Human Resource Administration Officer

Reports To: Human Resource and General Services Manager

Department: Human Resource Administration

2. Job Purpose

To effectively carry out the organization's human resource administration functions in accordance with organizational policies, procedures, and the Ethiopian Labour Law; maintain employee records and personnel files; monitor employee attendance; support recruitment and selection processes; and provide administrative services to employees

3. Key Duties and Responsibilities

1. Maintain and update employees' personnel files and HR records in both hard-copy and electronic formats. 
2. Address employee administrative requests in accordance with the organization's policies and HR manual. 
3. Coordinate recruitment, selection, hiring, and employee orientation processes. 
4. Monitor employees under probation, prepare probation evaluation forms, and issue confirmation (permanent employment) letters. 
5. Administer pension registration and maintain all related documentation. 
6. Prepare employment certificates, work experience letters, verification letters, and other HR-related correspondence. 
7. Monitor the attendance management system and record shift schedules, leave, and attendance data. 
8. Prepare weekly and monthly attendance reports and verify their accuracy. 
9. Monitor employees with unauthorized absences, lateness, or other attendance violations and submit reports to management. 
10. Review, verify, and forward overtime requests to the Finance Department for processing
11. Coordinate telephone calls and communications related to interviews, training, and other HR activities. 
12. Coordinate the employee performance evaluation process and maintain performance appraisal records in employee files. 
13. Enter, update, and generate employee information and reports using the HR ERP system.
14. Maintain strict confidentiality of employee information and HR records. 
15. Perform other job-related duties assigned by the immediate supervisor

4. Required Skills and Competencies

• Proficiency in Microsoft Word, Excel.
• Knowledge and experience in using HR ERP systems. 
• Strong personnel file and records management skills. 
• Report writing and documentation skills. 
• Good communication and interpersonal skills. 
• Ability to work effectively in a team environment. 
• Good understanding of the Ethiopian Labour Proclamation and other relevant employment laws.