Deputy HR Coordinator at Solidarites International

Location: Maiduguri, Borno
Base: Coordination

Job Description
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.

Main Tasks
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 time of 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    

Profile

• Training/Education: B.Sc. Finance, Economics, Business Administration or related degrees
• Professional experience: 3 years of experience in similar position (NGO/Private or Public sector) and 2 years of progressive experience in an INGO
• Languages: English compulsory (Hausa/Kanuri - Added Advantage)
• Admin related skills: good knowledge of the project cycle, budget follow-up, recruitment, payroll, etc.
• IT skills: Good knowledge of Office software: Saga, Homere, Excel, Word, Outlook, Power Point.
• Personal qualities: rigorous, organized, able to manage important workload, good learning capacity, good communication, reactive, team spirit, good written and analyses capacities, resistance to stress.