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  • Posted: Jan 13, 2020
    Deadline: Jan 17, 2020
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    Founded in 1915, Helen Keller International is dedicated to saving the sight and lives of the most vulnerable and disadvantaged. We combat the causes and consequences of blindness and malnutrition by establishing programs based on evidence and research in vision, health and nutrition. We currently have more than 180 programs in 21 African and Asian countr...
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    Contract HR/Admin Assistant

    Reports                                             HR/Admin Coordinator 

    Scope of the position

    The objective of the Contract HR/Admin Assistant position is to assist HR/Admin Coordinator   with hiring actions, ensuring completion of employee’s documentation and administration, complete administrative tasks related to all aspects of HR sections in Nigeria. She/he will be required to assist in preparing job advertisement and general correspondence, arrange, coordinate logistics support, maintain fuel tracking log for all HKI vehicles and maintain personnel files for all staff. He/she will perform any other duties that may be assigned by the HR/Admin Coordinator

    Human Resources:

    • Ensure all recruitment policies and procedures are adhered to.
    • Assist to prepare recruitment materials including adverts and interview assessment sheet.
    • Carry out short listing and coordinate interviews.
    • Conduct and manage bio data forms and reference checks.
    • Manage all new hire employment forms.
    • Maintains an active and organized data bank of applicants for various positions.
    • Plan and coordinate new employee orientation including provision of information about policies, job duties, working conditions, wages, and opportunities for employee benefits etc.
    • Oversee the administration of the health benefits and pension program.
    • Support initiatives geared towards creation of a safe, healthy and happy workplace such as open door policy, One HKI, trainings and safeguards that promote safety and security at workplace.
    • Assist Supervisors/Mangers with managing performance issues.
    • Manage disputes and grievances effectively.
    • Maintain records and compile statistical reports concerning personnel-related data.
    • Management of staff exits, including conducting of exit interviews.
    • Provides technical support and back stopping for HR/Admin Coordinator
    • Highlighting of HR issues for monthly Nigeria meetings and monitoring progress of implementation.
    • Supervision of Cleaners.

    Operations:

    • Assist the HR/Administrative Coordinator to ensure implementation of operational strategies including:
    • Full compliance of administrative activities with HKI regulations, policies and strategies;
    • Support to the HKI Country Office administrative business processes;
    • Implementation of cost saving and reduction strategies in consultations with office management;

    Office Coordination:

    • Assist the HR/Administrative Coordinator to ensure effective and efficient provision of HKI Office coordination activities which include:
    • Coordination and supervision of support staff (driver, office assistant, Securities);
    • Overseeing the reception of visitors to the organization and direction of visitors and partners’ inquiries to appropriate authorities in a professional manner.

    Office Management:

    • Responsible for all HKI registration documentation, immigration and work permits;
    • Assist with meetings and discussions with partners as needed;
    • Ensure safety measures are maintained in the vehicle and office including First Aid and fire precautions;
    • Attend monthly meetings and subcommittee meetings as required;
    • Maintain and update HKI-NG Emergency Action Plan (EAP) and distribute the updated EAP to all new staff and interns;

    Supervisory and Other duties:

    • Oversee the drivers, janitors, securities in carrying out their functions;
    • Provide support in the organization of trainings and seminars;
    • Briefing to staff members on human resources issues and general administrative matters; provision of advice and administrative support.
    • Execute all other tasks as assigned by the Supervisor

    Qualifications 
    Bachelor's and 2 years of experience

    Competencies and Knowledge:

    • Demonstrated ability to implement and manage all aspects of the HRM function in line with current practices and trends.
    • Demonstrated success and familiarity experience in Nigeria is particularly relevant.
    • Demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.
    • Demonstrated ability to successfully coordinate activities with senior project management staff and proven ability to work successfully on a team in a fast-paced environment.
    • Integrity and friendly approachability.
    • Able to maintain high level of confidentiality.
    • Demonstrated ability to gain the trust and confidence of colleagues and to handle confidential matters discreetly and have experience in conflict resolution.
    • Ability to competently assess priorities; manage a variety of complex activities simultaneously in a time-sensitive environment, and meet competing deadlines.
    • Demonstrated experience required working with USG funded programs.
    • Must have demonstrated understanding of Nigeria Labor laws, Company Act, NGO Act and other relevant laws.
    • Demonstrated ability to implement and manage all aspects of the HRM function in line with current practices and trends.
    • Demonstrated ability to gain the trust and confidence of colleagues and to handle confidential matters discreetly and have experience in conflict resolution.
    • Ability to competently assess priorities; manage a variety of complex activities simultaneously in a time-sensitive environment, and meet competing deadlines.
    • Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse staff, clients, and consultants.
    • Demonstrated ability to successfully coordinate activities with senior project management staff and proven ability to work successfully on a team in a fast-paced environment.
    • Strong organizational skills and attention to detail.
    • Excellent oral and written communication skills in English.
    • Demonstrated computer proficiencies, including Microsoft Office Suite, especially Word, Excel, PowerPoint and database management.

    Method of Application

    Interested persons may send a comprehensive resume with a cover letter as ONE MS Word document to nigeria.recruitment@hki.org

    using the position title as the subject of the email. Note that applications will not be accepted after 5pm on Friday Jan 17, 2020.
    Note: There are no relocation allowances available for this position.

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