HR and Administration Manager at Save The Children

Location: Maiduguri, Borno
Job Type: Full time
Report to: The Humanitarian Team Leader.

Role Purpose

• The post holder will manage the HR and Administration function of the Humanitarian response in the North East and maybe deployed as a field level HR Manager in a complex, large-scale emergency around the country.
• The HR/Admin Manager will be expected to lead on HR assessments, HR strategy, coordinate recruitment, develop robust systems, policy and practice on people management in complex emergencies.
• In most circumstances, the post-holder will be expected to mentor and/or capacity building existing staff; develop, manage and co-ordinate the overall functioning of administrative support systems for the Humanitarian Program as well as service providers and events which includes office management, facilities management, development and maintenance of policies and procedures, travel, and staff management.
• In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

HR Management:

• Assist with the strategic HR direction and support to the country humanitarian programme and local HR team
• Manage a local HR team for a country humanitarian programme
• Assist with the analysis of HR needs of a humanitarian programme and look for sustainable solutions.
• Provide a generalist HR service to managers across a full range of humanitarian HR issues
• Handle and advise on complex people management issues
• Monitor and review the impact and effectiveness of HR management interventions amongst the humanitarian team
• Work with humanitarian programme management to review staffing structures, grading and job profiles
• Develop and strengthen HR systems, policy and practice in key humanitarian HR areas such as recruitment (surge capacity), induction, training, performance management and staff care
• Develop and manage practical humanitarian HR information systems
• Provide operational HR support with local recruitment, induction, discipline and grievance issues
• Make use of all available policy, practice, checklists and guidelines (HR minimum standards, emergencies HR toolkits) and ensure Save the Children good practice is in place
• Comply with Save the Children policies and practice with respect to child protection, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

Administration Management:

• Management of Office facilities and travel for the Humanitarian team
• Ensure the Humanitarian Office is well equipped, has sufficient levels of supplies (consumables, stationery, equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency
• Oversee the maintenance of Humanitarian office premises/residences, furniture, fittings and all equipment in a fully functioning state.
• Pro-actively identify potential problems affecting staff and the running of the office, proposing solutions and working to put them in place
• Manage the Administration budget including preparation and monitoring; manage cash flow forecasting and supervise the petty cash for support services
• Manage and supervise the Administration staff

Office Management:

• Manage and oversee all day to day office management issues to ensure smooth running SC office
• Develop and manage plans for office seating to ensure that all staff are suitably accommodated
• Ensure that meetings/workshop services provided to SC is efficient and effective
• Ensure effective reception management and that there is always appropriate cover and a professional service is provided at all times to staff and visitors
• Ensure the effective flow of information between the Abuja, and Borno Offices
• Oversee the equipment and inventory in accordance with SC Global Policies and Guidelines. This includes safety/security and maintenance of equipment;
• Responsible for ensuring the office has adequate supply of stationery, consumables etc and ensure its effective use
• Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money

Facilities Management:

• Ensure premises are fit for purpose and suitably equipped and a tidy and professional appearance is maintained.
• Develop and maintain general office equipment track; regularly evaluate equipment and plan/recommend up-grade for future needs and also the disposal of obsolete items, take initiatives to adapt economical solutions/services, best practices to save SCI resources.
• Manage, communicate, implement and maintain office Health and Safety procedures including annual risk assessments and in consultation with the Head of Safety and Security develop evacuation and accident procedures
• Ensure full Health and Safety induction of new staff
• Carry out a monthly maintenance and Health and Safety check, and arrange, as required for any work to be carried out
• Liaise with landlords on all SC rented properties
• Oversee the overall maintenance of the residence/office premises, facilities assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized
• Review and annually update all contracts and leases and ensure they are kept up to date and that all leases are compliant with the Nigeria government tax and other legal requirements
• Oversee the annual preparation of the renewal of licenses and permits as appropriate

Qualifications & Experience
Essential:

• A Degree in Human Resource Management or equivalent qualification
• Prior 3-7 years INGO experience at management level within a complex country programme in emergency response/humanitarian environments
• Experience of working in remote field bases with limited infrastructure
• Proven operational HR track-record - experience of providing a senior generalist HR service to managers across a full range of HR issues
• Excellent skills in handling and advising on complex people management issues
• Experience of and well developed skills in recruitment and selection
• Good attention to detail
• Understanding staff care for humanitarian staff, in particular approaches to welfare, stress, R&R and debriefing
• Good facilitation skills and ability to deliver induction briefing/training
• Strong communication (written and spoken), and interpersonal skills in English, with experience in managing multicultural teams

Desirable:

• Experience of a range of assessment techniques (including assessment centres)
• A Master’s degree in Human Resources Management or Business Administration or equivalent
• Fluent in English and Hausa languages