HR / Admin Manager at Terre des hommes Foundation (Tdh)

Location: Maiduguri, Borno

Summary of the Position

• The HR/Adm Manager, under the delegation and the supervision of the HR / Finance / Adm Coordinator, is responsible for the daily proper management of TdH’s operations related to the human resources or/and the general administration.
• That includes the Recruitment. Onboarding, Contract management, payroll processing, travel management or the liaison with the fiscal and administrative authorities for the issues linked to the HR/Administrative Unit.

Responsibilities and Tasks
Ensure the daily implementation and operation of HR/Admin Department:

• To ensure the issuance and/or gathering of all supporting documents related to the administrative file of each national employee: ID card or other identification document (driving license, voter’s card, etc.) copies, TdH NGA administrative information form, certificates, etc.;
• To prepare working contracts (new recruitments, contract extensions or renewals) and ensure each national employee is aware of contract terms and conditions;
• To prepare end of contract documents;
• To forward updates, regarding all national employee and their contract terms (dates, position, monthly allowance);
• Maintain the employee's personnel file;
• Updating the HR databases. ( New employee - starting/ending date contract);

HR Recruitment:

• To post the advertisement for the vacancies.
• Collecting the CVs and sending it to the concerned parties.
• Preparing a time schedule for the test and interviews
• Following the test and the interview process
• To ensure that all the recruitment documents and resumes received are available and archived
• To prepare the integration of any new employee (contract, ToR, document to bring etc...);

Payroll Processing:

• To print salary /payment sheets at the end of each month and ensure it is signed by local/field staff.
• Follow up to send and receive the payment sheet from /to the staff in the governments.

Office Management:

• S/He will manage the visa application process / Tracking for the international staff
• S/He will manage the allocation of the ID Card, Business cards, phone bundles for the staff
• S/He will ensure the regular updating of the contact list of the delegation
• S/He will manage and track the rental contract for the facilities (accommodations/office)
• She will manage the booking related to the domestics and international travels (accommodation, flights, etc.), except for the Helicopter field dropping-off/picking-up.
• S/He will supervise the housing keeping staff for the facilities.
• She will ensure the proper maintenance of the facilities (offices and guesthouses).

General Administration:

• To file and archive the general administration documents (MoUs, etc.)
• Confirm employee’s attendance at the office through the proper keeping of attendance tracking forms;
• To be involved in the preparation logistics for travels: booking hotel, air ticket …);
• Perform other tasks related to the administrative administration of the Office.

Job Requirements

• University Degree, in Human Resources, Management, Business Administration or related field is required
• Minimal 5 year of experience in HR at high volume, complex environment is required
• Extensive working knowledge of developing and implementing HR/Admin systems across the organization with software and systems related to sourcing and management of candidates is required
• Demonstrated understanding of office management and strong command of administrative tools
• Computer proficiency in MS Office suite and Outlook is mandatory

Skills:

• Required: Proactive, autonomy, rigorous, organized, planning, analytical, clear communication, work under pressure, ability to facilitate change, persuade and negotiate to reach acceptable compromise/solutions among all levels in the organization
• Desirable: willingness and motivation to work in an international and intercultural context

Languages:

• Required: Fluent in English, Hausa and Kanuri (written and spoken)

Others:

• Alignment with the values, vision and mission of Tdh.