BBC Media Action HR and Office Coordinator- Maternity Cover Jobs in Ethiopia

BBC Media Action HR and Office Coordinator- Maternity Cover Jobs in Ethiopia

Job Id: 216039

Category: Business and Administration, Management
Location: Addis Ababa
Career Level: Senior Level (5+ years experience)
Employment Type: Contract
Salary:

Job Description

BBC Media Action

BBC Media Action uses media and communications to reduce poverty and as a force for positive social change. To achieve this, the BBC Media Action partners with civil society, local media and governments to:

Produce creative programmes in multi-media formats, based on robust research, which inform and engage audiences around key development issues.

Strengthen the media sector through building professional capacity and infrastructure.
BBC Media Action delivers a portfolio of media projects in Ethiopia.

It seeks to expand this portfolio of work, but also ensure that existing projects are delivered to time, to budget and to the highest standards, and in accordance with BBC editorial values as well as Media Action methodologies.

Overall Purpose of Job

Reporting to the Country Director, the HR and Office Coordinator is responsible for overseeing the smooth running of the office by supporting a wide variety of day today office and clerical tasks. This role also has responsibility for a number of HR and procurement functions.

Main Duties:

Administrative and Logistical Support

Follow office workflow procedures to ensure maximum efficiency.

Maintain files and records with effective filing systems.

Greet and assist visitors when they arrive at the office.

Coordinate travel arrangements for all visitors, including visa applications, transport, accommodation and expenses.

Oversee all office contracts, and service delivery such as cleaning, security etc.

Draft correspondence as required.

Maintain updated asset register of all equipment and furniture according to

BBC Media Action policy. Periodically conduct a physical count and cross check with records.

Ensure storerooms are properly cleaned, materials are properly arranged and store rooms are locked/secured at all times.

Human Resource Support

Assist in posting jobs, contacting candidates for an interview and preparation of offer letter/contracts.

Maintaining and managing employee records, including contract terms, job descriptions, absence, disciplinary, grievances and sickness.

Overseeing recruitments, including inductions, on-going talent management, retention and succession planning.

Assist in preparation of exit clearance and writing certificate of work letters.

Supporting the Country Director to appropriately interpret, update, and implement

HR practices in accordance with local labour law and BBC HR policies.

Leading the staff performance management process.

Collating, tracking and analysing HR data and presenting information in understandable and meaningful way.

Coordinating with Finance colleagues on monthly payroll approval process, including keeping finance team updated on any change in employee contract terms.

Support to Production, Project Management, and Research teams

Coordinate logistical and administrative arrangements for trainings, meetings and workshops.

Arrange for printing, copying and binding of materials needed for training.

Send invitation letters to partners and follow up their responses.

Prepare per diem payment for participants and arrange any catering.

Prepare attendance sheet and certificates.

Maintain workshop files for trainings and events as needed (attendance sheet, feedback form, reports, etc).

Procurement

Implementing and ensuring the BBC Media Action complies with organisational, donor, and Ethiopian procurement policy and procedures, acting as procurement officer, as defined in the office’s procurement manual.

Initiate quarterly procurement of supplies, monitoring supplies to ensure they do not run out.

Monitor office supplies inventory and place orders.

Receive and issue items in BBC Media Action stores and maintain updated inventory tracking of all office supplies.

Assist in vendor relationship management

Ensuring that supporting documents for procured goods and services are obtained and kept in order for auditing purposes.

Ensuring that BBC Media Action receives quality goods and services at the most competitive prices/rates.

Establishing a reasonable and appropriate lead-time for ordering

and delivery of goods and services.

Maintaining relationships with key service and goods providers, including developing and updating preferred vendor lists.

Complying at all times with BBC Media Action’s Code of Conduct and Safeguarding Policy and ensuring that all freelancers and external suppliers are aware of their responsibilities under these policies.

Reporting any related concerns as soon as they become apparent

Ensuring that all recruitment is conducted according to BBC Media Action policies with a strong focus on safeguarding considerations across the entire recruitment cycle, including an assessment of the safeguarding risks associated with the role which is reflected in the assessment and interview process as appropriate, rigorous checks of professional references and enquiries made with relevant authorities.

Reports to:

Country Director
Contract:

Local terms and conditions
Job Requirements

Required skills, knowledge and experience

University degree in business management, office management and related field.

4-6 years of experience in the area of office coordination, with particular emphasis on support to human resources, hospitality coordination, and supply or stock management.

Experience of managing junior staff.

Ability to work on Microsoft Word and Excel.

Ability to prioritize tasks effectively and organise work load.

Ability to work under pressure and with limited supervision.

Ability to deal with multiple tasks at a time.

Ability to support multiple teams.

Good English and excellent interpersonal skills.

Experience working in an international organization is advantageous.

Key competencies

The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.

Planning and organisation - able to think ahead in order to establish and efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources.

Influencing and persuading - able to present sound and well reasoned arguments to convince others. Can draw from a range of strategies to persuade people in a way that results in agreement or behaviour change.

Communication - able to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.

Managing relationships and team working - able to build and maintain effective working relationships with a range of people. Works co-operatively with others to be part of a team, as opposed to working separately or competitively.

Resilience - manages personal effectiveness by managing emotions in the face of pressure, set backs or when dealing with provocative situations. Demonstrates an approach to work that is characterised by commitment, motivation and energy.

Flexibility - adapts and works effectively with a variety of situations, individuals or groups. Able to understand and appreciate different and opposing perspectives on an issue, to adapt an approach as the requirements of a situation change, and to change or easily accept changes in one’s own organisation or job requirements.

Creative Thinking - able to transform creative ideas into practical reality. Can look at existing situations and problems in novel ways and come up with creative solutions.

How to Apply

Interested applicants who meet the above requirements should ONLY send cover letter and CV with three names of reference to info@et.bbcmediaaction.org before OR on August 9, 2019.

Note: copies of transcripts, academic degrees or recommendation letters should not be included with your application. You will provide the documents upon request.


Only applicants meeting the minimum qualification will be short listed and contacted.


This job description is not intended to be an exhaustive list of responsibilities and
duties.
The BBC is an equal opportunity employer.

BBC Media Action HR and Office Coordinator- Maternity Cover Jobs in Ethiopia