HR & Administrative Assistant, Niger State Group Antenatal Care Deployment at Project Hope

ESSENTIAL RESPONSIBILITIES  

Human Resources Management

• Receiving letters distribute to the required staff and departments; maintaining a correspondence log.
• Coordinate proper documentation in staff personnel files inclusive of contracts, leave records and other paperwork required for employment in local context  
• Collaborate with Program/Technical staff to ensure that appropriate care and training are being conducted and to offer support to field staff  
• Maintain open lines of communications with all field staff  
• Assist with recruitment, retention (leave administration, contract renewal, etc.), promotion and departure of staff; ensure all personnel files and HR related files are maintained and updated to include all information. 
• Follow established Human Resources practices and policies in accordance with the Organization’s regulations and procedures. 
• Coordinate with field office and HQ team to ensure field office HRM is in compliance with local labour laws, company policies and donor requirements.
• Implement applicable company policies and procedures to recruit field staff.
• Monitor and manage staff employment contracts and extensions in consultations with the project team in field and HQ. Keep track of contract expiry dates and process renewal on timely fashion in consultation with Program Manager.
• Ensure personnel files for all staff are created, maintained and archived. The file includes complete record of all relevant information including recruitment documents, employment agreement, leave records and other performance related information.
• Ensure timely submission of timesheet, leave plan and leave request, and respective supervisor approvals. Keep track and record of accrued leave days, used leave days and timesheets.
• Ensure payroll is correctly calculated, necessary withholdings and deductions are taken care of, salaries and bonuses are paid on time. As applicable, liaise with the staff and project team to ensure tax returns/reports are submitted to the relevant government authorities.
• Assist Program Manager in ensuring all performance appraisals are completed in due time
• Maintain records of all performance development activities including participation in workshop, training, seminars, etc. for each staff member in personnel files.
• Organize and participate in social events for the project staff and management.

Administration  

• Responsible for all non-medical administrative tasks management within the responding team  

Working Relationships  

• Maintain frequent communication with Program Manager and all Program Staff to ensure HR and administrative activities and objectives are communicated  
• Work with direct line manager, senior management and field teams to ensure the coordination of programs are within budgeted targets  
   

QUALIFICATIONS

• Degree in Finance, Accounting, Social Sciences, Business Administration and/or in a relevant field of study 
• Preferably has a Master’s degree 
• Prior Grant Management training/experience 
• Minimum of three (3) years of experience in a non-profit organization or equivalent experience, training and education  
• Extensive experience in the administrative and financial management of overseas programs at the management level  
• Extensive experience in working with computerized accounting systems  
• Comprehensive knowledge and working experience with BMGF, USAID, World Bank, EU, DfID and other donors preferred
• Experience in developing and managing procurement and logistical procedures and policies

OTHER ESSENTIAL REQUIREMENTS  

Prevention of Sexual Exploitation and Abuse  

• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within Project HOPE and among beneficiaries served by Project HOPE  

   Compliance & Ethics  

• Promote and encourage a culture of compliance and ethics throughout Project HOPE.  
• As applicable to the position, maintain a clear understanding of Project HOPE' and donor compliance and ethics standards and adhere to those standards.  
• Conduct work with the highest level of integrity  

Competency  

• Strong writing and presentation skills  
• Strong negotiation, interpersonal and organization skills  
•  Ability to read, writes, analyze and interpret, technical and non-technical in the English language  
• Ability to effectively present information and respond appropriately to questions from senior managers in the field and HQ, counterparts, senior government and rebel leaders and other related regional players 

In addition to the responsibilities referenced above, candidates can expect to be living and working in austere conditions. Lifting moderately heavy objects from the ground, carrying a backpack for extended periods of time, and walking or hiking in remote locations may be necessary to perform these functions.  

 PHYSICAL DEMANDS AND WORK ENVIRONMENT 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Project HOPE employees work in the global health field and may be required to travel or work in countries where working conditions are classified as “hardship”.  
• Travel for extended periods by air and other modes of transportation.  
• Must be mobile in an office environment and able to use standard office equipment and must be able to communicate in verbal and written form.  
• Typical office environment with exposure to a minimal noise level.