Care Ethiopia NPO HR and Admin Report From July-

Septemebr,2024
Bahir Dar
Nov 5,2024

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 No. of Active Employees in NPO
Indefinite /Definite > 1
Definite less than 1
Humanitarian Development Operation year
year Intern
49 20 19 26 57 5

NPO staff by its Function NPO staff by its Function

6% Indefinite /Def-
22% Humanitarian 30% inite > 1 year
Development Definite less
56% Operation than 1 year
23%
65% Intern

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 HR monthly KPI and Lead time tracking

S/n Activity Deadline of completion Actual Date of completion

1 Recruitment lead-time 35 days < 35 days
2 Monthly HR GED report 28th of the month 26th of the month
3 Orientation of newly hired staff
3.1. HR Basics 30 days after onboarding based on the condition
3.2. PSHEA, Fraud, conflict of
interest orientation and sign up on the 1st day of onboarding on the 1st day of onboarding
Provide exit interview and with clearance based on the
evaluation criteria willingness of the staff With Clearance
Any time , after 1-3 days the new
4 Staff insurance inclusion Every Friday employee is recruited &
5 Office telephone directory end of the every month end of the every month
6 Office organogram 28th of the month 26th of the month
Submit recruitment status
7 report Every Friday Every Friday
All staff list submission for
8 salary 18th - 19th 18th/19th
Every 16-17 and 1-3 of the Every 16-17 and 1-3 of the next
9 PAR submission to finance next month month
10 Share leave balance to all staff 27th of the month 27th of the month

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 Human Resource Management
Recruitment and Selection

 2 new Emergency staff recruited through advertisement

Who we are
 9 emergency staffs were Rehired through getting waiver approval

For newly Joined employees

• Prepared Agreement and offer letter
• Hr. document completion(PSHEA, Fraud, conflict of interst, other Hr. related
information, conflict of inters)
• Vendor ID Creation and activation (employee and External Vendor)
• Bridger Check in (employee and External Vendor )
 In addition we assisted the HR team with recruitment and onboarding processes.
 Prepared Temporary ID for Employees

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 Compensation and Benefit

o Administered the payroll processes (monthly Prepared and shared the staff
update to finance team )
o Leave management (annual leave balance announcement, leave track follow up)
o Protective clothing and equipment for drivers, security guards, store and office at
Insurance
Managing employee health and life insurance policies.
Made a direct communication with Awash insurance and Ultimate on the pending
issues.
When there is - Delay of medical reimbursement.
- Payment reduction
- Staff and dependent list absent/displaced
- Request on credit hospitals increase
 Weekly send Insurance update information to HR Team ( newly recruited and resigned staff
 Created awareness about the medical insurance cover to all staff.

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 Separation

• During this time 1 indefinite and 1 definite, 9 Intern staff were separated in our FO.

In this case, the admin team

• Supported the HO HR team on the reminder of Notice period and termination letter
• Staff Insurance Inclusion and exclusion update
• Clearance facilitation (property return, accrued leave balance ,employee ID
• Certificate of service
• Exit interview
• HR Roaster update
• Evaluated as per the given metrics for rehiring.

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 Staff Management

 Handling employee inquiries and addressing concerns related to compensation

and benefits, (salary, medical insurance payments, internal job application)
• Encouraged the employee to participate in social issues and established a social
committee and prepared a guidelines for management.
• Ensured the availability and proper utilization of all office required materials and

facilities.
 Followed up all office working material is in good working order.
 Create Telegram Platform for those employees who have no care email account
for different care related information sharing. Example:- PSHAE and
safeguarding, security information and for other work related communications.

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 Cont`d

• Followed up the office cleanness, office arrangements, pleasing the required

facilities and equipment.
• Communicated the FO management Team, staffs as well as HO HR Team to
solve any issues of importance to FO.
• Regularly update staff telephone directories and disseminate accordingly.
• Send out weekly recruitment and insurance update to the Head office HR team as
per the given timeline
• Overseeing network and internet connectivity.

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• Maintained employee records and personal files /Data.
• Prepared monthly HR reports..
• Two times in a month Prepared the admin PAR and collected the other team
finally submitted to finance.
• Assisted the employees with HR-related compliance and policies.
• Prepared monthly FO Organogram report and Telephone Tree update.

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 Performance Management

Ensured that all individual employees :-

 Set their Goal ,
 Med-year check in and
 year end performance evaluation rating are completed in a timely manner and
submitted to HR

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Admin Report

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 Office Management

• Monthly monitor and initiate payments for all office related running costs such as
office rent , office utilities, internet, communication allowance (Air time
purchase), etc…
• Explored safety and health related actions and tried to improve the working
environment (eg;- supply of clean water and preparation of Tea, sanitizer, soap,
soft, fence construction.
• Worked on the availability and proper utilization of office equipment, cleaning
materials, stationery and other facilities.
• worked on all office material is in good working order.
• Daily Keep the cleanness of the office, office equipment and refreshment
materials. 12
 Store Managment

• All items in the store are registered and kept;

• The necessary formalities of goods received, goods Issued and waybill, Bin Card
are adhered to at all times;
• Fast moving stock items are timely replaced;
• Online GRN process.
• prepared the individual custodian sheet and enable to put custodian signature on
the sheet.
• Complete bi-annual and annual physical inventory
• Store arrangement (Store materials are kept safely,clearly and orderly.
• Deposed materials are identified.

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 Fleet Management
• 12 vehicles available at FO level
• Control the vehicle workflow using different formats (Travel authorization and town
transport service formats, field vehicle tracking sheet )
• Ensured the proper utilization of fuel and spare parts and reports monthly vehicle
expenditure reports.
• Proceed the payment of the fuel through TeleBirr system.
• Controlled the issuance and receives of the spare part using Bin Card formats.

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 Fleet Management

• Recognized major repairs or replacement parts and tried to facilitate spare part bulk
purchase.
• Monitor the drivers performance using different metrics (e.g., fuel efficiency, accident
rates, cost reduction and safety, vehicle management).
• Prepared monthly vehicle running cost report and submitted to HO admin team.

Rental vehicle management :-

 5-6 vehicle are rented for Emergency project
 Assessed the technical effiecncy of the vehicle, Documentation (legality, insurance , 3rd
party)
 Monthly Log sheet and fuel consumption review.

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 Admin KPI Tracking and Lead time
Actual Date of
S/n Activity Deadline of Completion completion
Done us per the lead
1 Fire extinguisher Re-fill after use 2 months after utilization time
Follow up submission of vehicle status
2 report 10th day of the next month Done
Complete bi-annual and annual
3 physical inventory December 30 and June 30 respectively Done
Complete and submit supply store
4 report 5th day of the next month Done
Enhance staff social mutual support
5 and information access During a staff meeting, Done

6 Disposal of obsolete materials once in a year; June 30/2024 proposal submited

Re-organize supply store, document

in softcopy and hardcopy for proper
7 management Until March 30, 2024 Done
Half day after completed document is
8 Bridger check for new vendors on board. Done
9 GRN completion for settlement 1 day after handed over of the materials Done
New vendor set up completion and Half day after completed document is
10 activation on board. Done
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 Vehicle Operational Cost from July-Sep,2024

Vehicle Plate Vehicle Model & Vehicle Operational cost from July-Sep,2024
No. Current Status
Number Model Number
Total
Cost by Vehicle Cost By Project Km Cost by KM

1 35-5022 HZJ79L-JMRSV Non Functional 223,455.51 Humaniterian 3972 56.26

2 35-5056 TOYOTA KUN 25 Functional/Active 14,655.48 Operation 746 19.65

3 35-5021 HZJ79L-JMRSV Functional/Active 0.00 0.00

F& Water System
4 35-1408 HZJ76L Functional/Active 126,644.27 &Hum 7811 16.21
F& Water System
5 35-1340 HZJ76L Non Functional 54,260.91 &Hum 2735 19.84

6 35-4565 HZJ76L Functional/Active 39,791.59 Humanitarian 3475 11.45

7 35-749 SUZUKI Functional/Active 0.00 0.00 0.00
8 35-3214 DAF Functional/Active 0.00 0.00 0.00

9 35-229 HZJ105L-GCMRS Functional/Inactive 18,303.35 Humanitarian 1614 11.34

10 42-162 HZJ105L-GCMRS Functional/Inactive 0.00 0.00 0.00

11 35-1581 H2576 Functional/Active 88,214.99 Cascade , We GO 4807 18.35

12 35-2758 H2576 Functional/Active - 0.00 0.00

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 Challenges faced

 Delay of PAR submission from the staff side.

 Budget limitation (Absence of dedicated budget for vehicle facility(
first Aid Kit, Tool box etc. vehicle maintenance and service, office
facility and equipment purchase.
 Fuel Supply shortage, specially at project site.
 Limited no of Credit hospitals.
 Absence of selected vehicle maintenance Garage

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