Human Resource Assistant at Premiere Urgence Internationale (PUI)

Location: Monguno, Borno

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 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 HR OFFICER in the preparation of meetings when needed.

Human Resources management for national staff:

• Maintain confidentiality of HR information
• Assist the HR OFFICER in the implementation and respect of HR policy and procedures
• Keep track of the base staff leaves and update concerned tools accordingly
• Follow up on the evaluation/appraisals deadlines for national staff and inform their managers accordingly
• Regularly update the coordination HR database,
• 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
• Assist the HR OFFICER in the recruitments at base level.

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 trainings received.

Payment:

• Collect, monthly, the advances on salaries request
• Update all changes related to change of bank account for Base staff in the HR data base.

Qualifications

• Interested candidates should possess a Bachelor's Degree with 2 - 4 years experience.