POSITION Duration: Three months duration

First Consult is a leading economic development consulting firm implementing projects in Ethiopia. Founded in 2006,

The HR Data Management Assistant will be responsible for organizing and digitizing Human Resources (HR) files, ensuring that all recording is accurately maintained in both hard copy and digital formats. The role involves sorting, categorizing and filing existing HR documents. Creating digital copies of these records and ensuring data accuracy and security.

DUTIES AND RESPONSIBILITIES

File Organization

• Sort and categorize existing HR files according to established filing systems
• Ensure accurate and consistent labeling of all files and folders
• Sort and categorize existing HR files, ensuring all documents are properly labelled and stored in accordance with the organization filing system.
• Ensuring all employee files are complete, up-to-date and stored securely and confidential.
• Following the proper procedure and confidentiality while handling any employee or HR related files
• Adhere to the standardized filing system for efficient document retrieval

Data Digitization

• Accurately scan and convert hard copy HR documents into digital format ensuring high quality digital copies
• Implement quality control measures to ensure the accuracy and completeness of digital files
• Name and file digital documents in the appropriate folder within the organization’s digital filing system
• Following the proper procedure and confidentiality while handling any employee or HR related files and ensuring that all employee files are complete, up to date
• Adhere to the standardized digital filing system for easy access and retrieval of electronic documents
• Assist in developing candidates talent pool by converting application in to excel data format

Document Tracking

• Maintain a detailed inventory of all HR files, both physical and digital format ensuring completeness, accuracy and consistency
• Maintain a system for document retrieval and distribution.
• Identify any missing or incomplete documents for both new and existing employees and report these to the HR team for further follow-up
• Reviewing and organizing all documents to ensure that they include all relevant correspondences
• Check all employee registration for the pension office records
• Ensure compliance with data privacy and security regulations

Administrative Support

• Assist the HR team with general administrative tasks as needed, such as photocopying, filing, and data entry

Job requirement

• 0 -1 years of experience in an administrative or clerical role, preferably in an HR or records management environment
• Strong organizational and time management skills
• Attention to detail and ability to maintain confidentiality
• Proficient in using office equipment and software, including word processing, spreadsheets, and databases
• Knowledge of HR documentation and best practices for file management

How to Apply

First Consult invites all well-qualified candidates to apply. If you have the relevant skills and experience, we would love to hear from you. Competent candidates should submit their one-page cover letter and updated CVs only to:  jobs@firstconsultet.com before September 2, 2024. Candidates MUST refer to the position title “HR Data Management Assistant” in the subject line of their email and applications.