HR & Administration Manager at Danish Refugee Council (DRC)

Purpose

DRC is looking for a driven, pro-active HR Manager is responsible for ensuring that DRC's HR functions are carried out effectively across Nigeria, in order to achieve the organization's objectives. The HR manager is responsible for ensuring that every manager in the Nigeria can receive both strategic and operational sparing and support.

Duties & Responsabilities

Management & Coordination

• To ensure the efficient management of the staff members of the HR admin Department in the country office: this includes daily supervision of the tasks, follow-up of the targets defined and lead over the performance and development appraisals.
• To ensure that HR staff members are properly capacitated to do their job and reach their full potential as individuals and professionals.
• To visit regularly the bases and areas of Nigeria and to provide technical guidance, as the technical line management and technical focal point of the coordination office, to managers at base/ area level.
• To respond to audit requests.
• To attend external meetings with donors, partners, or external HR colleagues when needs be.
• To drive the workload of the HR department and proactively communicate when support/ additional resources are needed.
• To understand what support to ask from whom between HQ and the Regional Office and navigate well between the two different entities.

Recruitment and Selection

• To ensure that the positions are properly categorized and remunerated (according to job category)
• Together with the e-SMT, to establish and edit the target organizational chart of the mission, edit the recruitments plan and monitor ends of contract
• To plan and budget HR function in country.
• To actively participate in budget development and ensure that HR costs are correct and properly budgeted in the Master Budget and the budget proposals to donors.
• To Support senior management in workforce planning, succession planning and mobility within DRC country operation(s)
• Together with the e-SMT, to action restructuring/ upsizing/ downsizing for the whole mission

Performance

• To develop and deliver trainings for all managers on performance evaluation process.
• To advice managers on poor performance and ensure the filing of this documentation in personal files on Sharepoint
• To Ensure both probation and performance appraisals are done in the country operation by monitoring Dynamics.
• To advice managers on Code of Conduct cases in relation to potential disciplinary action
• To ensure that there is a calendar in place for performance reviews in the mission.
• To develop explanation/ awareness raising material and hold sessions with managers to explain to enhance/ follow up staff performance.
• To prepare legally compliant cases when there is an issue of under-performance/ Code of Conduct.

Development

• To set the induction standards and process for every new staff comer to Nigeria mission.
• To ensure all new staff members complete basic trainings available on DRC platforms.
• To drive the coordination of pre-arrival process, arranging induction schedule, office & guesthouse tour, conducting internationals staff HR induction and maintaining oversight of logistics, visa/entry process and travel arrangements.
• To ensure that adequate budget is added in all new grants for training and capacity building of staff.
• Together with the e-SMT, to discuss and agree on a country ambition and budget for training and development of Nigeria staff.
• To keep, update and report on a training and development plan for Nigeria mission.
• To ensure inclusion and equitable access to training and development opportunities.
• To oversee the exit process (forms and interviews);
• Ensure exit interviews are conducted by establishing a process of informing managers to perform the exit interview.
• Together with the e-SMT, to supervise analysis of the feedbacks provided in the exit forms/interviews and reinvest them for the HR actions.

Well-being

• To ensure that there are proper health and counselling services in place for all employees, and ensure that staff are aware about these facilities.
• To encourage staff to provide their feedbacks to their managers and in DRC Voices.
• To analyse and integrate staff feedbacks in the HR strategy of the mission when relevant.
• To participate in the localization of R&R, housing and other benefits.
• To guide managers on stress management.
• To prepare trainings and materials on stress management,
• To assess office and compound arrangements are suitable from a wellbeing perspective.

Contracts and Compensation

• To validate all job offers and contracts;
• To validate payroll for national employees and ensure that payslips are archived and issued monthly to national employees for the whole mission;
• To supervise the full contract process for national employees including contracts, extensions, addendums, and resignations;
• To coordinate with HQ on the full contract process for international employees;
• To ensure that terms of employment for national employees are aligned with DRC Minimum standards, Nigeria Labor law and conventions and competitive;
• To lead salary & benefits benchmark process every two years or more frequently if needed
• To develop and maintain a salary grid and social policy;
• To supervise and ensure that Dynamics data for national staff and update of some of the data for international staff is properly carried out;
• To supervise and ensure that Homere data for national staff and update of some of the data for international staff is properly carried out;
• To ensure the proper and exhaustive filing of all the staff documents.

HR Policies and Support

• To maintain and update local HR policies when needs be;
• To feedback on global and regional policies and align practices and local policies with them
• To proactively pursue continuous process improvement in HR related practices in order to enhance the quality and efficiency of output/delivery
• To ensure managers are familiar will the necessary tools and procedures within people management

Administration

• Establish and structure the archiving an HR Sharepoint in compliance with the guidelines Regional Office
• Maintain and update a list of all staff in collaboration with the base managers. Identify what information should always be available.
• Monitor end of contract dates and follow up proactively with managers
• Coordinate exit/end of contract processes for all employees in conjunction with their managers
• Oversee the management of visas and residence permits
• Ensure timely update and renewal of registration certificates from social organizations
• Liaise with legal counsel/attorney
• Ensure the management and follow-up of all files filed with the local administration

9) Representation/ Coordination

• Represent the organization at internal and external bodies, upon request and/or delegation from the Head of Support/Country Director
• Participate in appropriate external working groups
• Create and maintain regular links with HR counterparts in other international NGOs and organizations of similar size and scope.

Required Qualifications

Essential

• Minimum 5 years working experience in HR with at least 2 years in a senior HR management role within an NGO.
• Minimum 2 years of professional experience in the INGO/ IO sector
• Excellent command of the Microsoft office pack. Previous experience with Dynamics is considered a plus;
• Demonstrated understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Excellent skills in handling and advising on complex people management issues.
• Good facilitation skills and ability to deliver induction briefing/training.

Desirable

• Postgraduate degree in the field of strategic human resources or business management, or similar
• HEAT (preferred)
• PI (preferred)

Required Skills & Qualities

Core Competencies of DRC:

• Striving for excellence
• Collaboration
• Taking the lead
• Communication
• Demonstrating Integrity
• Ability to work in a multinational and multicultural environment
• Excellent writing, proof-reading, and communication skills
• Excellent organizational and multi-tasking skills
• Strong ability to adapt, take initiative and work in a multicultural environment
• Interest for humanitarian sector and donor’s environment
• Listening, analytical and synthesis skills
• Excellent communication skills, as well as patience and politeness
• Exemplary sense of ethics in the workplace.