Human Resources / Admin Assistant at ACTED Nigeria

Location: Maiduguri, Borno
Contract length: 6 Months with possibility of extension
Start date: As soon as possible - Desirable

About the Job

• Acted Nigeria Mission operates throughout the North East Region of Nigeria. Due to the nature of operations, the geographical locations in which we as a mission deliver humanitarian aid, the unpredictable and ever-changing context, staff accountability procedures, the importance of effective communications and the concern of staff safety and security during any field deployments within this context is of a huge concern:
• The Administration / Human Resource Assistant is responsible for ACTED Administration and Human resources (staff management, recruitments, filing and training organization in his/her area of intervention

Responsibilities
Administration / Liaison:

• Update monthly the World Directory for Nigeria and share with HQ
• Update the ACTED Nigeria Contact list for all staff monthly and ensure monthly dissemination
• Support the management of ACTED premises lease & ensure contracts are updated and renewed for each premises;
• Support the process for Registration as needed
• Ensure ACTED office lease follow-up is in place
• Track ACTEDs consumption of electricity and water for consummation follow-up of running costs
• Manage the Cleaners for ACTED GH and Office
• Ensure adequate availability and timely replenishment of office / GH cleaning supplies as identified by the cleaners.

Human Resources Management

• National Staff:
  • Assist with the HR management of staff in Area Office & Area Sub bases (if any);
  • Liaise with other bases to support with HR documentation and processes
  • Assist with contract follow-up for national staff, including management of notification of upcoming ends of contracts with Heads of Departments for follow-up and decisions on staff contracts
  • Support in collecting and compiling all the HR documents such as leave request, timesheets, TOIL Mission Leave, ensuring they are filed both in hard and soft copy.
  • Support the staff appraisal process during bi-annual review Management of Award and or disciplinary action to staff as per ACTED HR Manual after approval of Country Representative;
  • Management/Follow up of staff leaves, provide necessary forms for staff, while needed;
  • Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations
  • Update and maintain ACTED Maiduguri Organization Chart in accordance to the size of program (new staff, new dept. & new projects);
  • Responsible for tracking new employees, welcome packages and arranging ID cards.
  • On boarding for newly employed staff
  • Conducting Orientation
  • Assist in the preparation of monthly pay slips for staff salaries
  • Brief Training for all new national staff on ACTED system, procedures, code of conduct and internal regulation
  • Answer employees’ questions and provide requested information
  • Maintain schedule and coordinate calendar activities

International Staff:

• Support HR Manager on work permits for international staff and dealing with legal follow-up
• Maintain and follow up of international staff attendance sheet and send on monthly basis to HR Officer
• Drafting of all letters related to international staff ( extension ,Invitation Introduction letters Etc)

Recruitment:

• Support to the Recruitment process as needed:
  • Prepare vacancy announcements for National staff recruitment at in area of intervention after the Recruitment Request Form signed and approved by CFM and CR.
  • Ensure that ToRs are prepared by line manager prior to release the vacancy announcement;
  • Ensure that all CVs will be reviewed by relevant dept. or requester prior short listing;
  • Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s)
  • Ensure to collect all necessary documents of applicants as indicated in ACTED HR Manual;
  • Ensure to check successful candidate “Reference Check” prior to offer the position;
  • Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.

Filing:

• General Filing:
  • Create Standard ACTED Admin / HR filing system (include official correspondences, premises contracts, governmental tax follow up, recruitment process documents etc);
  • Create thorough personal folders system for national staff;
  • Store the staff personal folders in safe and secure cabinet with no access to unauthorized staff;
  • Ensure that the personal folder database have been updated on regular basis;

Requirements

• Completion of a University Degree in Business Administration, Human Resource Management or closely related Social Sciences
• Languages: English required (Hausa and Kanuri– added advantage)
• Advanced proficiency in Microsoft Windows, Word, Excel, Access and Microsoft Outlook.

Experience:

• Minimum of 2 years of relevant professional experience in administration/human resources and in similar position.

Essential Knowledge and Skills:

• Good knowledge and application of Nigeria Labour Laws.
• Previous team experience and knowledge of team dynamics desirable
• Ability to maintain the highest degree of discretion and confidentiality.
• Must be detail-oriented and able to work independently with minimal supervision.
• Excellent organizational, communication and time management skills.
• Ability to organize tasks simultaneously, prioritize work and ensure tasks are completed by deadline
• Honest, reliable and trustworthy.
• Willing to adhere to and implement the ACTED rules.
• Good inter-personal and conflict resolution skills, able to work under pressure and manage personal stress