Human Resources and Admin Assistant at Save The Children

Ref No: 1900008V
Location: Ogoja, Cross River
Employee Status: Fixed Term

Role Purpose

• To provide administrative support and assistance for the development and management of Human Resources functions, for the development and maintenance of policies & procedures, for ensuring the health and safety of staff and for the promotion of the Child Safe Guarding Policy

Key Areas of Accountability
The scope of this role will include:

Human Resources:

• Maintaining leave-tracking sheet and performance review schedule.
• Support in maintaining an updated personnel files in line with HR best practice standards.
• Support the HR Coordinator in compilation of payroll related documents
• Maintain proper and accurate records /inventory of Office supplies distribution and usage by each HR team member.
• Organize central HR files.  Ensure documents are stored in an easy to access and understandable system.  Update and circulate the filing list regularly to HR team members
• Process for payments to consultants and vendors for HR related expenses
• Photocopying of documents when required
• Ensure compliance with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
• Manage the scheduling and logistics of all interviews between candidates and the office.
• Prepare candidates for interviews with office by providing detailed information on the location, job descriptions, and methodology.
• Participate in the preparation for induction for new staff on the global and national policy guidelines and procedures
• Provide administrative support to supervisors to arrange training opportunities for staff.
• Ensure a timely and proper filing of all HR related documents and support in collecting and updating staff information

Administrations/Office Communications:

• Welcome and receive visitors to the office.
• Receive, collate and send letters and correspondence to field offices and partner offices.
• Manage the diaries of the state team lead where required.
• Maintain a general document-filing system.
• Manage calendars and arrangement of meetings for the Cross River office
• Ad hoc typing, scanning & photocopying for Staff
• Co-ordinate and maintain the SCI resource centre documentation system: receiving and filing official documents, publications, manuals, text and other materials in an easily retrievable manner and ensuring the security of all materials, text and documents in the centre.
• As delegated, to oversee minor repairs in the office
• Assist the HR Coordinator in establishing and maintaining a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available on request.
• Managing incoming and outgoing post.
• Disseminate formal communications to staff.
• Maintain current contact database of other INGO, Partners, Government, Embassies and Donor organisations.
• Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner.
• Ensure the staff movement board is well maintained and up to date.
• To act as a cover for logistics functions in the field office in the absence of the Logistics/Admin Officer.
• Assist in the production and publications of all SCI official text, reports and other materials.
• Ensure the office is well stocked (procurement and monitoring) with necessary supplies stationeries and other consumables as well as maintaining and updating store records
• Manage the procurement and distribution of Mobile phone cards to staff
• Monitor and supervise the activities and performance of the office cleaner(s) and security personnel.
• Ensure the First Aid kits are stocked and replenished with genuine drugs
• In collaboration with line manager make arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost effectively
• Facilitate flight bookings for staff with the Country office Admin Assistants
• Ensure accommodation is arranged for travellers (based on request). Ensure best value for money and that travellers are clearly informed well in advance of the booked hotel(s)

Other:

• Other ad hoc tasks as requested by Line Manager

Working Conditions

• Ability and willingness to travel to projects and stay in basic conditions when necessary