HR / Admin Officer at Save The Slum Initiative

Job Purpose

• The HR/ADMIN role holder provides hands on support to all field through ensuring the consistent implementation of HR standards, policies, procedures and processes.
• The role holder supports in the capacity building of field-based Office Assistants.
• S/he is responsible for the implementation of Human Resources policies and procedures, and the correct administrative management of all staffs working in the project according to HR indications and procedures, to ensure legal compliance to local laws.
• The role contributes to our development strategies, which are translated into action plans and day-to-day tasks.
• The role provides support and/or technical guidance to our operations.

Duties and Responsibilities
Documentation and filing:

• Ensure documentation is complete and filed in an impeccable manner for all recruitments. (Both hard files and soft copies).
• Ensure documentation and archiving of personnel files is kept up to date and in order.
• Support field offices in organizing their documentation and archives to be audit ready at all times.

Insurance:

• Act as focal point for insurance payments.
• Liaise with staff and insurance company on resolving issues.
• Escalate any insurance issues in a timely manner.

Contracts and People planning:

• To send monthly reminders and anticipate actions on upcoming ends of contracts and future recruitment needs.
• To ensure that each employee has an updated job description
• To make sure staff have their contract extensions, End of contract notices at least a month in advance before expiry of their valid contract.
• Ensure staff contracts are extended on Dynamics in a timely manner; mange lifecycle of staff on Dynamics.
• To work with the staff contracts list and make sure it is always up to date on SharePoint
• Liaise with field HR&Admin staff to update casual worker data base and prepare related contracts
• To prepare all job offers and contracts.
• To prepare payroll for national employees
• To make sure the full contract process for national employees including contracts, extensions, addendums, and resignations is done
• To ensure that terms of employment for national employees are aligned with DRC Minimum standards, Nigeria Labor law and conventions and competitive.
• To ensure that Dynamics data for national staff is updated, this is position bands, employee IDs, contracts extensions
• To ensure the proper and exhaustive filing of all the staff documents both hard and soft copies.
• Prepare and submit required reports or/ trackers to the HR&Admin Team Leader monthly
• Ensure that records of all Human Resources related information is kept and sent on timely basis to relevant parties
• Hiring and terminating of national staff in dynamics system.

Performance, Learning and Development:

• To make sure the performance management process is adhered to by all managers, staff and HR focal points
• Maintain a consolidated Country tracker for performance cycle in the KPI HR-Tool
• Timely Follow up with the focal HRs in area offices of probations objectives, evaluations performance objectives and appraisals
• Involve the HR&Admin Team Leader in complicated situations that a raise with the non-compliance to the cycle
• Share with managers and staff the available learning and development opportunities materials on DRC Intranet for development
• Support the HR&Admin Team Leader in coordinating the learning and development trainings including training on Code of Conduct, Confidentiality, Conflict of Interest, etc. as may be required.
• Ensure all performance records and trainings on performance management is updated in dynamics.

Experience and technical competencies
Essential:

• A University degree in the field of university degree in Human Resource Management, Business Administration, or Social Science Degree specializing in Human Resources or equivalent profession.
• Minimum Three (03) years’ experience in Administration or Human Resources Management or Change Management or Organizational Development and other related fields
• Knowledge of recruitment and previous experience within emergency contexts is a plus.
• Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Strong understanding of Nigerian labor laws, HR best practices, and donor compliance standards.
• Proven ability to maintain confidentiality, professionalism, and integrity in all HR operations.
• Excellent communication and interpersonal skills with the ability to engage effectively with staff across all levels.
• Strong organizational and multitasking abilities, with attention to detail and accuracy.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and familiarity with HR information systems (HRIS) or databases.
• Ability to work independently with minimal supervision while maintaining a collaborative team approach.
• Advanced English proficiency
• Knowledge of local languages.

Professional Conduct and Core Values:

• Work in line with STSI core values of integrity, neutrality, impartiality, and accountability.
• Act as an ambassador for STSI through professionalism and ethical conduct in all dealings.
• Ensure full compliance with STSI policies and procedures, both technical and administrative.
• Participate actively in relevant capacity-building, training, and professional development initiatives.
• Maintain and safeguard all STSI assets and equipment entrusted to your care. Any loss or damage resulting from negligence may require repair or replacement.