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  • Posted: Mar 26, 2020
    Deadline: Apr 1, 2020
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  • Our vision Since 1993, as the second French NGO, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. Our values Independent, private and nonprofit, French NGO ACTED (opera...
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    Human Resources / Admin Assistant

    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

    Method of Application

    Application Process

    • All applicants must send a cover letter and an updated CV (no longer than four pages) in English.
    • CV and Cover Letter indicating and explaining the suitability to the position applied.
    • Provide contact details (name, position, email address and tel. no.) of 3 professional non-related references, whereas 1 must be for the latest employer. Please do not attach any written recommendations.
    • Applications should be addressed to: The Recruitment Manager,

    Note

    • Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered. CV-only applications will not be considered. Please note: The position title and location must be written in the subject line of the e-mail otherwise not considered.
    • ACTED considers all applicants on the basis of merit without regard to race, sex, colour, religion, sexual orientation, age, marital status, or disability.
    • CVs will be review on rolling bases Due to the large numbers of expected applicants ACTED will only inform shortlisted candidates. We apologise for the inconvenience. Only short-listed applicants will be invited for written test and oral interview.
    Interested and qualified? Go to The Agency for Technical Cooperation and Development (ACTED) on docs.google.com to apply
  • Send your application

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