HR Coordinator Deputy at Solidarites International

Job Location: Maiduguri Coordination Office     

Beginning of contract: 19/2/2018          

Contract duration: 3 months (with possibility of extension) – Probation period: 1 month

Salary and conditions: in accordance with SI’s Terms of Employment; for national staff in Nigeria

Job Description

Requirements

Goal/Purpose :

• The HR Coordinator Deputy supports the HR coordinator in defining and implementing the national HR policy.
• He/she guarantees the correct implementation of HR and SI policy on the mission.
• He/she ensures legal, fiscal and administrative support to HR Coordinator and administrators for all National HR related matters.
• He/she actively participates in implementing training and development programs for national staff.
• He/she supports the HR Coordinator in the administrative management, follow-up and visa process related international staff.
• Upon request, ensure the HR Coordinator responsibilities and tasks (in case of absence) in direct link with the Country Director

List of main activities:

• Design and Implementation of the national HR policies
• Take part in the development of the national HR policies
• Participate in defining and monitoring the implementation of HR policies
• Evaluate risks linked to changes in social policies
• Propose improvements to employee working conditions
• Ensure appropriateness and coherence between mission job descriptions and SI standard Job Descriptions
• Ensure the SI functions Grid is applied on the mission and the recruitment process respected
• If necessary, participate in rewriting the Salary Grid (benchmark...)
• Continually ensure coherence between SI HR policy and national laws
• Human Resources management (national and international)
• Design and implement HR training sessions for SI Managers and for the administrative teams
• Supervise annual performance process; participate in implementing staff promotions
• Design and put in place an annual training program, supervise its implementation and monitor its impact
• Participate in the implementation of career planning and the management of staff mobility
• Improve recruitment procedures; participate in the recruitment process for national staff
• Ensure relations with employee, in particular by taking part in the HR meetings
• Ensure minimum staffing levels for the administrative service during periods of absence (vacation, illness...)

Human Resources Administration

• Keep informed of all documents and developments associated with employment law, employment in general, and staff training
• Ensure that HR procedures are respected and understood at mission level
• Supervise the administrative and contractual management of personnel recruitment and hiring
• Organize and conduct the HR briefing and/or induction sessions
• Ensure that personnel files are kept up to date and deadlines respected (annual performance, contract amendments, visa, Flight ticket, break…)
• Take the necessary steps with authorities if required (registering personnel, submitting documents...)
• Update the monthly HR reporting Pack, check and consolidate for the whole mission
• Ensure the respect of the HR monthly calendar
• Payroll, Tax and Social Contributions  Management
• Proceed and supervise the monthly salaries calculation and payroll processing for the whole mission
• Update and check the monthly related HR databases and payroll variables
• Ensure the payslip signature and archiving at timeof all payroll related documents
• Ensure the monthly calculation of the Tax and social contribution for the whole mission
• Ensure that Taxes and social contributions statements and payments are made to the concerned authorities for the whole mission

Archiving

• Ensure that staff personal files are kept up to date and archived according the proper guidelines for the whole mission
• Ensure preparation of HR files for Audit
• Ensure hard and soft archiving,  as well as ensuring the security of HR/administrative documents
• Ensure that hard files from the bases are brought back to coordination on a regular basis
• Conduct the quarterly mailing of HR archives to HQ

Reporting

• Update and consolidate monthly the mission organizational chart and its targeted version
• Update and consolidate the monthly statistical report for HQ
• Update and consolidate the SI ID card needs and send to the Logistics department
• Report to each head of department on a weekly and monthly basis Human Resources related information about their respective teams.
• Update monthly the International Staff FU and prepare the HR shuttle for HQ

Communication / representation

• Work closely with and support the Administrative  Managers
• Establish and maintain relationships with the administrative, legal, fiscal authorities at a national level
• Is the focal point of the consultants with who SI is working on HR related matters (Tax, Visa, lawyers)
• Assist the HR coordinator with report related HR, proposals and with drawing up HR sizing set-up
• Participate to the HR strategy definition
• Participate to the internal and external HR meetings and represented SI upon request
• Ensure that relevant HR information are published on the information board
• Report to the HR Coo any alerts concerning Solidarites International Staff and support the HR Coordinator in the social dialogue
• Ensure the HR data and information confidentiality

ORG CHART POSITION (reporting and functional relationships)
Line manager: HR Coordinator

Line Report(s) [on Base]: -

Functional Manager: -HQ national referent

Functional Report(s): -Administrative Managers and Assistants

Professional
3 years of previous experience as HR Officer or Manager in an international NGO

Languages: English and Haussa at proficiency level 

(mandatory)
Personal qualities: reliable, honest, very good organization, resistance to stress, good interpersonal skills (communication), team player, capacity to delegate and to manage, initiative and autonomy, capacity of prioritsation of tasks

Education
University Degree or MBA in Human Resources or related fields

IT skills: Good knowledge of Office software : Excel, Word,Power point