HR Officer at Premiere Urgence Internationale (PUI)

General Objectives

• Under the supervision of the Admin HR Manager, the HR Officer supports him/her with all HR related tasks and procedures. S/he supports the human resources management of local employees at the base, and supervises the HR assistants and clerks as relevant at base level.

Responsibilities and Tasks
Team management:

• Plan and supervise tasks of the teams on a weekly base
• Enable the team members to achieve their duties, by giving them appropriate briefings on their tasks and job description and by reporting any training or logistics needs to the HR manager
• Ensure an effective dissemination of information between HR manager and the teams
• Solve team conflicts and ensure team building.
• Update the leave plan for the teams
• With the Deputy HR Manager’s support, conduct appraisals and define and follow-up objectives for team’s member in order to improve their performance
• With the support of the Deputy HR Manager, train the HR team on HR component
• Support the Deputy HR manager in the staff’s recruitment
• Ensure that the team complies with PUI policies and procedures, including security rules

Human Resources and Administrative Follow-up:

• Ensure the compliance with HR policies and procedures
• Ensure that HR databases and follow-up tools are updated on a regular base, including but not limited to Payroll, Leaves Follow-up and Organizational Chart
• Follow up of administrative documents and track personnel files deadlines (probation period, appraisals, contracts, amendments, ID cards etc...)
• Ensure that all staff are enrolled in the social and medical covers provided by PUI
• Follow up of attendance, days off and leaves
• Ensure fulfilment of salaries’ process (salary advances, pay slips signatures…)
• Ensure the preparation of contracts (new recruitments, contract extensions or renewals) and the awareness of the employees of contract terms and conditions, internal HR policy and PUI other policies
• For each end of contract, ensure that the exit process is followed as per written in the ISR
• Supervise the filing and archiving process and ensure the security of physical and digital documents
• Support in meeting: preparation, minutes records...etc.
• With the HR Manager, support departments in the implementation of HR tools and procedures on a daily base

Archiving:

• Supervise the filing and archiving process and ensure the security of physical and digital documents
• Monitor the preparation of HR files for any internal/external audit.

Recruitment:

• Ensure that all recruitment done at base level are in compliance with PUI procedures
• When requested, support the managers in the recruitment process (applications shortlisting, interviews etc.)
• Ensure the proper filing of all recruitment files
• With the support of the Deputy HR Manager, ensure all new employee’s induction

Capacity Building:

• Support the Deputy HR Manager in identifying external training sources
• In collaboration with the Deputy HR Manager, gather the training needs of the various departments
• When requested, conduct internal trainings related to HR rules and policies

Internal and External Coordination:

• With the support of the Deputy HR manager, enable an effective collaboration with the various departments as well as with the Coordination and others bases
• When requested, participate to external HR working group
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs. The employee could be requested to perform other tasks as his/her line manager may judge necessary.

Priorities for the Department

• Digitalization of the HR files
• Follow up on the trainings and capacity building of the national staff
• Ensure a confidentiality on all HR matters
• In collaboration with the Deputy HR Manager, ensure the good HR reporting to the concerned department and to coordination

Qualification
Mandatory requirements:

• Education Degree: University Degree in Human Resources, Public Administration, Social Sciences or related field.
• Languages skills: Fluent in English (speaking & writing). Good knowledge of local languages (Hausa / Kanuri… etc.)
• Work experience: Minimum 1 year experience in a similar position (NGOs/private companies)
• Knowledge and skills
• Good analytical and writing skills
• Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel.

Assets:
Interests:

• Strong motivation to help people in need. Proven working experience in humanitarian organization.
• Transversals skills
• Well organized and hard worker
• Ability to take initiative, to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing situation
• Ability to analyze and suggest improvements of the activities
• Autonomy, reliability, neutrality
• Good communication skills
• Conflict resolution and diplomacy skills
• Team Management.