Temporarily People & Culture Assistant

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We believe in the power and potential of every child but know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. We support children’s rights from birth until they reach adulthood and we enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

We won’t stop until we are all equal.

The Opportunity 

The position holder will be responsible to handle the daily administrative and HR duties of an organization. He/she will provide clerical support to the staff and the department to support effective and efficient operations of the organizations 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 all new joiners submit 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 in a timely manner.
• Coordinate document signatories on HR documentation.
• Facilitate employee Offboarding (Clearance Management) on time.
• Update employee information on HRIS.

2. 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 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

3. 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 all job descriptions are updated, signed, and properly archived.
• Verify completion of HRIS forms by new joiners within the required timeframe.
• Check 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)

4. 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.

The Individual

Educational Qualification /Experience/ Skills Essential:

• Minimum college diploma in Personnel Management, Administration and/or other related field of study.
• 1-2 years of general HR experience
• Sensitivity to gender and diversity issues in HR policies and practice.
• Knowledge of HR, good understating of NGO
• Awareness of Child protection issues

Desirable

• Competent in use of words and excel
• Ability to prioritize tasks and be able to deliver to right deadlines
• Able to work with minimal supervision
• Listens and communicates effectively.
• Behaves calmly and consistently in approach to high pressure environments

Safeguarding Children and Program Participants (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 per the appropriate procedures.

• Ensures that all staff in the unit/function/department are properly inducted on and understand 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.

Location: Gambella Program Area 

Type of Role: For three months, with the possibility of extension based on performance.

Reports to: People & Culture Officer 

Closing Date:May 30, 2026

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.