HR & Administration Officer at Danish Refugee Council (DRC)

Purpose

The HR & Administration Officer supports the HR & Administration Team Leader and the HR & Administration Department in Abuja in managing, explaining and monitoring all HR aspects related to the area of operation. She/he ensures to provide an optimized cost/quality/deadline service and to produce complete and compliant documents related to her/his activity.

Duties and Responsibilities

Human Resource

People Planning

• To send monthly reminders and anticipate actions on upcoming ends of contracts, important leave balances and future recruitment needs
• To ensure that each employee has an updated job description

Recruitment and Selection

For both contract staff and daily workers (if applicable)

• To prepare the required documentation (RAF, job description, job advert, etc…)
• To advertise the job advert on DRC jobs, doing the preselection, running the anonymized written tests, checking the professional references and issue job offers is carried out upon HR & Administration Manager or HR Coordinator request;
• To keep recruitment calendars and send an alert in case of delay;
• To manage all the requests by the HR& Admin Team Leader, HR Coordinator or HR & Admin Manager
• Under the supervision of the HR & Administration Team Leader, to ensure all staff complete the Induction (as per the DRC induction checklist) before sent to work
• Under the supervision of the HR & Administration, to ensure all staff are given the contracts (along with the required attachment) & DRC ID cards on the first working day and staff information data is filled and filed
•  To ensure and update the tracker Dynamics trainings

Performance

• To coordinate the calendar for the performance appraisals of the base (creation, update, communication, etc…)

Well-being

• To make a formal and timely report for any situation of concern (stress, suspicion of Code of Conduct, etc)

Contracts and Compensation

• To create and maintain staff files in Sharepoint
• Together with the HR & Administration Assistant maintain a tracker for ends of contract

HR Policies and Support

• To proactively pursue continuous process improvement in HR related practices in order to enhance the quality and efficiency of output/delivery
• Together with the HR Coordination, to ensure managers of the area are familiar will the necessary tools and procedures within people management
• To systematically coordinate with the HR Coordination for topics and situations that require their intervention.

Administration

Archiving

• Proper filing and archiving of all documents in the HR SharePoint
• Recruitments files
• Staff files
• Visa documentation
• Documents related to the management of the office and guesthouse(s) in Abuja

Visa

• Together with the HR Coordinator and the HR & Admin Team Leader, to support the coordination of pre-arrival process, visa/entry process and travel arrangements
• To oversee the HR assistant's displacements to immigration services

Flight & accommodation booking

• To raise requests for staff flight bookings (International, Local and UNHAS).
• To handle all hotel accommodation needs in Abuja

  Office and guesthouse

• To manage the inventory and monitor all office consumables/supplies (Guest house items, drinking water, beverages, cleaning and kitchen items) levels and raise requests for restocking, when need be.
• To identify office and guest house maintenance needs and request from the supply chain department for action
• To raise purchase request for all needs in the Abuja office and guesthouse when the HR & Admin Team Leader is absent

Other

• To support the HR Team Leader to manage other clerical responsibilities

The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

Required Qualifications

Essential

• Minimum 2 years of professional HR experience, ideally in the INGO/ IO sector
• Excellent command of the Microsoft office pack. Previous experience with Dynamics is considered a plus;
• Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Good communication and collaboration skills

Desirable

• Postgraduate degree in the field of strategic human resources or business management, or similar
• HEAT (preferred)

Required Skills & Qualities

Core Competencies of DRC:

• Striving for excellence
• Collaboration
• Taking the lead
• Communication
• Demonstrating Integrity
• Ability to work in a multinational and multicultural environment
• Excellent writing, proof-reading, and communication skills
• Excellent organizational and multi-tasking skills
• Strong ability to adapt, take initiative and work in a multicultural environment
• Interest for humanitarian sector and donor’s environment
• Listening, analytical and synthesis skills
• Excellent communication skills, as well as patience and politeness
• Exemplary sense of ethics in the workplace.