HR and Admin. Officer at African Youth for Peace Development and Empowerment (AFRYDEV)

Position Summary

The Human Resources and Administration Officer will be responsible for supporting the development and implementation of HR systems, processes and ensuring that all policies and procedures follow all national regulations and laws of the Federal Republic of Nigeria. The HR and Admin Officer will be actively involved in project staff recruitment by preparing job descriptions, posting ads, interviewing, and managing the hiring process. The HR and Admin Officer is also responsible for providing operational and administrative support to the organization’s operations and programs.

HR Responsibilities

• Handle all recruitment requests including sourcing of candidates, filing, testing and interviewing candidates, conducting reference checks, preparing offers, and negotiating salaries.
• Assist in preparing position descriptions to management for the recruitment of new positions.
• Organize and manage new employee orientation, onboarding, and training programs.
• Conduct reference checks on new employees and facilitate all internal onboarding processes.
• Prepare employee contracts and extension letters.
• Set-up and maintain follow-up systems pertaining to probation, end of contract, insurance changes, etc.
• Monitor payroll procedures and ensure compliance with policies and labor law.
• In cooperation with program management, ensure the validity of timesheets, leave request forms, and monitor all leave balances.
• Set-up follow-up system for the annual evaluation process.
• Ensure HR files and documentation are current and complete.
• Ensure confidentiality of information.
• Provide advice to employees on issues related to HR policies and procedures.
• Assist in the review and update of the Salary Scale as needed.
• Assist management in implementing pay changes, evaluations and other financial activities that are reflected on payroll or in employee files.
• Assist management in the day-to-day upholding of all AFRYDEV procedures – in particular, National Staff Policies and Recruitment Procedures.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to AFRYDEV and to not jeopardize its mission.
• Ensure staff compliance with AFRYDEV Code of Conduct and Staff handbook.
• Ensure that a safe and confidential system for reporting any misconduct is in place for staff.

Admin Responsibilities

• Support the team in organizing and conducting training sessions, events and workshops, including preparing and sending invitations, RSVPs, booking venues and other logistics, preparing training certificates and materials, preparing attendance sheets and agendas, coordinating travel for participants and staff, and preparing minutes of meetings
• Prepare and share correspondence, documentation, and reports as needed to support the project team and activities.
• Supporting the team with administrative tasks such as filing, setting up meetings, scheduling of activities, and working with logistics officers for ordering office supplies, ordering refreshments for meetings, and other logistics.
• Ensure operation of equipment by following up on preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• In coordination with the Procurement Officer, maintain supplies inventory by checking stock to determine inventory level, anticipate needed supplies, place and expediting orders for supplies, verifying receipt of supplies
• Oversee office maintenance needs and ensure that office is well kept and maintained and leads in creating and maintaining a pleasant work environment and ensuring high levels of organizational effectiveness, communication, and safety.
• Maintain all proposal files, logs, photos, and process reports
• Overseeing all clerical workers and ensuring that the office is always kept clean and ensure office orderliness and professional appearance.
• Perform any other tasks requested to support the project team and activities.

Collaboration / Ethical Operating Standards

• Working effectively with stakeholders to achieve common goals
• Excellent communication and interpersonal skills
• Builds and maintains effective working relationships with (AFRYDEV) program staff and the beneficiaries
• Approachable and good listenership skills Ability to work independently or as part of a team on multiple tasks in a high-intensity environment.
• Strong individual initiative, including the ability to manage daily activities and achieve expected results with minimal oversight.
• Strong organizational and planning skills required; and
• A creative mind with an ability to suggest improvements.
• Strong computer skills in MS Office programs

Qualification and Skills

• Degree, HND in a relevant field
• Three years previous experiences in a similar position with nonprofit organization is highly desirable
• Proven intellectual capacity and willingness to learn
• Ability to work under pressure, with little or no supervision
• Excellent verbal and written communication skills in English, as well as knowledge of Hausa.