Admin/HR Assistant

CESVI is a secular and independent humanitarian organization, founded in Bergamo, Italy in 1985. CESVI works in 23 countries across Africa, Asia, Latin America, and Europe, supporting the most vulnerable populations in the promotion of human rights, in the achievement of their aspirations, for sustainable development, and in response to the most severe emergencies.

CESVI is registered in Ethiopia since 2018 and has been working in refugee camps in Tigray and with pastoralist communities in Oromia. In 2022, CESVI started operations in Amhara (COVID-19 prevention measures and income-generating activities for people with disabilities in conflict-affected areas), Harar, and Dire Dawa (promoting socio-economic integration of people on the move and potential migrants, with a focus on people with disabilities, along the Eastern Ethiopian migration route) and Beninshangul-Gumuz (in the Bambasi refugee camp). In 2023, CESVI will start the project “Humanitarian / Development / Peace Nexus nelle comunità agropastorali sfollate e residenti nel Borena – Oromia (HUDEPE Borena)” – AID 12470 – in Borena, Oromia, funded by the Italian Cooperation. The Admin/HR Assistant will work for this project.

The main task of the “Admin/HR Assistant” is planning, implementing, managing, and coordinating the following activities:

ADMINISTRATION

• Support on proper control of the supporting documents for payments and financial reports for the project HUDEPE Borena; preparation of all types of vouchers for the admin office
• Maintenance of the proper filing system for financial records and documents according to the Budget Lines of HUDEPE Borena;
• Support on preparing withholding tax to the proper government office on time as per their requirements monthly, and retain a copy and file properly;
• Follow-up and support to settle the pay of staff Pension Fund and Income tax on time, and handle the same documents in a separate folder;
• Support to check the financial documents before and after scanning the completeness of the document;
• Support and follow up the hard copy of the supporting documents received from the field office by the 5th of the following month;
• Support the proper recording of inventory items;
• Support in the preparation/update of the procurement and running costs plan;
• Cooperate with relevant staff at the field level for the preparation of financial reports, and internal and external audits;
• Support on the preparation of the payment of local taxes and the submission of the annual tax declaration;
• Ensure compliance with all local laws and regulations;
• In coordination with the CESVI local staff, ensure the functioning of the office (rent, bills, equipment, stationary, and other relevant running costs).

HUMAN RESOURCES

• Drafts and distributes recruitment notices in consultation with the Finance, Admin & HR Manager and/or Country Director;
• Receives applications and performs an initial sorting, verifying the documents included in the application file,
• Organizes the tests and interviews in consultation with the Finance, Admin & HR and/or Country Director,
• Collects the documents to be placed in the file; and constitutes the file of the new employee,
• Support the implementation of CESVI’s HR systems and procedures;
• Ensure that the country set up adheres to Employment standards, HR policy, and other CESVI policies;
• Support the Recruitment Cycle (post vacancies, short-list CVs, arrange tests and interviews, maintain candidate employment applications, conduct reference checks, extend offers, send rejection letters for unsuccessful applicants, update recruitment reports, etc.);
• Ensure compliance with the local labor law;
• Support the maintenance of personnel records using information technology equipment, plus ensure safe and standardized filing of personnel documents;
• Assist in payroll preparation by providing relevant data like absences, bonuses, and leaves, plus carry out payment processing by calculating employee salary, distributing pay slips, and maintaining payroll records;
• Process employees’ requests and provide relevant information with the consultation of the HR Manager;
• Prepare reports and presentations for internal communications;
• Provide information on organization operations to orient new employees;
• Update human resources databases by inputting information on new hires, separations, vacations, sick leaves, annual leave plan, etc.;
• Prepare identification cards for the new employees according to the existing template;
• Work with the management to reduce risks and manage anti-corruption;
• Perform other related activities instructed by Finance, Administration and HR Manager, and Country Director.

The main duty station will be in Addis Ababa with frequent travel to the field (Borena). Travels will represent at least 10%.

New activities and tasks that may be necessary or useful for the proper and timely implementation of the tasks may be defined jointly by CESVI and the “Admin/HR Assistant”.