Human Resources Coordinator Assistant at Solidarites International

Location of position: MAIDUGURI (Borno State) with movements inside the state

Responsibilities and Tasks

• The Human Resources Coordinator Assistant assists the HR coordinator in the administration and management of national and expatriate Human Resources.
• He/she supports the HR Coo with all the HR related tasks and procedures.
• He/she ensures the implementation of Human Resources process in compliance with donor and SI rules and procedures

List of principal activities
EXPATRIATE ADMINISTATIVE MANAGEMENT

• Update the expatriate HR database and follow the administrative and contractual deadlines (contract date, flight ticket, break cycle, etc.)
• Organize and participate to the briefing
• Sent the R&R request to the HQ Administrative department
• Ensure that expatriate personal files are kept up to date and archived according the proper guidelines
• Support the HR Coo in the administrative and legal expatriate’s management (visa, registration, accommodations, travel, etc.)
• Report to the HR Coo any action to take related expatriate administrative management.

NATIONAL HUMAN RESOURCE MANAGEMENT

Administrative Management

• Supervise the update on a monthly basis of the environment indicators related to Human Resources (e.g. COLA, PD), consolidate indicators at mission level and participate with the HR Coo in their analysis
• Keep informed of all documents and developments associated with labour/employment/tax law, employment in general
• Participate with HR Coo  and concerned head of department in recruitment strategy and Human Resources sizing and set up
• Organize and participate to the new SI staff briefing
• Supervise the recruitment, hiring and contractual management of coordination SI staff; support the bases
• Update the national HR database and follow the administrative and contractual deadlines (contract date, appraisal, leaves, etc.)
• Ensure that coordination staff personal files are kept up to date and archived according the proper guidelines
• Update the monthly HR reporting, check and consolidate at at mission level (organigram, recruitment FU, employee FU, etc.)
• Ensure the respect of the HR monthly calendar
• Take the necessary steps with authorities if required (registering personnel, submitting documents...)

Payroll  Management

• Collect and  update monthly the coordination HR  database; check bases HR databases upon the HR Coo request
• Proceed monthly to the payroll calculation and send it to the HR Coo for validation
• Support, check and consolidated bases payroll upon the HR Coo request
• Ensure the payslip signature and archiving at time as well as all payroll related documents (final settlement, work certificate, etc.)
• Update,  verify, consolidate monthly the amounts of Income taxes and social charges
• Ensure that statements and payments are made to the concerned organizations for the whole mission
• Participation to the HR procedures definition and implementation, upon the request of the HR Coordination
• Participate to the HR procedures revision/elaboration and implementation
• Advise and propose to the HR Coo HR procedures/tools improvement
• Ensure that HR procedures are respected and understood at mission level
• Report to the HR Coo any alerts concerning the application and respect of the HR procedures

TEAM MANAGEMENT

• Assist with HR training sessions for the administrative teams
• Participate in the recruitment of the Human Resources staff
• Provide HR support to bases in the absence of the administrator

ADMINISTRATIVE MANAGEMENT OF THE MISSION

• Ensure physical and IT archiving, as well as securing HR and administrative documents
• Ensure and conduct the quarterly mailing of HR archives to HQ Internal Department

REPORTING/COMMUNICATION/REPRESENTATION

• Work closely with the Administrative base managers
• Establish and maintain relationships with the administrative authorities at a national level
• Participate to HR – Administration Coordination meetings and represented SI upon request
• Centralize and report to HR Coo on HR procedure’s feedbacks/issues
• Ensure that relevant HR information are published on the information board
• Report to each head of department on a weekly and monthly basis Human Resources related information about their respective teams.
• Participate to the weekly meeting
• Report to the HR Coo any alerts concerning Solidarites International Staff and support the HR Coo in the social dialogue.
• Consolidate and update the mission organization chart
• Ensure the HR data and information confidentiality

ORG CHART POSITION (reporting and functional relationships)
Line manager: HR Coo
Line Report(s) [on Base]: -
Functional Manager: -
Functional Report(s): -

Profile required:

• Training/education: HR / Labor Law / Administrative management diploma
• Languages: English compulsory
• HR related skills : payroll, administrative management, recruitment, reporting, HR data base, HR management related local authorities networking
• IT skills: Good knowledge of Office software : Excel, Word, Outlook, Power Point
• Professional experience: 2 years of experience in similar position. (NGO/Private or Public sector)
• Personal qualities: rigorous, organized, able to manage important workload, good learning capacity, good communication, reactive, team spirit, good written and analyses capacities, resistance to stress