Human Resource Assistant at INTERSOS

JOB PURPOSE

• The Position holder will execute administrative tasks according to the HR Manager and HR Coordinator’s instructions and INTERSOS procedures. The role ensures full legal compliance with Nigerian local laws (Labor Act, Pension Act, etc.) and specific donor requirements (NHF, Medical, etc.).

RESPONSIBILITIES

• Being responsible for updating IMP HR database and personal files and keep them up to date in order to facilitate HR processes management. Archive the personnel (and volunteer) documentation and keep it in order.
• Update NHF and Medical employee files to meet legal requirements and duties.
• Being responsible for the hiring process of new staff (INTERSOS documentation, pension, medical certificate, health insurance and Group Life enrolment);
• Liaise with the Logistics Dept. for the provision of badge to new staff and the management of Exit Clearance Form, ensuring that INTERSOS tools are properly given back.
• Print and deliver monthly pay slips for all staffs.
• Make all administrative information available to the staffs (posting, meetings, etc.);
• Support the HR Manager and HQ for the preparation of personnel documentation for Audit purpose.
• Enter the staff leave in the leave tracker, collect and check the time sheets against the leave tracker.
• Take part in field visits, if required, to educate staff on HR rules and regulation and answer questions from staff (HR Related);
• Support the HR Manager and the HR Coordinator in managing recruitment process (job advertisement, CV screening, organization of test and interview)
• Update relevant HR databases and personal files and keep them up-to-date in order to facilitate HR process management.
• Compiling and updating employee records (hard and soft copies).
• Processing documentation and preparing reports relating to personnel and clients' activities (staffing, recruitment, training, grievances, performance evaluations etc).
• Assist in coordinating HR projects (meetings, training, surveys etc) and taking minutes.
• Assisting in payroll preparation by providing relevant data (timesheets, absences, leaves, etc).
• Communicating with relevant stakeholders as required during the course of your function within the department.
• Properly handling complaints and grievance procedures.
• Produce ID cards for new and existing staff; and ensure it is properly documented.
• Takes part in field visits, if required, to educate staff on HR rules and regulation and answer questions from staff (HR Related).
• Assists with the preparation of personnel documentation for Audit purposes.
• Assisting with day-to-day operations of the HR functions and duties.
• Be available to perform any other HR tasks assigned by HR Officer, HR Manager or HR Coordinator.

Education & Professional Requirements:

Education

• University Degree/HND in relevant field (Social Sciences, business Administration, Economics, Psychology, Social science, other fields related

Professional experience

• Minimum of 2 years of experience in HR administration or a similar role.
• Prior experience working with an International NGO (INGO) is highly desirable
• Proven experience handling Nigerian statutory requirements (NHF, NSITF, Pension, and PAYE).

Professional requirements

• Absolute discretion in handling sensitive staff data and personnel files.
• A proactive approach to supporting staff and resolving HR queries.
• Exceptional attention to detail, especially regarding contract dates and payroll data.
• Ability to work collaboratively within the HR team and across departments (Logistics/Finance).
• Ability to maintain performance and accuracy under pressure and meet tight recruitment or payroll deadlines.
• Strong commitment to INTERSOS’s values and the PSEA (Prevention of Sexual Exploitation and Abuse) principles.

Personal requirements

• Moral integrity
• Teamwork and communication skills