HR &Admin Officer at International Rescue Committee (IRC)

Job Overview/Summary

The HR & Admin Officer technically reports to the Human Resources Manager in Maiduguri and Administrative Manager in Abuja. The Human Resources & Admin officer will be responsible in all HR and Admin matters, functions, and general office management of the IRC office, and to assist the HR Manager & the HR Lead in all related HR & Admin functions and ensuring compliance with IRC Way.

Major Responsibilities

Human Resources

• Ensure compliance to hiring policies and procedures.
• Support in the recruitment cycle, along with our recruitment team
• Manage staff contracts and all personal files, & track the new hires on boarding, this includes file all their new paper works in both personal & E personal files.
• Liaise with the hiring managers regarding staff contracts, paperwork, ATCs & all other documents related to the new hires.
• Compile and submit updated IRC for office location contact list by the 1st of every month.
• Follow up on employee’s benefits, health insurance, life insurance, & social security.
• Maintain knowledge of national staff entitlements and benefits.
• Maintain up-to-date leave tracking record, and follow up on leaves for all staff, make sure that everything is reflected on the report.
• Make sure to collect the timesheet for all staff on a timely manner and track it.
• Maintain tracking for the IRC staff emails, and coordinate with IT department for any new updates in this regard.
• Make sure to follow up correctly on the exit process following the IRC internal manual & practice for all employees and release the final settlement and other paperwork to Finance department on a timely manner.
• Always maintain the confidentiality of all sensitive HR information
• Perform other job-related tasks as requested by the HR Manager and HR Lead
• Assist in ensuring payment request for office consumables are raised.
• Provide support for New Hire orientation and onboarding including communicating orientation timetables to all facilitators, coordinate new hire documentation to foster positive attitude toward organizational objectives as may be required.
• Work with the HR Manager to identify and assess training needs and development opportunities using staff performance and development plans as a standard and working with Unit Heads.
• Facilitate staff annual PME processes.
• Provide regular briefings to HR Manager and Senior HR Coordinator on HR matters, including the status of trainings, leave balances, timesheet submission etc.
• Serve as a link between the HR and employees by handling questions, interpreting, and administering contracts, and helping to resolve work related problems in consultation with HR Manager and Coordinator.
• Educate and support management & staff in implementation of HR programs, practices, and initiatives.
• Assist with monthly payroll documentation and process flow.
• Perform other duties as assigned.

Administration:

• Manage the day-to-day administrative running of the office/Guest house and supervise cook/cleaner.
• Management and reconciliations of all payments related to accommodation/travel bookings including petty cash liquidations.
• Liaise with Supply Chain and support settlement of administrative cost and office utility bills (electricity, water supply, Gas, vehicle hire, consumables etc.) by raising non-POs as at when due.
• Provide any other relevant support to payment processes as maybe required by Supply Chain or Finance (PRs, supporting document etc.).
• Ensure that all facilities are functioning well, including office supplies, electricity, maintenance and repair, internet and other communications functions and flag any concern/request to Supply Chain. This includes daily routine checks of lights-out and switching-off of appliances after close of business.
• Manage lease agreement in close coordination with Admin Manager
• Keep proper records of documents in hard copy and in relevant Box (online) folders.

Qualifications

• Education: University Degree in Management, Human Resources, Administration, or related fields or HND.
• Work Experience: Approximately 2-3years of professional experience in HR, Administration/Office Management.

Demonstrated Technical Skills: 

Previous experience with Human Resources generalist.

• INGO experience preferred.
• HR certifications and trainings if any, will be an added advantage.
• Good understanding of labor law.
• Excellent oral and written communication skills are required.