Coordinator, Human Resources and Administation at The International Federation of Red Cross and Red Crescent Societies (IFRC)

Job Purpose

• Reporting to the Operations Coordinator, and as part of the Africa HR team, the HR and Admin Coordinator will be responsible for leading, implementing, and advancing HR projects related to HR systems while coordinating the Administrative systems of Abuja delegation of IFRC.
• S/he establishes, cultivates, and maintains ongoing relationships with the Regional and Global HR team as well as with client groups to ensure a clear understanding and agreement among these collaborators on the engagement required towards meeting the objectives related to the projects under implementation.
• An important aspect of the position is to work closely with the national societies in the Abuja Delegation to support their work in strengthening HR and Administrative structures (30% of the time).

Job Duties and Responsibilities

Recruitment and Resourcing:

• Manage the whole recruitment process for Delegates and National Staff – from advertisement and selection, through contract, to support and briefing at the start of employment.
• Ensure job descriptions are appropriate and relevant from a technical point of view by liaising with relevant technical units.
• Create/advertise and manage the vacancies on Ifrcjobs website, coordinate external vacancy advertising.
• Screen applications and liaise with hiring managers regarding short-listed applicants.
• Together with main stakeholders (delegations and technical units) ensure short-listed candidates are suitable by conducting competency and motivational interviews.
• Promote equity, transparency, and consistency in the candidate selection process.
• Strategic and tailored offer to selected candidates (International/National Staff).
• Liaise with Nairobi for International staff recruitment.
• Liaise with National Societies for sponsored candidates.
• Share the Operations team, the recruitment reports weekly updated.
• Support effective and timely recruitment processes in or out of the Abuja Country Cluster region in close collaboration with the Africa Region.

Workforce Planning

• Administer the end to end contracting for all types of contracts.
• In liaison with regional HR focal points follow up on e-boarding programmes in the region.
• In liaison with regional HR focal points, review National staff contracts for accuracy and alignment with the local labour laws within IFRC cluster countries of operations.

HR Administration

• Ensure that all aspects of HR Admin – D365 input, contract management, personnel files are efficiently managed and completed.
• Ensure that all HR processes comply with laws governing us (Labour Act, Staff Regulations, Code of Conduct, etc).
• Ensure that all Delegates/staff have in country ID cards and business cards upon arrival.
• Prepare and organize in collaboration with the other departments, the induction of new staff (Welcome note, Briefing schedule), and supervise the Briefing process for delegates and national staff.
• Follow up on staff contracts (starting date, end date, and extensions if needed).
• Follow up on the probationary period and manage in collaboration with Line managers, the end of the probationary period according to HR guidelines.
• Manage staffing contact list as well as staff database and ensure its distribution weekly.
• Make regular updates of the leave status on the leave management system.
• Work closely in collaboration with the Administration Officer to make arrangements for travel, accommodation, and visa for incoming and outgoing international delegates or national staff.
• Manage with the support of the Administration Officer the international staff health issues within Nigeria and regularly update the listing for all Delegates in-country to be shared with medical facilities partners for any medical treatment in case of sickness.
• Manage the staff insurance in collaboration with the insurance companies (update the list of Staff and their dependents for the medical insurance, to request their incorporation and disincorporation at each start and end of the contract).
• Ensure Delegates and National Staff complete their end-of-mission formalities with all Departments and turn in all Admin items (ID Card, keys, dongle, phone, laptop, sim card) before departure in collaboration with the other departments.
• Organise and supervise the debriefing of Delegates or National Staff at the end of their contracts, in collaboration with other departments.

Payroll Management - Compensation and benefits

• Ensure that the pay practices comply with state and federal laws and regulations.
• Prepare payroll list, and get it validated by the Head of delegation and the Finance Coordinator.
• Follow up the payment of taxes and statutory payments by Finance and archive the documents and receipts transmitted by Finance.
• Maintain updated information on staff salaries, and allowances and ensure compliance with current laws and regulations in close collaboration with the HRD and Finance Department.
• Ensure timely, equitable, transparent, and systematic approvals of HR benefits, entitlements, contracts, etc.
• Administer the organization’s benefits programs (retirement plans, leave policies, wellness programs, insurance policies).
• For salary adjustments, conduct a cost-of-living study and make a comparison analysis with other INGOs before requesting the validation and signatures.

Performance Management

• Work alongside managers to develop and establish the highest levels of performance from their staff.
• Guide managers to perform the whole range of performance management activities (e.g. set objectives, appraisal, identify gaps, and contribute to the definition of training and development actions as appropriate.
• Provide guidance and support to managers and staff in cases of poor performance and disciplinary situations.
• Train staff in the use of the relevant tools e.g. performance online and advocate for the highest standards of performance management.
• Ensure that staff are timely appraised and monitor the quality of evaluations in compiling final appraisals for the HR files.

Capacity Building and Staff Development

• In coordination with units, implement timely and effective staff learning and development programs.
• Share information about developmental opportunities received from the Global Learning unit with the team.

Relationship Management

• Monitor staff/management issues and support/advise management and staff as appropriate to improve the relations and resolve the issues.
• Advise delegates and national staff on HR policies and practices, advocate for staff to management, consult with Legal unit, Health officer and Stress counselors as appropriate on matters affecting staff including occupational health and stress-related issues.
• Be the partner of delegates and national staff, listen to them, provide answers to their queries, and provide professional advice.

Lateral Relationships

• Ensure effective working relationships with HR unit colleagues, with National Societies HR focal persons, and with client groups at all levels within the Africa region.

Administration

• Oversee the administrative, procurement, and IT management and coordination of IFRC programs at the country office.
• Ensure that adequate administrative/procurement internal controls are in place in the IFRC Office to comply with donor requirements and maintain standard IFRC logistics and procurement procedures.
• Coordinate the development and revision of contracts, agreements, purchase orders, and ToRs issued by the IFRC Abuja Delegation Office.
• Contribute to the development of new, or revision of existing templates on administrative/procurement systems and procedures.
• Coordinate program requirements with the program managers for the efficient planning and procurement monitoring aspect of the programs.
• Support the timely procurement of goods and services to address the needs of the IFRC Programmes and delegation offices.

Education

Required

• Relevant University degree in HR Management/ Business Administration or its equivalent.
• Professional qualification in HR and registered with a professional HR/Admin Body.

Preferred

• Postgraduate qualification in a relevant field is an added advantage.

Experience

Required

• Minimum of 7 years of relevant professional HR/Admin experience.
• Experience in facilitating recruitment and onboarding processes.
• Experience in handling confidential information.
• Experience handling employee relations matters.
• Experience in preparing staff payroll management.
• Experience in a leadership position handling a diverse team.

Preferred

• Experience working for the Red Cross and Red Crescent
• Experience working with governmental and international non-governmental organizations, authorities, and agencies.

Knowledge, Skills and Languages

Required

• Understanding of key policies and practices relevant to an emergency setting, such as rest & recuperation, security procedures, psychological resilience, protection from sexual abuse, child protection, whistleblowing etc.
• Self-supporting in computers (Windows, spreadsheets, etc.)
• Ability to communicate with internal employees and external associates on all levels.
• Ability to work in a cross-cultural, cross-functional, and multi-cultural environment.
• Ability to work with complete integrity and confidentiality.
• Excellent organizational, planning, and influencing skills.
• Diplomacy skills.
• Skills in training and developing staff.
• Fluently spoken and written English

Preferred

• Good command of French language will be an added advantage.

Competencies, Values and Comments

• Communication;
• Collaboration and Teamwork;
• Judgement and Decision Making;
• National Society and Customer Relations;
• Creativity and Innovation;
• Building Trust