HR/Admin Assistant at ACTED Nigeria

Details:

In light of the displacement in the north-eastern part of Nigeria, ACTED has set up an office in Maiduguri to respond to the humanitarian needs. ACTED is therefore looking for a HR/Admin Assistant to support its mission in Maiduguri.

About the job

The Administration/Human Resource Assistant will support the HR/Admin Officer who is responsible for ACTED Administration and Human resources (staff management, recruitments, filing and training organization in his/her area of intervention. Your main duties and responsibilities will be:

Responsibilities

Administration/Liaison

• Draft/prepare all administrative letters in Area level;
• Prepare all Administrative Documents such as internal notes, regulation, memos etc;
• Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in area level;
• Ensure compliance of ACTED to legal requirements of the area of intervention;
• Management of ACTED premises lease & ensure contract are updated and renewed for each premises;
• Manage the guests in GH and set regular follow up/management regarding payment with Finance.

Human Resources Management

National Staff:

• Management of national staff;
• Management of public holidays & keeping informed all bases/staff (national/International).
• Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments;
• Ensure all staff (national & international) have comprehensive ToRs;
• Follow up of staff appraisal form with relevant department managers;
• Management of Award and or disciplinary action to staff as per ACTED HR Manual after approval of Area Coordinator
• Management/Follow up of staff leaves, provide necessary forms for staff, while needed;
• Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations
• Update and maintain Area office Organization Chart in accordance to the size of program (new staff, new dept. & new projects)

International Staff:

• Manage the presence of ACTED International staff in Area GH and communicate with logistic dept. to provide necessary requirements (food, bed clothes, towels, kitchen hygiene materials etc)
• Supervise the work of Cook/Cleaners in Office and GH;

Titanic Follow up

Titanic Monthly Report Follow up:

• Staff list/Staff Changes report to be sent to Capital HR dept. not later than 20th of each month;
• Staff Costs report to be sent to Capital HR dept. not later than 25th of each month
• Titanic report consolidation/approved reports to be received from Capital HR dept. for salary payment not later than 28th of each month;
• Titanic report signed hard copy & Titanic support documents to be sent to Capital HR dept. not later than 1st week of N+ month;
• Review and update the national staff grade, salary & position to be in accordance with country approved salary grid;

About you

All employees should master ACTED's core Principles: Independence, Neutrality, Non-discrimination, free and direct access to victims, Ethics, Professionalism, anti-Corruption, Transparency and Accountability

Moreover, we also expect the following:

Essential

• Experience in Humanitarian Organization in security complex area.
• An understanding of humanitarian/civil society issues in the country and the region.
• 1-2 years working experience, in the field of Human resource and admin is required
• University degree or advanced training/ course in Business Administration, sociology, social work, international affairs, humanitarian or related field
• Fluency in written and spoken English. Fluency in local spoken languages.

Desirable

• Previous working experience with humanitarian agencies
• Experience working with displaced populations.

We offer

• Contract length: 3 Months
• Level: E1-1 (national contract)
• Start date: Early January