Human Resources and Admin Officer at Save The Children

Job ID: 190000Z5
Location: Yobe
 
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 or the security of staff and for the promotion of the Child Safe Guarding Policy

Scope of Role

• Reports to: Field Manager
• Staff directly reporting to this post: Admin Assistant, Office Assistant
• Budget responsibility: None

Key Areas of Accountability
People Management & Leadership:

• Manages the Admin Assistant and Office Assistant and ensures tasks are completed in a timely manner
• Provides capacity building opportunities to two direct reports
• Ensures all administrative and management tasks (i.e. timesheets) are submitted and signed in a timely manner

Human Resource Management:

• Assist the Human Resource Coordinator in the development of annual needs for development / training through volunteers monthly performance review process.
• Participation in the organisation of trainings and maintaining a list of trainings conducted.
• Support the Human Resource Coordinator in researching training opportunities as prioritised by the Senior Management Team or as requested by supervisors.
• Assist HR in collecting timesheets for project and support staff and maintaining a log.

Administrations:

• Maintain leave-tracking and performance review schedule. 
• Maintain Personnel files for all staff as well as the staff database.
• Maintain Database for consultants
• Prepare contracts and offer letters
• Provide admin support to supervisors to arrange training opportunities for staff.
• Ensure that all changes to SC payroll is prepared/updated punctually and that these changes are checked and signed off by HRM before being presented to the Country Director.

Staff Health and Safety:

• Maintain records of all incident reports.
• Provide relevant information necessary for the management of the combined accident and workmen compensation and group life insurance cover for staff.
• Registration of staff with Health Management Organisations (HMO)

Office Admin Roles:

• Oversee general maintenance of the office space and guest house, under the supervision of the Field Manager
• Ensure that the office is cleaned and maintained on a daily basis
• Ensure that there are stocks of needed office stationary and consumables on site
• Ensure that the guest house is well maintained and cleaned on a daily basis
• Ensure that the guesthouse has proper supplies and needed consumables for residents
• Other - Other ad hoc tasks as requested by Line Manager.

Working Contacts

• Internal: Field Manager, Supply Chain Coordinator, Safety & Security Coordinator, Program Manager

Skills and Behaviours (our Values in Practice)
Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

Skills & Experience

• Level of Education – Degree
• Specified Study Area – Administration / Social Sector /Finance
• General Communication & Interpersonal Skill Level – Excellent
• Language Requirements – English - Excellent
• Level of IT Expertise Required – Excellent

Experience Expectations:

• Desired Number of Years Prior Experience in a Similar Role – 2,
• Staff & Performance Management