HR/Archivist at Alliance for International Medical Action (ALIMA)

VACANCY NOTICE

Open to both internal and external candidates

Position:                            HR/Archivist

Organizational Unit:        Human Resources

Duty Station:              Monguno

Grade Classification:       Level Five

Type of Appointment:    Definite Contract (Three months)

Estimated Start Date:     As soon as possible

Purpose of the position

Executes HR and Administration tasks of Monguno project according to Project Administration Manager’s indications and ALIMA procedures, in order to ensure legal compliance and keep a strict control over HR and Administration documents

Responsibilities

• Implements archiving management procedures in order to ensure the highest control and security of HR and Administration documents.
• Ensures employees’ HR files are updated on a daily basis with any new documents such as leave forms
• Ensures that employees evaluation documents, disciplinary document, Payslips, salary advance form, dependence documents, school certificates, recruitment documents etc are filed in accordance with ALIMA procedures.
• On the directive of the Project Administrator/HR Manaher, posts recruitment adverts and other notices on approved notice boards.
• Ensures Payslips are stamped and distributed to employees and signed copies are properly archived according to ALIMA standard.
• Ensures all documents in employees’ HR files are scanned in to soft and comprehensive soft copy data base is maintained.
• Prepares venue, furniture and other necessary things needed for any meeting or recruitment test/interview in the office.
• Carries out any printing and or scanning work in the office on the directive of the project Administrator/Project HR Manager
• Ensures proper documentation of rental contract, vehicle rental, consultancy etc in accordance with ALIMA standard.
• Ensures that all the backlog in the employees’ HR files are updated and scanned in to soft copy database.
• On the directive of the Administrator/HR Manager, informs the Logistics for airport/Helipad pickup of any staff/visitor coming to Monguno
• On the directive of the Administrator/HR Manager, arranges accommodation for guests/visitor coming to Monguno
• Preparing daily worker pay schedule and get them approved by the respective signatories before delivering them to the finance for payment.
• And any other tasks as may be given by the Project Administrator/HR Manager

Required qualification/Experiences

• Bachelor Degree in Management, Administration, Accounting, Human Resources, Social Sciences
• Or High School Diploma in Administration, Accounting, Management with 2 years of post-graduate relevant NGO experience will be accepted.
• Previous experience in a similar role in Private/NGO is an asset
• Knowledge of the widely spoken local languages and English is required
• A very good working knowledge of computer (Excel, word, PowerPoint) required
• Knowledge of Homere an asset
• Must be honest, reliable and flexible

Required Behavioral competences

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages
• diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational
• principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises
• careful judgment in meeting day-to-day challenges