HR & Admin Officer at Danish Refugee Council (DRC)

DRC started operating in Nigeria in 2015 where plans to run a combination of emergency, livelihood, WASH, protection and advocacy programmes has been set. DRC currently has offices in Abuja, Yola, Mubi, Maiduguri and Yobe.

The position
The HR & Admin Officer is the focal person for all HR matters in the office duty station. S/he manages the preparation of HR tasks and maintenance of staff information including not but limited to national staff payroll, securing visas for international staff/visitors, maintaining personnel files, preparing staff contracts, etc. Works within the HR administration procedures of DRC, municipal policies and procedures and in compliance with all national acts and legislation. The HR Admin Officer reports to the HR Manager and will extend technical support to HR & Admin staff in the field offices.

Responsibilities:

• The responsibilities listed below are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.
• Administration & Office Management
• Ensure staff and visitors requiring Visas and other legal documents are organized in timely manner.
• Coordinate the flight bookings and organize pick up/drop off for the passengers in coordination with Logistics department.
• Filing of all personnel documents and development of a transparent and efficient filing system of all administration records as per DRC filing procedures.

Time Sheets and Leave Management

• Ensure monthly time sheets are correctly filled (project codes, number of hours) by staff, approved by Line Manager, and stored in the personnel files on or before 10th of following month.
• Ensure all leave requests (annual Leave, sick Leave forms, bereavement, maternity/paternity, compensatory leave, etc.) are reviewed for correctness (for approval, availability of leave, supporting documentation), update the data base for leave and file in staff personal files.
• Maintain payroll leave balance for all national staff

Local Legislations/Taxes

• Ensure all staff taxes and legislative obligations are done on time as per the government deadlines.
• Establish/maintain good working relationships and contacts with government departments including but not limited to: National Social Insurance Trust Fund, Board of Internal Revenue (for all states where DRC operates), Federal Mortgage Bank (National Housing Fund), Immigration Department, National Planning Commission, etc.
• Ensure all administrative matters are properly followed up and legally standing according to the Nigerian legal systems/requirements.
• Human Resources
• Ensure all staff are given contracts (and DRC ID cards for expats) on the first work day and staff information data is filled and filed.
• Ensure all staff personal files are updated according to the checklist/DRC procedures on constant basis.
• Ensure all staff complete the Induction (as per the DRC induction checklist) before sent to work.
• Ensure that all recruitments are done in accordance with DRC recruitment processes.
• Update and compile the local staff contact list & Institutional address list as per request from HR Manager every month.
• Performance Management
• Ensure all performance management procedures are followed (including probation and Performance & Development reviews, performance improvement plans, disciplinary actions, etc.)
• Support with the implementation of Learning & Development initiatives

Key Requirements
Essential:

• At least three years’ work experience in field of Human Resources and Administration in an NGO/Commercial sector
• Hands-on experience/skills in MS Office applications
• Demonstrated success in multi-tasking and strong time-management capabilities
• Ability to deliver in high-stress, complex environments

Desirable:
Fluency in local spoken languages.
Proactive, self-starter
Ability to take initiative and problem-solve independently

Education:
University degree in Human Resources/Finance/Accounting/Business Administration or five years of relevant experience in lieu of university degree

Languages:
Fluency in written and spoken English.

Conditions Availability: 13th November 2017

Salary and conditions: In accordance with Danish Refugee Council’s Terms of Employment;
The income will be subject to statutory deductions as per applicable Nigeria laws. The employee is responsible for the tax returns.
How to apply
The position is for NIGERIAN NATIONALS ONLY

JOB DESCRIPTION

Overall purpose of the role:
The HR & Admin Officer is the focal person for all HR matters in the office duty station. S/he manages the preparation of HR tasks and maintenance of staff information including not but limited to national staff payroll, securing visas for international staff/visitors, maintaining personnel files, preparing staff contracts, etc. Works within the HR administration procedures of DRC, municipal policies and procedures and in compliance with all national acts and legislation. The HR Admin Officer reports to the HR Manager and will extend technical support to HR & Admin staff in the field offices.

Responsibilities:

Administration & Office Management

• Ensure staff and visitors requiring Visas and other legal documents are organized in timely manner. (No training needed)
• Ensure all office utilities and infrastructures are appropriate, safe and functioning. (electricity, gas, security, up keeping of premises, health and safety, internet, telephones, photocopiers etc.). (No training needed, coordination with Logistics)
• Ensure all necessary office resources (Stationaries, office supplies, drinking water are stocked and managed. (No Training needed)
• Manage the expat staff guest house (No Training needed)
• Organize meetings, trainings and other events. (No Training needed)
• Coordinate the flight bookings and organize pick up/drop off for the passengers in coordination with Logistics department. (No training needed, coordination with Logistics department).
• Filing of all project related documents and development of a transparent and efficient filing system of all administration records as per DRC filing procedures. (No Training needed, understanding of DRC Operations Handbook).

Time Sheets and Leave Management

• Ensure monthly time sheets are correctly filled (project codes, number of hours) by staff, approved by Line Manager, and stored in the personnel files on or before 10th of following month. (Coordination from Head of departments, finance department and support/training from HR Manager)
• Ensure all leave requests (Annual Leave, sick Leave forms, bereavement, maternity/paternity, compensatory leave, etc.) are reviewed for correctness (for approval, availability of leave, supporting documentation), update the data base for leave and file in staff personal files. (Coordination from Head of departments, HoB, Field HR staff, and support/training from HR Manager as needed).
• Assist staff in preparing Leave forms, as and when required. (No supervision needed).
• Assist Heads of Departments with Annual Leave Planning as needed (No training needed, support from Heads of Departments and HR Manager)
• Maintain payroll leave balance for all national staff (Support from Field HR staff)

Local Legislations/Taxes

• Ensure all staff taxes and legislative obligations are done on time as per the government deadlines. (Constant contact with department of labour and all other governmental departments).
• Establish/maintain good working relationships and contacts with government departments including but not limited to: National Social Insurance Trust Fund, Board of Internal Revenue (for all states where DRC operates), Federal Mortgage Bank (National Housing Fund), Immigration Department, National Planning Commission, etc.
• Ensure all administrative matters are properly followed up and legally standing according to the Nigerian legal systems/requirements. (No training, update on Nigerian legal obligations, support/coordination from Head of Departments, HoB, HR Manager)
• Keep track, record and properly manage the issue and letters which DRC gets from governmental departments. (No training needed)

Human Resources

• Ensure all staff are given the contracts (along with the required attachment) & DRC ID cards for expats (national staff DRC ID cards are managed by field HR) on the first working day and staff information data is filled and filed. Follow up with the staff and obtain file one copy of staff contract along with the attachment in personal file. (Coordination from Field HR staff, Head of departments, and HoB; support/training from HR Manager)
• Ensure all staff personal files are updated according to the checklist/DRC procedures on constant basis. (No supervision/training needed)
• Ensure all staff complete the Induction (as per the DRC induction checklist) before sent to work.
• Prepare the monthly Payroll Leave Schedule for national staff. (Coordination with HR Manager and Finance Manager).
• Ensure that all recruitments are done in accordance with DRC recruitment processes.
• Organize training on CoC for staff. Brief on other HR policies/procedures to staff when it is necessary.
• Update and compile the local staff contact list & Institutional address list as per request from HR Manager every month. (No training needed, coordination with HoB, Head of Department, and Field HR).

Performance Management

• Follow up with Line supervisors and ensure the Performance (Probation) objectives are set and filed within two weeks of the appointment date. (Training from HR Manager, Coordination from Field HR, HoB, Head of Departments)
• Ensure the reminders on staff performance (Probation) evaluations are sent to the line managers and final evaluations are filed before the deadline of Probation evaluation. (Performance evaluations has to be approved by line manager and forwarded to the Country Director’s approval before filing). (Coordination from Head of departments, HoB, and support/training from HR Manager).
• Support with the implementation of Learning & Development initiatives
• Ensure all performance management procedures are followed (including probation and Performance & Development reviews, performance improvement plans, disciplinary actions, etc.)

Communications
Facilitate regular staff communication, through arranging regular staff (preferably weekly) meetings and ensuring relevant information is being passed on to the field offices. (No Training, Coordination from CD, HoSS, HR Manager)

Other

• Focal point for HR Administration in the office
• Serve as technical resource person for the HR department in the duty station
• Report to the HR Manager any irregularities that occur within the DRC office, staff compound and sites on DRC policy and procedures.
• Follow any new procedures and guidelines designated in circulars from Country Director/HoSS/RO and HQ.
• Other duties as requested by HR Manager, HoSS, or CD
• The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.
• Experience and technical competencies: (include years of experience)

Essential:

• At least three years’ work experience in field of Human Resources and Administration in an NGO/Commercial sector
• Hands-on experience/skills in MS Office applications
• Demonstrated success in multi-tasking and strong time-management capabilities
• Ability to deliver in high-stress, complex environments

Desirable:

• Fluency in local spoken languages.
• Proactive, self-starter
• Ability to take initiative and problem-solve independently

Education: (include certificates, licenses etc.)

University degree in Human Resources/Finance/Accounting/Business Administration or five years of relevant experience in lieu of university degree

Languages: (indicate fluency level)

Fluency in written and spoken English.

Key stakeholders: (internal and external)

• Internal
• Human Resources
• Programme staff
• Procurement and Logistics
• Finance

External
Relevant stakeholders