HR / Admin / Fin Officer at Alliance for International Medical Action (ALIMA)

Contract term: Fixed Term Contracts

Job Description / Responsibilities
Human Resource Management:

• Leads the implementation and monitoring of all ALIMA Abuja and Lassa Project personnel and HR regulations (national and international) and ensure that all staff are aware of their right and responsibilities;
• To establish and maintain the Abuja and Lassa Personnel, tax payments/deductions, statutory payments etc.);
• Prepare the monthly payroll of Abuja and Owo based staff and share with HR Desk – Finance Manager Desk for authorization
• Ensure development and review of performance objectives of Abuja team
• Asses capacity building needs of staff and share the training & capacity building plan with HR Desk Manager
• Lead in orientation and training of newly inducted staff on financial, administration and HR functions.
• Support the recruitment of new employee for both the Abuja & Lassa Team.
• Ensure timely contract renewals for national staff.
• Supports staff with the COVID-19 procedures and payment processing
• Abuja Office and Field offices/guest house operates optimally
• Incumbent will be responsible for ensuring that ALIMA premises, guest house and staff accommodation functions properly; contracts are renewed/revised as maybe needed.
• Obtain visas, work permits, residencies as required;
• Ensure compliance with national tax regulations
• Monitors compliance with local statutory reporting requirements;
• Functions as overall Office Manager ensuring smoothing functioning of offices in terms of services, supplies and consumables.
• Undertake periodic health and safety checks of all Alima premises in Abuja and make recommendations accordingly, ensuring all premises meet the health and safety standards through regular cleaning, maintenance and repairs.
• Coordinates the allocation of guesthouse rooms to visitors and books all visitors and staff to hotels
• Ensures that administration issues from field office; generator, facilities repair and office contracts are addressed in a timely manner
• Reviews all ALIMA offices health and safety protocol and ensure that staff are aware of procedures
• Works with HR DESK Manager to ensure that international staff accommodation is equipped in accordance with ALIMA Standards
• Ensures that office sitting arrangements and furniture is procured for Abuja office
• Develops and monitors cost efficient systems for all facilities, admin expense and guest houses

Government and Partner liaison:

• Ensures the requirement of ALIMA office registration is fulfilled including renewal of registration with the Government
• Provides day to day oversight for processing international staff entry permits, application and renewal of work permits, residence permits, visas, and authentication of documents
• Provides passport and visa processing support to staff travelling on official business
• Processes and obtains duty free status letter from relevant government offices, and clears all ALIMA consignments, all expatriate personal effects when coming and going out of the country.
• Oversee the timely processing of alien registration for visitors
• Works with Human Resources Coordinator to ensure that ALIMA Nigeria registration documents are up-to-date
• Engages with government departments to represent ALIMA on meetings on demand and communicate minutes to Desk, Borno Mission and programme team
• Link-up with Field team leaders and support them on strategic registration issues within their States and liaise with Federal Government in Abuja respective offices
• Liaises with ALIMA partners on admin and operations issues

General Admin, Travel and accommodation:

• Oversees that the office stationery and other amenities are available at all times and helps field offices with processing of requisitions in the same area where local markets are not flourishing
• Oversee that staff travel is timely and any registrations required by UNHAS is up-to-date
• Ensure that payments are done on time for services and goods received
• Work with Logistics officer to develop SOPs for staff transport in-country
• Work with Logistics Coordinator to ensure that visiting staff is accommodated in security cleared hotels
• Ensure that all Admin suppliers, rents, facilities bills, UNHAS deposit, petty cash is paid/replenished in a timely manner
• Review/develop SOPs for staff accommodation in Abuja and other major cities who travel on business
• Oversee the staff welfare in coordination with HR and Logistics
• Oversee delivery of mail, packages, supplies to Field offices

Finance Management:

• Oversees the financial record keeping; controls and reconciles the documentation, prepare the financial information to be uploaded in SAGA
• Sets up a secure filing system of the financial documentation;
• Submit timely and accurate cash requests to Desk Finance Manager for maintaining an adequate cash flow;
• Meets internal and external reporting deadlines;
• Maintains healthy financial practices; enforces finance working documents and trainings as needed to ensure staff adherence;
• Reviews and authorizes transactions within his/her threshold;
• Lead the accountancy documentation in compliance with Nigerian law requirements; reporting to local authorities
• Serves as the Cashier to ensure accurate and prompt payment vendors

Reporting:

• Oversee that travel reports are produced monthly, quarterly and shared with the region
• Oversee that Asset register is updated and shared with HR Coordinator monthly.
• Initiatives on carbon footprint shows ALIMA Nigeria’s environment sensitivity
• Admin expenses are analysed periodically
• Work with Supplies and Logistics manager and finance to develop a supplier invoice recording, tracking and payment report that will be shared with relevant internal clients and supplier’s monthly

Dealing with Problems:

• Ensure that in country travel no shows are reduced to zero
• Post holder will have to come up with mechanism for cost reduction for admin (Country office and field offices)
• Incumbent needs to ensure that all assets, regardless of location; are on the register and updated monthly
• There is a need for diplomacy and flexibility in dealing with host government, partners and suppliers
• Cultivating and maintaining a good relation with the Government officials to ensure that ALIMA Nigeria operations run smoothly
• Timely repairs of facilities both Country office and field are prioritised
• The position requires that the post holder be able to respond to multiple, urgent demands from country team and other stake holders.
• Dealing with conflicting demands and field operations challenges

Qualifications
Education:

• University Degree or its equivalent in Business Administration, Finance or related cources.

Experience:

• At least 3 years of relevant work experience in HR/FIN/ADM, Similar position or the Finance sector

Languages :

• Mission fluency in English (Spoken and wriiten)

Knowledge:

• High level of computer literacy (word, excel and internet) e t c

Desirable:

• Understanding of humanitarian principles and practices;
• Ability to work with large amount of data;
• High attention to detail and accuracy;
• Ability to direct and supervise

Competencies:

• Well organized and capable to deliver work in tight deadlines;
• Excellent interpersonal skills;
• A good listener;
• An effective communicator;
• Team player;
• Capacity to work in a multicultural environment and independently
• Quiet demeanour in stressful or crisis situations.

Salary
National Pay Scale Level 07.