performance Management
Provide routine HR support and guidance to staff and supervisors on HR policies and procedures.
Assist in coordinating employee relations matters and maintain related documentation in consultation with HR management.
Coordinate annual and mid-year performance review processes and maintain performance management records.
Support managers in implementing staff development and performance improvement plans.
Staff Benefits and Learning
Coordinate employee leave administration, insurance, medical claims, and other staff benefits.
Consolidate annual leave plans and maintain leave records.
Coordinate approved staff training and development activities and maintain training records.
Support the identification and consolidation of staff learning and development needs.
Job Responsibility 2: HR Operations, Reporting and Compliance (25%)
Maintain accurate and up-to-date personnel files, employee records, and HR databases.
Consolidate attendance and payroll input data and submit for review and processing.
Prepare routine HR reports, staffing updates, leave reports, and other HR information as required.
Maintain confidentiality and security of employee information and documentation.
Support implementation of HR policies, procedures, and guidelines.
Assist in communicating HR policy updates and organizational requirements to staff.
Support compliance monitoring with CARE policies and applicable labor regulations.
Coordinate HR documentation and provide support during audits and compliance reviews.
Job Responsibility 3: Administration, Fleet and Property Coordination (20%)
Coordinate day-to-day administrative services required for efficient office operations.
Maintain property, lease, insurance, vehicle, and asset records and supporting documentation.
Coordinate vehicle scheduling and transport requests to support operational requirements.
Follow up on routine vehicle maintenance, insurance renewals, registrations, and repairs.
Maintain vehicle files, logbooks, fuel records, and transport-related documentation.
Coordinate administrative support related to driver attendance, leave planning, and performance documentation.
Track transport-related expenditures and maintain relevant records for management review.
Support property verification, inventory updates, and asset management activities.
Coordinate travel arrangements, accommodation bookings, and logistical support for staff and visitors.
Job Responsibility 4: Office Administration and External Coordination (10%)
Coordinate office maintenance, utilities, facility services, and administrative support functions.
Follow up with vendors and service providers to ensure timely delivery of services.
Coordinate meeting logistics, workshops, and office events.
Support implementation of office safety, security, and access-control procedures.
Facilitate routine communication and follow-up with local government offices and regulatory authorities on administrative matters.
Support processing of permits, registrations, official correspondence, and other administrative requirements.
Maintain effective working relationships with service providers and relevant external stakeholders.
Other Responsibilities as Assigned: % of Time: 5%
III. PROBLEM SOLVING (Thinking Environment)
The level of problem solving this position will face is level number two. The way program and operational issues addressed in fragile unstable environment are always guided by the various enabling environment at spot.
Skills & Comepetencies
Basic experience coordinating fleet, travel, property, or office administration activities.
Knowledge of Ethiopian labor law and HR administration practices.
Strong communication, planning, organizational, and record management skills.
Proficiency in MS Office applications.
Respect, accountability, courage, excellence, communication skills, customer focus, interpersonal skills, collaboration, and stress tolerance.
How To Apply
Apply through Ethiojobs: THIS LINK
