Administration Technical Assistant Nigeria at Norwegian Refugee Council (NRC)

Job Identification: 2914
Location: Maiduguri, Borno
Job Category: Administration
Job Schedule: Full time
Position: Admin Assistant
Reports to: HR & Admin Coordinator
Supervision of: NA  
Duty station: Maiduguri         
Travel: 10%
Duration and type of contract: 4 Months (Possibility of extension)

Role and responsibilities

• The purpose of the assistant position is to assist in the day-to-day implementation of the support functions responsibilities.

Generic Responsibilities (max 10):
These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the support function portfolio according to the plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Promote and share ideas for improvement of the support function

Specific Responsibilities:
These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

• Ensure proper and systematic filing of all personnel files
• Support recruitment process by collecting applications, longlisting, scheduling examination, administering tests, and conducting interviews
• coordinating appointments and background/reference checks, and communicating benefit information
• Maintaining a database of field office recruitments
• induction of new staff, and schedule briefing with relevant departments and assist in email address requests for new staff
• Preparation of contracts for both casual workers and full-time workers
• Management of employee records on NRC People at the field level
• Issuance of stock request to relevant department and updating and sharing the stock report monthly.
• Ensure that office and guest house supplies are requested for and timely distributed
• Preparing and circulating the Minutes from the all-staff meetings
• Supervising of the cleaner/cook
• Any other task assigned by Line Manager

Critical Interfaces
By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Strategy and project planning: HR Manager, HR/Admin Coordinator, HR Officer, Admin Officer, Field Office Coordinator
• Base/Country Office operations: Country Director, Programme Managers, Consultants, Advisors, Support Functions

Scale and Scope of the Position:

Staff:

• Numbers and titles of staff directly managed by the post holder, and numbers of staff and daily workers/incentive staff responsible for overall in the unit.  (Nill)

Stakeholders:

• Key external stakeholders the post has relationships with (e.g. UN agencies, INGOs, local NGOs, civil society, governmental bodies) Vendors, Tertiary Institutions

Budgets:

• List of budgets covered by post holder, and size of the budget (Nill)

Information:

• Brief description of the information resources the post holder is responsible for at CO level (e.g. GORS, Agresso, Webcruiter, Intranet) Agresso, Webcruiter, Intranet

Legal or compliance:

• Brief description of any legal or compliance responsibility the post holder has (term of employment, vendors, donors) term of employment, vendors, donors, Code of conduct

Competencies

• Competencies are important for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional Competencies:

• These are skills, knowledge and experience that are important for effective performance.

Generic Professional Competencies:

• Experience from working as a Support Function Officer in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Some knowledge of English.

Context / Specific Skills, Knowledge and Experience:

• Degree or HND in Business Management or any other relevant field of study 
• Experience in a similar position in a humanitarian context
• Knowledge about own leadership skills/profile
• Documented results related to the position’s responsibilities
• Fluency in English both written and verbal
• High-level competence in computer skills (Microsoft Office Applications).

Behavioral competencies (max 6):
These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect

Performance Management
The employee will be accountable for the responsibilities and the competencies, per the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The Work and Development Plan
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The NRC Competency Framework.