HR & Administration Officer at Save The Children

ROLE PURPOSE:

• The role holder will be responsible for the provision and management of effective HR and Administrative services in the Adamawa office.
• The Human Resource and Administration Officer will contribute to ensuring that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to Save the Children Quality Standards and endeavours to Human Resource & Administrative services and implement effective administration systems.

KEY AREAS OF ACCOUNTABILITY:

Human Resource Management

• Assist in ensuring staff compliance with human resources polices, as per SCI's Operations Handbook and all other key policies.
• Assist employees in Human Resources related issues and concerns.
• Support in reviewing Human Resources processes and suggests improvements.
• Responsible for ensuring the following are accurate, complete, and up to date: -personnel files, administration of health insurance scheme, ID card, Compulsory courses on LMS, probation.
• Focal point for the liaison on Health Insurance matters at the Area level & serve as the focal point in scaling up with HR/Admin Manager.
• Ensure clearance and debriefing is carried out for exiting staff and all documentation is on file.
• Support in updating of HR reports and trackers for decision making.
• Scan and upload relevant documents on SharePoint.
• Assist the Human Resource Manager in the development of annual needs for staff development / trainings through the formal performance review process.
• Identify training courses and their costs and maintain a list of available courses.
• Provide support to supervisors to arrange training opportunities for staff.
• Preparation of consultancy contracts for national and international consultants as well as keeping an updated and accessible database of consultants in line with acceptable SCI procedures.

Compensations & benefits

• Assist in updating, and processing staff payrolls in close collaboration with the HR/Admin manager, and ensure onward submission to the Country office.
• Ensure that all relevant deductions are effected on a monthly basis.
• Prepare and submit required reports on a weekly basis.
• Ensure that records of all Human Resources related information is kept and sent on timely basis to relevant parties.

Development, people planning, recruitment and well-being.

• Assist in people planning activities (e.g. ensure job descriptions are on file for all roles)
• Support with all phases of recruitment when assigned by the HR/Admin Manager.
• Ensure new staff receive an appropriate orientation and induction.
• Prepare and update briefing/induction packages for new staff and oversee/coordinate the induction process.
• Assist managers and staff on effective performance management and administer the collation of performance management documentation.
• Support staff development activities including promoting the SCI Learning Catalogue (LMS).
• Receive applications from prospective candidates and maintain an applicant database (Casual workers)
• Participate in panels as well as in the long listing and interviewing as well as negotiating offers for prospective staff.
• Participate in the planning and facilitation of Global Inductions for new hires within Save the Children in Nigeria on quarterly basis.

Representation

• Assist HR Manager in developing and maintaining contacts with other key actors/INGO partners.
• Assist with the analysis of HR needs of a programme and look for sustainable solutions. Provide a generalist HR service to managers across a full range of HR issues.

Administration and Office Management

• Management of Office facilities and travel for the field & Country operations
• Ensure the Adamawa office is adequately equipped with sufficient levels of supplies (consumables, stationery, equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency.
• Oversee the maintenance of the office premises/residences, furniture, fittings, and all equipment in a fully functioning state.
• Pro-actively identify potential problems affecting staff, proposing solutions, and working to put them in place.
• Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money.
• Manage and supervise the Administrative and Office Assistants
• Liaise with the Programme Operations (field and Borno Area office) to ensure that shared office support functions run smoothly, and resources are used efficiently and effectively.
• Ensure compliance with Save the Children Quality Standards, Global Policies and Guidelines.
• Processing all admin related payments on timely manner and ensure following up with the team for submission of activity reports and receiving services on the Ariba.

Travel, Logistics & Events

• Oversee the management for all travel, business visas, and accommodation for visitors, consultants, and staff on official Save the Children business.
• Ensure that travel is on schedule and cost effective and that visits to Country Programmes occur with a minimum of disruption and downtime
• Ensure that event management, meetings, trainings and conferences are effectively managed ensuring value for money and transparency in all the processes.

Working Contacts

• Internal: Field office, Area office, CO and SO Management team
• External: Other INGOs, Statutory bodies

BEHAVIOURS (Values in Practice)
Accountability:

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work, and ability to analyse complex sets of relationships and situations.
• Holds self and others accountable.

Ambition

• Creating best-in-class EA function.
• Future-orientated, thinks pro-actively.

Collaboration:

• Working effectively with stakeholders to achieve common goals.
• Excellent communication and interpersonal skills
• Builds and maintains effective relationships, with their team, colleagues, members, and external partners.
• Approachable, good listener, easy to talk to

Creativity:

• Designing more effective admin systems
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency, demonstrates highest levels of integrity.

QUALIFICATIONS

• University degree in Human Resources/Administration, Business Administration, or other related discipline.

EXPERIENCE AND SKILLS

• A minimum of 3 years of experience in a Human Resources and Administration role in an NGO/commercial sector.
• Proven ability to provide high level support to management teams.
• Ability to plan and organise a substantial workload that including complex, diverse tasks and responsibilities.
• Experience of managing and developing teams.
• Experience of setting up and maintaining management information systems and office systems.
• Experience of effective budget development and management.
• Experience of negotiating service contracts and ensuring value for money.
• Excellent communication skills to deal tactfully and sensitively with a wide range of people.
• Excellent organisational skills and a track record of consistently prioritising delivering on time.
• A high level of computer literacy
• Good judgement, initiative and problem-solving ability.
• Commitment to Save the Children’s mission and values.
• Ability to maintain confidentiality in all aspect.

Desirable

• Hands-on experience/skills in MS Office applications (Excellent computer skill).
• Knowledge of oracle or related HR platforms
• Ability to work under pressure to meet deadlines.
• Ability to travel to deep field locations to support in recruitments and other admin functions.
• Ability to work independently on his or her own initiative with problems solving skills.
• Strong team and interpersonal skills
• Fluency in written and spoken English.