People and Culture Coordinator

Key Responsibilities:

Implementation of HR Strategies and Policies

• Under the supervision of the SP&C Manager and VP People and culture, provide human resource support including maintenance of employee files and personnel related documents
• Maintain the Village Enterprise HRMIS (Human Resource Management Information System) for Ethiopia
• Act as an organizational resource around Ethiopia employment law and labor regulations
• Provide administration of the HRIS system to ensure staff have access to the systems and information is up to date. 
• Make suggestions for improvement of the HR system, policies and procedures and contribute to their definition, elaboration and implementation
• Support initiatives geared towards creation of a safe, healthy and happy workplace including follow up of insurance claims, pension processing, employee and dependent enrollment.
• Create and track in country all employment contracts 
• Develop procedures for staff retirement taking into consideration any packages that might come with it
• Maintain and update Field Staff HR Manual, working closely with other HR staff and legal Counsel to maintain legal compliance in liaison with the SP&C Manager and VP People and culture
• Develop tools for any HR activities that fall outside of core HR manual in consultation with the SP&C Manager
• Work with SP&C Manager and VP People and culture to maintain insurance contacts ensuring staff benefits are well handled, and timely renewal of all insurance schemes. 
• Interpret Leave policy to staff for all leave types to ensure proper usage while ensuring proper planning and leave management in the system and as a practice.
• Ensure that all employees and supervisors complete and submit timesheets on a monthly basis by the 5th of every month.
• Maintain staff data ensuring staff files are frequently updated with relevant information, both physical and in Box.
• Preparation of country monthly, Quarterly, Annual P&C and safeguarding reports 
• Work with P&C team to undertake employee surveys, engage country teams to generate feedback and escalate all matters to the P&C team for immediate action.

Coordinating Staff recruitment, Induction and retention: 

• Coordination of transparent and competitive recruitment and selection processes in liaison with the SP&C Manager and VP People and culture
• Maintain an active and organized data bank and candidate pool of applicants for various positions
• Review, standardize and prepare recruitment materials including job descriptions, job specifications, adverts and interview questions for positions to be filled.
• Carry out short listing, coordinate & participate in interviews and compilation of recruitment reports
• Manage all new hire employment forms and documentation.
• Plan and conduct/coordinate new employee orientation including provision of information about policies, job duties, working conditions, wages, and employee benefits etc.
• In consultation with the Country Director and SP&C Manager, advice staff changes on a monthly basis in preparation of the payroll and submission to Finance by 20th of every month
• Work with the SP&C Manager and VP People and culture to train, orient and build the capacity of in country hiring managers on recruitment best practices. 

Ensuring Legal Compliance:

• Display in-depth knowledge of legal requirements related to day-to-day management of employees, reducing legal risk and ensuring regulatory compliance in relation to Ethiopia law and inform the SP&C Manager or Country Director or VP People and culture accordingly in case of any updates.
• Ensure recovery of all organization items in possession of any staff departing from the organization
• Act as the focal point on the administration of complaint/grievance and disciplinary matters and processes ensuring clear documentation of process. 
• Ensure exit interviews are carried out and appropriate records are maintained
• Undertake periodic audit on all employee safety measures, documented advice on expected standards and suggest improvements.

Staff Professional Development:

• Manage employee disputes and grievances effectively
• Ensure exit interviews are carried out and appropriate records are kept when individuals leave the organization
• Work with different team leads to conduct timely Performance Reviews and support the development of appropriate tools for staff capacity building
• Identify training needs for employees and recommend/source for appropriate training programs
• Follow up on capacity building commitments as indicated in the employee performance reviews.

Safeguarding:

• Ensure compliance with Village Enterprise’ safeguarding policies
• In liaison with the SP&C Manager, monitor the dedicated safeguarding and program feedback hotline in Uganda and report any incidents for appropriate action and follow up.
• Undertake spot checks for field/business groups to ensure compliance with safeguarding
• Provide ongoing refreshers on safeguarding and code of conduct for Uganda staff.
• Submit monthly, quarterly and Annual safeguarding report/updates to the regional safeguarding officer

Any other tasks that may be deemed necessary 

Indicators of success:

• HRMIS implementation adaptation success rate %
• Employee hiring, orientation/Induction and retention
• Time to Hire
• NPS - eNet Promoter Score 
• Engagement Survey Score
• No of Safeguarding Cases
• No of Disciplinary Cases
• % Low Performers - PIP
• % Quarterly Review Completion @ Country Level
• % Mid-Year Review Completion
• % End Year Review Completion
• Off boarding Procedures
• Statutory Compliance
• Document & procedures audits

Education and Qualifications:

1. A bachelor’s degree in human resource management, Business Administration, Social Sciences, or other related academic discipline. An advanced qualification in the related discipline is an added advantage.
2. Minimum 4 years’ relevant human resources management experience in a corporate or INGO environment.
3. Member of HR professional body or other HR bodies
4. Excellent planning, coordination, and reporting skills, with the ability to organize substantial workload comprised of complex, diverse tasks and responsibilities.
5. Strong communication, people management and interpersonal skills in English and Local language spoken in Somali region.
6. Experience in working with diverse teams of international staff.
7. Expertise in HR Information Systems is an added advantage
8. Knowledge of facilitating adult learning.
9. Ability to negotiate, advocate and influence effectively.
10. Listening, coaching and counselling skills with ability to manage change effectively

How to Apply:

Interested candidates should submit their resume, cover letter and portfolio of relevant and proven work accomplishments together with email contact details of at least four work related professional referees. These should also include at least two HR persons. Only online applications shall be accepted. Applications will be received until September 10, 2024.

• Pension
• Insurance