HR Assistant at Premiere Urgence Internationale (PUI)

The progressive sectorial widening allowed PUI to start implementing an integrated approach from 2017 in food security, livelihoods, nutrition and health sectors, with the support of ECHO, FFP, OFDA and
CIAA/CDC, in line with PUI’s global strategy. From the launch of the health care services in February 2017 to the end of April 2018, a total of 119 913 OPD consultations were reached in Bolori II, while more
than 60.000 beneficiaries have been reached by our cash project.
In mid-2018, PUI has developed its comprehensive response by adding Protection and Community Outreach (PCO) activities to the existing programs in Bolori II. In the month of October 2018 only, more
than 3.500 households have received door to door visit from the PCO team. In 2018, PUI has also scaled up its intervention with the opening of Monguno LGA base, with the main objectives of reducing
morbidity and mortality of the most vulnerable population and promoting protection amongst the whole affected community. This opening in Monguno allowed PUI to reach the vulnerable population in
Kukawa and Cross Kauwa LGA.
In 2019, PUI will further develop its integrated approach by adding a WASH component to its comprehensive response. In parallel, PUI is continuously supporting the coordination mechanisms in
North East Nigeria humanitarian crisis. Finally, PUI is also running the common logistics platform for all humanitarian actors thanks to a co-funding between 20 partners, and a funding from the logistics sector
(WFP). Thanks to the Maiduguri Inter Agency Logistic Platform, 91 projects have been supported in 2018, for a total of 7 000 000 of indirect beneficiaries.
PUI is now looking for its HR team in Maiduguri.

POSITION GENERAL INFORMATION
Based in: Maiduguri, Coordination Office

OVERAL MISSION

General objective
The Human Resources Assistant assists the Deputy HR Coordinator in all the activities related to human resources management at the coordination office.
Tasks and Responsibilities
1. Administrative management & follow-up

• Organize the necessary personnel and contractual documents for all coordination staff;
• Ensure that all HR files are complete and updated;
• Manage the physical and electronic archival of HR files as per the archiving and filing process;
• Prepare administrative equipment of coordination staff (access cards, business cards, insurance cards,etc.)
• Record minutes of meetings when asked by the line manager;
• Receive and compile insurance claims from coordination national staff and other bases, and handle the mission insurance follow up tracking tool;
• Forward and follow up requests and complaints to insurance company on a regular basis;
• Prepare, compile and share mission documents on a weekly basis (job announcements, recruitment follow up, etc.);
• Prepare NSITF HR files for coordination staff, receive and review NSITF files from bases and transfer them to concerned party;
• Update the mission contact list on a monthly basis by compiling and verifying data received from bases;
• Prepare the HR files for audit and verification visits;

Assist the Deputy HR Coordinator in the preparation of meetings when needed.
2. HR management for local staff

• Maintain confidentiality of HR information;
• Assist the Deputy HR Coordinator in the implementation and respect of HR policy and procedures;
• Assist in the implementation of disciplinary measures (preparation of explanation letters,
• minutes of meetings, warnings, etc.)
• Provide HR briefings to coordination staff when needed;
• Prepare local staff contracts and amendments and ensure each staff is aware of contract terms & conditions;
• Review the local staff contracts and amendments sent from the bases and follow up on their validation;
• Keep soft copy of scanned personnel documents of every staff of every base (Abuja, Maiduguri (Base and Coordination) and Monguno)
• Keep track of the coordination staff leaves and update concerned tools accordingly;
• Follow up on the evaluation/appraisals deadlines for national staff and inform their managers accordingly;
• Regularly update the coordination HR database, Access, medical insurance, NSITF & income tax monthly report;
• Ensure the respect of termination procedures and prepare all necessary documents;
• Update the coordination and key staff organizational charts;

3. Recruitment

• Ensure that the recruitment policy is being implemented and respected;
• Maintain and ensure the completion of all recruitment documents in HR files;
• File and archive the resumes received on the email address and transfer them to recruiters;
• Be the focal point for the communication with candidates throughout the whole process;
• Schedule technical tests and interviews;
• Assist the Deputy HR Coordinator in the recruitments at coordination and attend interviews when needed;
• Prepare the integration of any new employee, and make sure the managers are implementing the induction plan;

4. Capacity building

• Assist in identifying training institutions as per the determined needs;
• Assist the line Manager to organise or plan trainings;
• Archive training certificates in HR files as per the archiving process;
• Forward to line manager the identified skills to be improved that were reported in performance appraisals;
• Update the concerned tools according to trainings received.

5. Payment

• Prepare advances on salaries and pay roll at the end of each month;
• Prepare expatriates’ per diem at the beginning of each month and security envelopes when needed;
• Support in the calculation and payment of Pension, NHF, NSITF (social security) and income taxes via PFA,
• State Internal Revenue Service, Federal Mortgage Bank and Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance;
• Manage the implementation of the new salary database on the bases.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

PRIORITIES OF THE DEPARTMENT

• Assist in the recruitment and attend interviews when needed and prepare the
• induction of every new employee
• Assist in the physical and electronic archival of HR files as per the archiving and filing process
• Assist in th implementattion of capacity building plan by identifying training sources as per the need;
• Follow up on the avaluation/appraisal deadlines for national staffand inform their line managers
• Assist to track and monitor national contract staff duration and inform line managers

MANDATORY REQUIREMENT

Language skills: fluent in Hausa and English (speaking/reading/writing)
Education degree: university degree in human recourses or a related field
Work experience: Minimum 1 year experience in a similar position (NGOs/private companies).
Knowledge and skills:
Good analytical and writing skills;
Knowledgeable about the Nigerian Labor Law and the provisions of the National Social Security law;

Computer skills: knowledge of the MS office software pack (including Word, Excel, PowerPoint, and Outlook) and Saga

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Well organized
• Strong donor knowledge
• Strong training skills
• Strong analysis skills
• Ability to take initiative to deal with difficulties encountered in daily work and suggest improvement
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Autonomy, neutrality, hard worker
• Able to manage stress and pressure