Human Resources & Administration Assistant at Danish Refugee Council (DRC)

Purpose

The HR & Administration Assistant supports the HR & Administration Team Leader and the HR & Administration Department in Adamawa 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 Resources

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
• Ensure all staff personal files are maintained and updated according to the checklist/DRC procedures on constant basis. (No supervision/training needed)
• In coordination with the HR & Administration Team Leader Adamawa, ensure all staff complete the Induction (as per the DRC induction checklist) within the first two week of joining
• Provide the HR induction section on all of the policies
• Ensure all on-boarding documents are signed and completed for filing in personal files in location and also shared with HRO CO (Abuja) within one week of joining
• In coordination with CoC Focal Point and Area Manager, organize training on CoC for staff
• In coordination with HR & Administration Team Leader Adamawa, brief all staff on HR policies/procedures and mandatory documents to staff when it is necessary.
• Review HR related documents before the Area Manager and/or CD approves.
• To manage all the requests by the HR& Admin Team Leader, HR Coordinator or HR & Admin Manager
• 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

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 concer (stress, suspicion of Code of Conduct, etc.) 

Contracts and Compensation

• To create and maintain staff files in SharePoint
• Together with the HR & Administration Team Leader 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
• Documents related to the management of the office and guesthouse(s) in Adamawa

Flight & accommodation booking

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

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 responsibilites

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 1 year 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

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