Human Resource and Admin Assistant at Albarka Healthspring Foundation

Description

• AHSF worked with CCPRH in 10 sites (IDP camps, Host communities and health facilities) in three (3) Local government areas of Borno state, Northeast Nigeria, on Integrated Sexual Reproductive Health, Gender-Based Violence and Nutrition Projects, to identify, mobilize and refer Children under five years old, their caregivers Funded by UNFPA and UNICEF/IOM/TDH in GGASS IDP Camp in Mafa LGA of Borno State on Community-based Management of Acute Malnutrition (CMAM) project and health saving projects supported.
• In the Northwest region of Nigeria, we have worked with NAVANTI Group, a US research-based Non-Profit organization, on Food Security and Nutrition, to determine food availability, affordability and accessibility within conflict clocked areas, in the northwest states: Katsina, Zamfara and Sokoto states respectively.
•  In Sokoto State, we have implemented programmes with Integrated Health Program (IHP) in the prevention of Moderate Acute Malnutrition and Food Demonstration in all Twenty-Three Local Government Areas, a USAID funded project. Development Alternative incorporated DAI on State2State support to State Accountability, Transparency and Citizen Engagement in seven LGAs of Sokoto State, funded by USAID.
• We have also partnered with Nigeria Humanitarian Funds (NHF) on the Provision of lifesaving Moderate Acute Malnutrition Services to Conflict-Affected Under 5 Years Old Children and AHSF Pregnant and Lactating Women in Borno and Yobe State Nigeria funded by UNOCHA; UNICEF to support beneficiary households with severe acute malnourished children admitted to OTP sites on the humanitarian cash transfer programme in 4 LGAs in Sokoto.
• We are currenting implementing the Targeted Supplementary Food Programme with Moderate Acute Malnourished children aged 6-59 months by World Food programme in selected LGAs of Borno and Sokoto States.

Job Summary

• The HR/Admin Assistant will support in employee life cycle management of staff in Sokoto office, Nigeria.
• The HR/Admin Assistant will work in close collaboration with the Line Manager ensuring compliance with local and global HR policies and the deployment of global HR initiatives and assist in day-to-day office operations.

Key Areas Responsibilities
General Administration:

• Carry out the filing of relevant materials and documents.
• Supervises Office Assistants and/or cleaners to ensure office premises/guest houses and environs are clean and well maintained.
• Co-ordinate and monitor usage of all office equipment & supplies by ensuring that the equipment in the office are working well and promptly reporting any malfunctions/repairs needed/changes to be made as they arise, and supplies replenished promptly.
• Maintain general office equipment tracker: regularly evaluate and request for repairs/replacement as and when required.
• Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials (Pen, paper, visitors form etc.)
• Coordinate team members to ensure that external guests are promptly attended to. Avoid prolonged stay of guest at the reception. 
• Receive AHSF staff visiting the Sokoto office and provide workspaces and relevant supplies as maybe required.
• Event planning and coordination; support program staff during workshops, trainings and events (local, internal and external – e.g., booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good time.
• Disseminate formal communications to staff as directed by Line Manager.
• Ensure that meeting rooms for receiving guest and staff are kept clean and usage managed.  
• Take minutes of the weekly staff meeting.
• As directed by Line Manager, prepare meeting agendas, track actions and key dates.
• Provide support to the Team Leader including diary and inbox management, arranging meetings, dealing with enquiries as requested.
• Ensure required cleaning items and toiletries are always available.
• Ensure the Office is well equipped, has sufficient levels of supplies (consumables, stationaries, equipment etc).
• Ensure compliance with Albarka Health Spring Foundation Quality Standards, Global policies and Guidelines.
• Assist in the purchase of small sundry office supplies from Petty Cash for the office at large and process invoices and expense claims as required. 
• Ensure the staff movement board is well maintained and up to date.
• Perform other duties and responsibilities as assigned by Line Manager.
• The post holder may carry out other duties in addition to, or instead of those outlined above which may reasonably be required from time to time.

Human Resources:

• Support in maintaining personnel filing system in both soft and hard copies for HR/Admin department.
• Assist with conducting recruitment across thematic programmes.
• Follow-up with Head Office and Field focal persons on recruitment documents.
• Responsible for maintaining all recruitment documentation in line with AHSF guideline.
• Track probation and prepare confirmation letters as required.
• Ensure compliance with all relevant Albarka Health Spring Foundation policies and procedures with respect to Safeguarding, Code of Conduct, Global anti-harassment policy, fraud policy, equal opportunities and other relevant policies.
• Adhering to all AHSF policies in force, promoting their applications and ensuring compliance with local labour law as well as with AHSF HR internal processes.
• Acting as the primary point of contact for HR matters and handle HR related queries from staff to resolution or escalation as necessary.
• Working closely with the Line Manager to keep track of new positions, contributing actively in planning the recruitment cycle of such new requirements and implementing them.
• Support in planning and ensuring systematic induction for all new staff ensuring that induction plans are signed off and filed in the staff personal file.
• Monitoring probation periods and reviews, ensuring outcomes are communicated formally.
• Helping to draft employment letter and contract addendum under the guidance and supervision of the Line Manager.
• Responsible for the day-to-day delivery of all aspects of HR Administration local processes.
• Tracking attendance, leave, eligibility and balances of all staff ensuring records are kept updated as per organizational requirements
• Preparing monthly timesheet and pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.

 Onboarding:

• Ensure that all new staff receive a relevant and appropriate induction when commencing employment with AHSF. 
• Innovate and maintain interesting onboarding experience for newly recruited staff.
• Take lead in the coordination of all refresher trainings and Human Resource SOP’s roll out workshops.
• Coordinate, create and share onboarding schedules and materials.
• Ensure all departmental managers conduct or assign team members for onboarding process as scheduled.
• Ensure no onboarding process exceeds 1 week after start date.

 Administration:

• Maintain up to date assets/inventory register and an efficient record/storage of all office supplies and fixed assets.
• Manage filing and archiving of all financial and administrative documents.
• Manage rental agreements for offices and housing.
• Assure that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, internet and other communications functions in the field office.
• Assure proper use and functionality of office equipment; liaise with landlords on rented properties.
• Supervise cleaners and cooks.
• Support field logistics including staff and consultant travels, training/workshop logistics, hotel reservations, and airport and hotel pick-ups.
• Support in preparing monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Organize business meetings and workshops as necessary, including engaging speakers, making room arrangements, arranging refreshments, sending invitations, collecting meeting materials, and taking minutes as directed.
• Record and circulate minutes of staff meetings.

Team Management:

• Ensure weekly briefings and update with all team members once a week.
• Making all administrative information available to the staff (posting, meetings, etc.), supporting the Project HR Officer in translating documents into local language, and assisting in meetings upon request.
• Ensure appraisals are conducted periodically.
• Ensure dissemination of information to team members.
• Team building; ensuring each team member is carried along on the job and build individuals capacity

 Training and Development:

• Take lead in ensuring annual and objective performance appraisals for all staff. 
• Coordinates and assigns mandatory training across the organization.
• Creates and/or administers post-training evaluations, tests and assessments.

Assignments and Talent Acquisition:

• Build dialog and outreach with the workforce; answer questions, and provide information to staff as to where to go for help or ask questions.
• Track and report on recruitment and assignments activities.
• Advise staff members and affiliate workforce on their rights, obligations, benefits and entitlements.
• Be proactive in identifying issues, themes and patterns affecting the work forces health and welfare, including sexual harassment and abuse of authority.
• Assist in the provision of on-boarding, induction, re-integration into the workplace and off-boarding to colleagues. 
• Assistance in implementation of HR initiatives that support organizational culture change such as good people management practices, and promoting gender, inclusion and diversity.

Archiving:

• Ensure all document relating to filling is complete and ready for request.
• Ensure filling and archiving process safety of both hard and soft copies of documents.
• Ensure all HR documents are archived in confidentiality.

Budget and Staff Management:

• Ensure proper review and resolving of all staff grievance and complaints.
• Contribute to reporting monthly activity reports and meeting. 

Requirements Administrative & General Skills

• Level of Education – HND / B.Sc Degree in Social Sciences / relevant field of studies.
• Minimum of two years relevant work experience.
• Must have NYSC discharge certificate/exemption certificate.
• Excellent planning and organizational skills, with proven administrative skills.
• Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure.
• Ability to manage time and diary.
• Ability to manage vendors.
• Excellent interpersonal and communication skills; written and verbal communication; fluent in English.
• Understand the local language is a plus.
• Strong teamwork, with the ability to support colleagues and request support as and when required.
• Commitment to Albarka Health Spring Foundation mission, vision and values.
• Computer literate and knowledge of Word, Excel and Outlook.