HR Assistant at Premiere Urgence Internationale (PUI)

General Objective / Summary

• Under the supervision of the HR Officer, the Human Resources Assistant assists him/her in all the activities related to human resources management at the base office.

Responsibilities And Tasks
Administrative management & follow-up:

• Organize the necessary personnel and contractual documents for all base staff
• Ensure that all HR files are complete and updated
• Manage the physical and electronic archival of HR files as per the archiving and filing process
• Prepare administrative equipment of base staff (ID cards,, medical insurance cards, etc.)
• Record minutes of meetings when asked by the line manager
• Receive and compile any claims from base national staff, and report them to his/her line manager
• Prepare, compile, and share mission documents on a weekly basis (job announcements, recruitment follow up, etc.)
• During the onboarding of new staff, prepare all documentation for base staff to ensure they benefit from all social covers offered by PUI
• Update the base internal contact list on a monthly basis by compiling and verifying data received from bases
• Prepare the HR files for audit and verification visits
• Assist the Deputy HR manager in the preparation of meetings when needed

Human Resources Management for national staff:

• Maintain confidentiality of HR information
• Assist the Deputy HR Coordinator in the implementation and respect of HR policy and procedures
• Prepare local staff contracts and amendments and ensure each staff is aware of contract terms & conditions
• Keep track of the base staff leaves and update concerned tools accordingly
• Follow up on the evaluation/appraisal deadlines for national staff and inform their managers accordingly
• Regularly update the coordination HR database,
• Ensure the respect of termination procedures and prepare all necessary documents
• When delegated, update the base and key staff organizational charts

Recruitment:

• Maintain and ensure the completion of all recruitment documents in HR files
• File and archive the resumes received on the email address and transfer them to recruiters
• Be the focal point for communication with candidates throughout the whole process
• Schedule technical tests and interviews
• Assist the Deputy HR manager in the recruitment at base level and attend interviews when needed
• Prepare the integration of any new employee
• Capacity building
• Assist in identifying training institutions as per the identified needs
• Assist the line Manager to organise or plan trainings
• Archive training certificates and attendance sheets in HR files as per the archiving process
• Forward to line manager the identified skills to be improved that were reported in performance appraisals
• Update the concerned tools according to training received
• Payment
• Collect, monthly, the advances on salaries request
• Update all changes related to change of bank account for Base staff in the HR database
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Priorities of the Department:

• Assist in the good application of the ISR and guidelines
• Digitalization of the HR files Assist in the physical and electronic archival of hr files as per the archiving and filing process
• Ensure confidentiality on all HR matters
• assist in the implementation of a capacity-building plan
• follow up on the evaluation/appraisal deadlines for national staff
• ensure that all base staff are well registered to benefit of all social and medical coverage provided by PUI

Qualifications & Required Skills
Mandatory requirements

• Language skills: Fluent In Hausa And English, Kanuri is a plus
• Education Degree: University Degree in Human Resources, Public administration, social sciences or related field
• Work experience: at least 6 months Experience in Human Resources Management (in a NGO would be preferable)

Knowledge and skills:

• Good analytical and writing skills;
• Knowledgable about the Nigerian Labor Law and the provisions of the National Social Security law;
• Computer skills: Good knowledge of MS Office software including Word, and Outlook. Excellent in Excel.

Assets

• Interests
• Committed to engaging in the humanitarian field

Transversal skills:

• Well organized
• Detailed-oriented
• Autonomous
• Able to take initiative to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Ability to work under pressure