Administrative/HR Assistant at International Rescue Committee (IRC)

Location: Maiduguri, Borno

Scope of Work

• Assists in leading the human resources management and administration roles in the Maiduguri field office.

Responsabilites
Recruitment, orientation and integration:

• Job advertising.
• Receiving candidates
• Pre-screening and shortlist candidates
• Organize candidates written tests and interviews
• Publish recruitment results
• Prepare hiring documents.
• Preparing and support onboarding/transition process for the new hires staff or transferred staff

Assist the field office ADM/HR Lead in performance management and staff development:

• Receive and file staff performance reviews
• Monitor deadlines and needed reminders
• Compile staff development needs
• Prospect potential training providers.
• Ensures that training completion reports are submitted.
• Established and keep up to date the list of employees who received training paid by IRC

Assure staff filing and administration:

• Assure staff timesheets submission and filing
• Track and monitor staff leaves, sick leaves and absences
• Assure the maintenance and updating of individual files
• Assure that all required administrative formalities are respected (staff contract registration, social security registration, medical insurance registration, etc.)
• Debrief exiting employees and complete end-of-assignment procedures.

Assist in Administration Management:

• Track and monitor IRC office and guesthouse administration and maintenance.
• Manage rental agreements for offices and housing.
• Monitor renewal and termination of contracts and payments with suppliers, service providers, and lessors and assure that all are done on time.
• Assure that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet and other communications functions in the field office.
• Assure proper use and functionality of office equipment.
• Supervise cleaners and cooks.
• Maintain proper records of all correspondence.
• Track and monitor subscriptions and monthly telephone and Internet communications, and assure that all are paid on time.
• Assist in processing travel documents (visa, ticket, etc.)

Monitoring and Reporting:

• Prepare and submit weekly and monthly reports recruitment
• Prepare and submit monthly report HR
• Prepare and submit monthly staff leave accrual
• Prepare and submit quarterly the updated "severance pay"
• Prepare and submit monthly rental agreements tracking sheet
• Prepare and submit monthly renewal and termination of contracts and payments with suppliers, service providers, lessors tracking sheet.
• Other relevant duties as assigned (of a similar nature or related and in the interest of the organization)

Requirements
Education:

• University degree in a relevant field.
• Human resources or administrative qualifications desirable

Experience:

• 1 year of relevant professional experience in administration / human resources
• Previous experience working with an international NGO in a cross-cultural setting, preferably in the HR sector
• Previous team experience and knowledge of team dynamics desirable

Skills:

• Good inter-personal and conflict resolution skills, able to work under pressure and manage personal stress
• Strong organizational and time management skills, team-player but also able to work independently
• Able to coach and support others
• Excellent verbal and written communication skills
• Compassionate, self-motivated, enthusiastic, energetic
• Able to cope with basic living conditions during field trips

Working Environment:

• The positions are located in Maiduguri the situation in northeast Nigeria continues to be volatile and the security phase is orange or red depending on location. This is a national position.

Benefits

• Competitive Monthly salary,
• 13th Month Salary Inclusive,
• Health Insurance Coverage for Family, Pension, Creche Facilities available for Women with babies under 24 Months.