Head of Human Resources, Administration and Security at Population Services International (PSI)

• We are looking for a Head of Human Resources, Administration, and Security (HRAS) to provide support to PSIN in achieving its organizational objectives.
• This position will be an integral member of the senior management team and will be responsible for providing strategic and operational support to stakeholders within PSIN in relation to the employee life cycle and office administration.
• The mission is to partner with all program and operational functions to ensure that the full scope of HRAS services, such as HR yearly processes, Talent Development, Recruitment and Employee Relations processes, office maintenance, and employees’ safety and security protocols, are executed with a continuous improvement mindset, while still maintaining the human touch.
• S/he will work with the Senior Management Team in Nigeria and relevant HR and Global Security Functions and Departments at PSI Headquarters in the USA to ensure that organizational HR, Admin, and Security policies and procedures are adapted to the specific context of each category of staff and that all staff are informed.

Your contributions

HR Planning [10% of the time]

• Develop a HR strategy for PSIN which is in line with the organizational goals and objectives.
• Devise and implement metrics as needed.
• Consult, advise, and coach Management and their team members on the identification, definition, and implementation of HR solutions to address projects and departmental needs in accordance with global, regional, and local HR strategies, goals, legislation, regulations, and relevant SOPs.

Hiring and Recruitment [10% of the time]

• Participate in workforce planning and job evaluation to meet the needs and requirements of the organization as well as ensuring compliance to local laws and global recruitment guideline and support recruiting managers in the recruitment process.
• Oversee the full-cycle recruitment process and directly recruit positions at all levels adopting recruitment best practices and following PSIN policies and procedures
  • Review and approve job position requests, job descriptions and make recommendations, ensuring accuracy and consistency.
• Coordinate orientations/transition of both new/transferring staff.
• Review all job offers and contracts and ensure internal equity.

HR Administration and Compliance [15% of the time]

• Oversee HR-related administrative duties and ensure they are compliant with existing legal and government reporting requirements.
• In collaboration with the finance team, ensure all staff are adequately oriented and trained on the completion and submission of monthly timesheets.
• Ensure PSIN compliance with all labor laws and minimize legal exposure.
• Responsible for the review of HR Handbook to comply with labour laws and best market practice; review policies and procedures and make recommendations as required.
• Manage and update all office personnel and statutory documents and ensure staff information is properly kept, updated, and confidentially maintained.
• Lead the exit management procedure to ensure a seamless and positive transition for departing employees.
• Serve as an ambassador and champion for PSIN: Standards for Business Ethics & Code of Conduct; escalate arising code of conduct issues and ensure resolution and appropriate follow-up.
• As needed, liaise with the local legal counsel on HR issues that require legal interpretations.
• Ensure compliance by the leadership team and line managers on all HR practices within areas of responsibility and with Global, Regional, and Local legislative and regulatory requirements, standards, and relevant policies and guidelines.

Compensation and Benefits Management [10% of the time]

• Facilitate administration of staff benefits and compensation as stipulated in the HR policies.
• Ensure processing of monthly HR payroll documentation on timely basis ensuring completeness and accuracy.
• Ensure all existing staff clearance forms are submitted before final dues are processed.
• Ensure compliance with PSIN compensation principles during recruitment and the promotion of individuals.

Performance Management [10% of the time]

• Lead the performance management process, including creating a plan to manage annual reviews, conduct training on goal setting, utilize budgets to organize development activities, and work one-on-one with managers and employees.
• Coordinate and ensure timely completion of the annual performance evaluation process.
• Coordinate and ensure timely completion of the annual merit plan process.
• Advise, train, and coach managers on the implementation of the performance management process and supporting requirements.

Employee Relations and Disciple: [10% of the time]

• Lead all employee relations with professional grace; lead investigations to resolve issues/conflict in the workplace.
• Act as an impartial mediator in disciplinary procedures and ensure it is administered in an equitable and fair manner that meets all legal and labor regulations and requirements.
• Maintain an effective negotiation process and harmonious employee/employer relationship.
• Advise supervisors in determining appropriate disciplinary plans of action.

Staff-Welfare [10% of the time]

• Identify areas for continuous improvement and implement as agreed upon with the management team.
• Remain up to date with SOPs regarding functional requirements at the local, global, or industry level if applicable.
• Represent employees in cases of litigation, arbitration, or related legal matters.
• Develop supportive plans of action for staff care, ensuring a comprehensive approach to support the well-being of staff and foster a positive working environment.
• Work to actively engage in building trust with staff at all levels and in all roles.

Administration & Office Management [15% of the time]

• Supervise office hygiene maintenance and supplies of essential services such as water and electricity, structural conditions, and office decorum, and arrange necessary repairs.
• Monitor office supplies inventory and procure new material, following procurement policies.
• Supervise all travel and hotel arrangements for staff, including visas and work permits, as applicable.
• Implement fleet management systems (third party or in-house), monitor and manage efficiency in the use of office resources.

Safety and Security [10% of the time]

• Act as a security focal person for PSIN.
• Ensure security plans are complete and up to date.
• Organize safety & security training, and briefings for all PSIN staff.
• Coordinate regular Country Security Committee meetings
• Organize regular safety drills for the office.
• Ensure all office staff are trained in the appropriate Safety and security procedures.
• Manage and oversee contracted security providers.
• Regularly attend the INGO Security Forum meetings and keep close liaison with agencies.
• Ensure security guidelines and security plan is implemented throughout PSIN.

What are we looking for?

• Bachelor’s degree in Human Resources Management.
• At least eight (8) years’ experience in a senior role within Human Resource Management, with two (2) years at a supervisory level. Equivalent combination of relevant education and experience may be substituted.
• Advanced knowledge of human resource disciplines including, but not limited to employee development, change management, recruitment, branding, compensation practices, employee relations, compliance, performance management, and South Africa employment law.
• Strong decision-making skills with demonstrated ability to identify, recommend and implement best practice approaches that deliver rapid, consistent, high-quality HR management and service provision in a fast-paced organization under pressure.
• Excellent customer service, relationship building/management and consensus building skills as well as focused and results driven.
• Excellent analytical and problem-solving skills. Able to proactively identify opportunities, diagnose problems and develop client-centered and evidence-based solutions.
• Able to translate complex HR policies, processes and recommendations to non-HR professionals.
• Excellent written and verbal communication skills. Capable of managing conflict and conflicting views.
• Proficient in MS Office Suite (Word, Excel, PowerPoint).
• Hands-on experience and certification with HRIS and payroll systems
• Knowledge of organizational structures, workflow, and operating procedures required.
• Must have knowledge of Labour Regulations, Industry trends and norms.
• Able to operate independently with limited management and drive change and innovation.
• Ability to handle confidential and sensitive information in a professional manner.
• Motivated, with demonstrated ability to influence, lead, as well as collaborate in a team.