Human Resources and Admin Officer at iMMAP

Scope of Work

• The HR and Admin Officer is responsible for overseeing and coordinating various aspects of human resources, administration, and procurement functions within the organization.
• He/she ensures the respect of iMMAP Inc. policies related to HR and the smooth running of HR related activities, including liaison with administrative authorities in the country.
• This position plays a key role in supporting the smooth operation of the office, ensuring compliance with policies and procedures, and contributing to the overall efficiency of the organization.
• While being supervised directly by the Nigeria Country Representative, this position also works closely with the Africa Desk team in the HQ on procurement packages and other administrative matters and liaises directly with the HQ HR department, as required.

Description of Duties

Human Resources 

• Ensure all paperwork is filed on personnel files and all HR records and systems are kept up to date. 
• Manage recruitment administration such as posting advertisements, logging applications, coordinating interview arrangements and assisting with the new starter processes. 
• Encourage a team culture of learning, creativity and innovation, incorporating staff development strategies and performance management systems into the team building process.
• Draft any employee correspondence required such as new starter documentation, contractual changes, insurances onboarding etc.
• Accurately collate any other information as required for payroll preparation.
• Supervise and coordinate the provision of all administrative and personnel a support required to the project, ensuring that appropriate control reporting structure are maintained in accordance with the organization’s rules and regulations.
• Carry out issuance, amendments and contract termination formalities for employees at project level, according to labor local laws, archiving and updating individual employee files, informing them on their rights and preparing all mandatory tax declarations, in order to ensure legal compliance. 
• Ensure that performance reviews are carried out according to defined procedure and monitor the professional development of personnel.
• In close coordination with the Country Representative, calculate the HR operational needs and the associated budget in order to efficiently ensure the required sizing and capabilities of the mission and to facilitate budget follow-up. 

Administration

• Design administrative processes that align with overall policies and strategies of iMMAP Nigeria office
• Ensure the implementation of efficient processes and standards.
• Report on operational performance and suggest improvements.
• Oversee the efficient running of the iMMAP Inc.'s office Nigeria including the registration process with all statutory bodies and ministries.
• Oversee general office administration, including facilities management, maintenance, and security.
• Manage office supplies and equipment, ensuring availability and functionality.
• Assist in the planning and execution of corporate events and meetings.
• Provide general administrative support to the Country Director as required including preparing written documentation as requested, filing etc. 
• Undertake other duties as requested by the line manager.

Procurement and Asset Management

• Conduct procurement activities in accordance with organizational policies and applicable regulations.
• Source and evaluate suppliers, negotiate contracts, and manage vendor relationships.
• Prepare and process purchase orders, ensuring accuracy and timely delivery of goods and services.
• Maintain a procurement tracking system and generate reports as required.
• Coordinate the asset inventory process, including verification and registering in established forms to iMMAP Inc.
• Ensure that inventory under supervision is continuously maintained and all movements/transfers are supported by the correct documentation. 
• Ensure that all items are well organized and correctly stored, protected, fully identified, and easily accessible (cleanliness, security, access, etc.).

Requirements

Education

• University an Institute degree in business administration, human resources, social sciences or relevant field

Experience

• With at least 5 years or work experience in Administration field.

Soft skills

• Flexible and adaptable to any situation.
• Ability to work independently while under pressure and during long hours.
• Excellent work habits with a willingness to work in a multi-cultural environment.
• Excellent organizational skills, including proven ability in administration, HR, procurement and logistics.
• Strong knowledge of labor laws, HR best practices, and procurement processes.
• Excellent communication skills, including drafting documents;

Programmes

• Excellent computer skills in Windows and Microsoft 365 Office packages especially MS Excel and MS Word.