Human Resources Administration Manager at Action Against Hunger | ACF-International

Starting date: as soon as possible
Direct Line Manager: HR Head of Department

Objective 1

• Support the implementation of comprehensive HR policies and procedures, and remains compliant with local labor laws

Tasks & Responsibilities:

• In close collaboration with the HR Head of Department, support with the following:
• Provide input in the development and implementation of an annual HR strategy for the mission.
• Act as the focal point for the implementation and roll out of HR policies
• Review the mission Internal Regulations annually, ensuring that it is compliant with the Action Against Hunger policies, local labor and tax laws.
• Monitor the mission activities and ensure teams remain compliant with HR policies and procedures.
• Provide support to the HR HOD to oversee staff management issues that require informal or formal disciplinary action, ensuring each incident is appropriately documented.
• Provide support to oversee management of personnel law-suits.
• Liaise with local labor authorities, as required.
• Provide support to prepare or review HR requirements in all project proposals;
• Liaise with other NGOs working in country to compare policies and establish best practices.
• Review the mission Internal Regulations annually, ensuring that it is compliant with the Action Against Hunger, local labor and tax laws.

Objective 2

• Provide support to ensure HR administration is accurately maintained as per Action Against Hunger and local regulations - Personnel files, employment contracts and organograms, immigration activities etc.

Tasks & Responsibilities:

• Accurate and organized filing system for all staff personnel files;
• Enrolment/registration of new staff and update details of existing staff for the health insurance;
• Creation and printing of staff ID cards for all new joiners and internal transfers in the mission;
• Ensuring that all staff have valid employment contracts and in preparing and monitoring the details of all local labor contracts;
• Managing travel, visas, work authorizations for expatriate staffs;
• Managing and facilitating travels, arrival and departure of international staff in and out of the country;
• Liaise with the bases and Abuja counterpart in order to keep up-to-date the country organization charts;
• Represent Action Against Hunger to local government authorities as well as to the Ministry of Budget and National Planning and Immigration;
• In coordination with the HR HOD and CD support medical evacuations from the mission.

Objective 3

• Support in overseeing the Payroll and Benefits Administration for the mission

Tasks & Responsibilities:

• Ensuring that the following core Action Against Hunger HR tools are applied to the mission salary structure:AAH Classification Grid, AAH Salary Scale and AAH Seniority rules.
• Work closely with HR HOD to provide support to periodically review the salary scale to ensure it remains competitive with other local organizations and responding to increases/decreases in the local cost of living and under taking necessary assessments.
• Supervise the preparation of national staff payroll including salaries, special allowances, and social security contributions.
• Assist with the monthly review and first phase of validation of each base payroll updates and timekeeping of payroll activities
• Oversee the collection and collation of timesheets for all international staff on mission, and ensure upload on HQ.
• Review leave entitlements (annual leave, R&R, sick leave, etc.) before HR HOD’s approval for any expat or national staff takes requested leave;
• Ensuring all taxes and social security contributions are correctly calculated and filed with the relevant governmental authority as per the required schedules;
• Administrating the benefits and insurance program for national staff, ensuring compliance with local labor regulations. Works with local partner agencies to identify and maximize best coverage using existing resources and budgets;
• Evaluating the risks related to changes in salary and benefits policies.

Objective 4

• Support in communicating HR matters both internally and externally in a timely manner

Tasks & Responsibilities:

• Compile and submit a monthly HR report to the HR- HOD;
• With support from the HR-HOD develop the HR content for briefings and inductions;
• Delivering the on-boarding process to all new staff which includes the submission of Objectives from all bases;
• Delivering exit interviews to leavers at certain levels for the capital and roll out to the bases. Submit information to the HR-HOD and Management;
• Represent Action Against Hunger and support the logistics department to negotiate with all HR-related suppliers – insurance providers, hotel, travel agent, meeting venues, etc.;
• Preparing HR summaries for donor reports, as required.

Objective 5

• Supervise and manage staff under your responsibility

Tasks & Responsibilities:

• Provide day-to-day management of staff directly under his/her responsibility;
• Set objectives with staff under his/her direct management, and appraise their performance in accordance with ACF performance management policies, identifying areas where they require support and capacity building;
• Ensure that all HR policies and procedures are followed for staff directly under his/her responsibility
• Oversee and provide support to the team ensuring an accurate and organized filing system for all HCNs personnel files; Enrolment/registration of all HCN new joiners and update details of existing staff for the health insurance; Creation and printing of staff ID cards for all new joiners and internal transfers in the mission; guest house

Objective 6

• Additional responsibilities

Tasks & Responsibilities:

• Train HR managers on best practices, new policies, roll out new plans;
• Support field teams or fill gap of HR manager if required;
• Conduct or support HR audit in the field and at least do HR spot checks;
• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and responsible for reporting and communication of progress and achievement of the specific assigned task;
• The HR Admin Manager should be flexible and adaptable with regards to the implementation of the daily work/activities;
• The HR Admin Manager is expected to conduct all duties in a professional manner following Action Against Hunger Nigeria mission staff regulations and charter.

Internal & External Relationship
Internal:

• HR HOD - direct line management, exchange of information, coordination, collaboration;
• Capital and  base HR team - exchange of information, coordination, collaboration;
• Direct Line Manager- Pay roll Officer, HR Mobility Officer, HR Assistant;
• Logistics - exchange of information and collaboration for selection and contracting of HR-related suppliers;
• Finance - exchange of information and collaboration for HR cash requests.

External:

• Local governmental and non-governmental partners : exchange of information, coordination;
• External suppliers - review and selection, contract negotiation, exchange of information.

Reporting Responsibilities
Line managed by HR HOD:

• Monthly HR report and statistics to HR HOD;
• Bi- weekly HR updates;
• Annual review of Internal Regulations;
• Life and Health Insurance Tracker in collaboration with the HR Officer;
• Staff Management Trackers.

Position Requirements

• University degree in relevant disciplines (human resources, business administration, international relations, social sciences etc.). Relevant master’s degree and additional human resources; professional training an advantage.
• At least 3 years’ relevant experience as an HR professional in international NGO context
• Background/familiarity with emergency;
• Humanitarian field experience, preferably as a member of a country management team
• Strong knowledge of management, recruitment, payroll & benefits management, training & development, and team management;
• Understanding of national labor law and employment norms and practices;
• Excellent verbal and written communication skills, with experience communicating in different cultural work environments & with a wide diversity of culture;
• Approachable, diplomatic, respecting confidentiality, and able to work effectively in diverse, cross-cultural teams in a complex, multi-site work environment;
• Computer literacy including all Microsoft Office programs (Word, Excel, PowerPoint, Outlook)
• Highly organized, detail oriented and able to work under pressure;
• Disciplined, rigorous, self-motivated and able to set and meet deadlines, work autonomously and arrive at decisions and conclusions with minimal guidance, and within timeline;
• Capacity for analysis, synthesis and reporting of large amounts of information;
• Commitment to Action Against Hunger charter and values.