The Opportunity

The position holder will be responsible for handling the daily administrative and HR duties of an organization. He/she will provide clerical support to the staff and the department, enabling the effective and efficient operation of the organization's human resource department.

Staff Data Management and Proper Filing

• Coordinate the collection of required personal documents from new joiners in line with the approved checklist.
• Prepare, process, and track employment contracts, letters, certificates, and related HR documentation.
• Maintain accurate and up-to-date personnel files (both physical and electronic).
• Scan and upload staff documents to the designated OneDrive personnel filing system.
• Track probation periods, contract end dates, and timely follow-up.
• Prepare contract status letters and ensure proper documentation, signature, and archiving.
• Check that all new joiners submit the required documentation, including educational credentials, IDs, clearances, and pension registration.
• Facilitate police and medical clearances within the probationary period.
• Provide staff data for audits and respond to internal and external data requests promptly.
• Coordinate document signatories on HR documentation.
• Facilitate employee Offboarding (Clearance Management) on time.
• Update employee information on HRIS.

Recruitment and Onboarding Support

• Support end-to-end recruitment processes, including vacancy posting and candidate communication.
• Coordinate written assessments and interviews, including scheduling and candidate follow-ups.
• Manage assessment documentation, including coding, correction result & supporting documents.
• Follow up with hiring managers on assessment results and recruitment feedback.
• Follow up on all trackers: reference tracker, recruitment tracker & onboarding tracker
• Facilitate preparation and sign-off of recruitment minutes and related documentation.
• Organize and maintain recruitment documentation within personnel files for new and existing employees.
• Coordinate onboarding activities, including assignment of work buddies and completion of onboarding checklists

Induction & objective setting Follow-Up

• Coordinate induction programs and mandatory training sessions, departmental Induction.
• Induction, mandatory & offline objective setting records in personnel files and share with the CO team & upload MS teams.
• Follow up to ensure all job descriptions are updated, signed, and properly archived.
• Verify completion of HRIS forms by new joiners within the required timeframe.
• Check that staff data, including dependent information, is complete and regularly updated.
• Provide weekly updates on staff data to the CO Operations team.
• Follow up on employee medical cases and support access to credit-based medical services.
• Follow-up compliance with clearance procedures and proper return of organizational assets (e.g., ID cards)

Administrative and Operational Support

• Collect and verify monthly timesheets, ensuring accuracy and submission to Finance within deadlines.
• Support contract extension processes and share documents with the CO Operations team.
• Facilitate pension registration processes for employees without pension IDs.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that the team members under supervision are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
• Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.