Human Resource/ Admin Manager at Mines Advisory Group (MAG International)

Job Description

MAG’s Vision: A safe and secure future for men, women, and children affected by armed violence and conflict.

MAG’s Mission: MAG saves lives and builds futures by working with others to reclaim land contaminated with the debris of conflict, reduce the daily risk of death or injury for civilians, and create safe and secure conditions for development.

Overview of the role:

The  HR  and  Admin  Manager will be responsible for managing all HR-related matters and providing general administrative support to the  MAG  Nigeria program across its functions.  This will include HR and general administration support.

Responsibilities:

Human Resources

• Handle the recruiting process, advertising, shortlisting, assessment test administration, interviews, finalize selection and send out offer letters.
• Ensure all new staff documents collected are in line with MAG HR Policy before filling and all security checks are carried out.
• Ensure all paperwork is filed on personnel files and all HR records and systems are kept up to date.
• All new starter processes should be completed, during the probation period adheres to, and reviewed at the end of the period.
• Ensure appraisals are conducted by the line manager and employee records are up to date.
• Draft any employee correspondence required such as new contract, contract renewal, contractual changes etc.
• Provide staff training on the HR Policies, and run regular refresher sessions
• Ensure all conflict-of-interest forms are signed at the being of a new year.
• Ensure that all leave taken is documented and all forms collected and filed.
• Ensure all staff complete their time sheets every month, collect the forms, and fill them.
• Prepare the employee payroll database for every month and liaise with Finance to complete the process.
• Ensure that all the exit procedures for leaving staff are completed as per MAG’s policy.
• Accurately collate and maintain up-to-date employee records.
• Periodical review of National Staff Handbook and associated benefits, to ensure compliance with Labour Law.
• Make recommendations for updates when necessary.
• Address any employee complaints by following MAG’s policies and procedures, and exercising confidentiality.
• Ensure safeguarding policy is fully implemented and adhered to at all levels.
• Handling all Visa processing requirements for both international staff and visitors, including STR (R5A) Visas, Business visas, Visa on Arrival (VOA), Visa extensions, and CERPAC.
• General Administration and Management
• Oversee the efficient running of the MAG Abuja office and Apartments.
• Manage support staff such as cleaners and drivers.
• Updating the Organogram and Constant Companion.
• Assist new employees with applications for NHF, Pension Fund Scheme, Tax Identification Registration, etc.
• Providing general administrative support to the Senior Management Team, including preparing written documentation as requested, arranging minutes, filing, etc.
• Ensure that Bi-Annual reports are submitted to MBNP, and the MOU are up to date.
• Support MAGs field offices when required, including filling in for other staff during absences to attend meetings, etc.
• Collection of invoices for monthly utility and services
• Support the Finance Team with financial administration and systems when requested.

Essential requirements:

• Previous experience in an administration role, ideally in a support services role for another NGO.
• Previous experience in Human Resources and People Management.
• Excellent administrative skills including the ability to use MS Word and Excel.
• Fluency in English.