Human Resources / Administrative Log Assistant at Rise to Inspire Africa Initiative

Job Overview / Summary

• The HR/Admin Log Officer is responsible for providing sound people management, administrative, office and logistics support to RIA Initiative’s office in line with her policies and generally accepted best practices. The role will contribute to effective office management including support to store management, inventory/asset management and supervision of janitorial services and some logistics tasks. The incumbent will employ the use of general office practices and administrative procedures to carry out assigned tasks.

Responsibilities
Human Resources Management: (60% of the time)
Staff Management – (30% of the time):

• Assist with the HR management of staff in the office.
• Liaise with programme staff to support HR documentation and processes.
• Assist with contract follow-up for national staff, including management of notification of upcoming ends of contracts with respective managers for follow-up and decisions on staff contracts.
• Support in collecting and compiling all the HR documents such as leave requests, and timesheets, 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 RIA HR Manual after approval of Executive Director (ED).
• Management/Follow-up of staff leaves; provide necessary forms for staff, when needed.
• Follow up on RIA HR standards templates in line with RIA HR Manual/internal regulations
• Update and maintain RIA Maiduguri Organization Chart in accordance with the size of the program (new staff, new dept. & new projects).
• Responsible for tracking new employees, welcome packages and arranging ID cards.
• Onboarding for newly employed staff.
• Conducting Orientation.
• Ensure timely preparation of payrolls and submission to the finance team at the earliest.
• Assist in the preparation of monthly pa s lips for staff salaries.
• Brief training for all new national staff on the RIA system, procedures, code of conduct and internal regulation
• Answer employees’ questions and provide requested information.
• Maintain schedule and coordinate calendar activities

Recruitment - (20% of the time)
Support to the Recruitment process as needed:

• Prepare vacancy announcements for National staff recruitment around intervention after the Recruitment Request Form must have been duly signed and approved by the ED or designated.
• Ensure that JDs are prepared by the line manager(s) prior to the release of the vacancy announcement.
• Ensure that the relevant dept. or requester prior to shortlisting will review all CVs.
• Prepare a comprehensive/clear shortlist of successful candidates to attend for Interview(s).
• Ensure to collect of all necessary documents of applicants as indicated in RIA HR Manual.
• Ensure to check the successful candidate “Reference Check” prior to offering the position.
• Draft employment contracts for staff and collect all the information required for the contract. (ID card, passport, identification information, “recruitment package” etc.
• Ensure that recruitment analysis is prepared on time and shared with the respective interview panelist.

Filing – (10% of the time):
General Filing:

• Create a Standard RIA Admin/HR filing system (including official correspondence, premises contracts, governmental tax follow-up, recruitment process documents etc);
• Create a thorough personal folders system for national staff.
• Store the staff's personal folders in a safe and secure cabinet with no access to unauthorized staff.
• Ensure that the personal folder database has been updated on a regular basis.

Administration / Logistics: (40% of the time)
Administrations - (25% of the time):

• Update the RIA Initiative’s Contact list for all staff monthly and ensure monthly dissemination of such to the ED.
• Support the management of RIA premises lease & ensure contracts are updated and renewed for each premises.
• Support the process for Registration as needed
•  Ensure RIA office lease follow-up is in place.
• Track RIA’s consumption of electricity, water, office consumables, data etc.
• Manage the Cleaners for all RIA Office Premises.
• Ensure adequate availability and timely replenishment of office cleaning supplies as identified by the cleaners.

Logistics - (15% of the time):

• Ensures that daily and weekly vehicle and stand-by generator inspections are performed, and that regular service is carried out.
• Facilitates the repair or recovery of vehicle and generator breakdowns when required, including repair/recovery outside of working hours; follows up on periodic services of the vehicles.
• Ensure that assets are received, coded, and registered in the assets register and ensures disposal of assets is carried out according to existing policies and specific donor rules.
• Assist in coordinating and update the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town).
• Ensure that vehicles are checked daily and roadworthy, logbooks are maintained and updated records of all vehicles.
• Use systems and processes to ensure a smooth and timely flow of work.
• Perform other administrative job-related duties and functions for the office, as may be assigned by the supervisor. 

Job Specification

• A minimum HND or B.Sc. in Business, Public Administration, or a related field.
• Professional Certification/master’s degree will be an added advantage.
• Minimum of 2 years of relevant professional experience in administration/human resources and in a similar position.

Essential Knowledge and Skills:

• Must have good knowledge and application of Nigeria Labour Laws.
• Must be able to maintain the highest degree of discretion and confidentiality.
• Must be detail-oriented and able to work independently with minimal supervision.
• Must have a good working knowledge of relevant Microsoft Office tools such as Word, PowerPoint, and excel.
• Must have good business communication skills.
• Candidate should be able to conduct Human Resources Analytics using available data.
• Excellent organizational, communication and time management skills.
• Ability to organize tasks simultaneously, prioritize work and ensure tasks are completed by the deadline.
• Honest, reliable and trustworthy.
• Willing to adhere to and implement the RIA’s core values.
• Good inter-personal and conflict resolution skills, ability to work under pressure and manage personal stress.