Human Resources and Administration Manager at Danish Refugee Council (DRC)

Purpose

The HR&Admin Manager is responsible for providing overall advice, coordination and technical support to the Human Resources and Administration team in the country office.
The role has a Country Office focus and ensures compliance to DRC procedures and guidelines within the office. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to Country Office operations while overseeing activities.

Duties and Responsibilities

Responsibilities:

Management & Coordination

• To ensure the efficient management of the staff members of the HR Department in the country office: this includes daily supervision of the tasks, follow-up of the targets defined and lead over the performance and development appraisals.

To ensure that HR staff members are properly capacitated to do their job and reach their full potential as individuals and professionals.

• To visit regularly the bases and areas of Nigeria and to provide technical guidance, as the technical line management and technical focal point of the coordination office, to managers at base/ area level.
• To respond to audit requests.
• To attend external meetings with donors, partners, or external HR colleagues when needs be.
• To drive the workload of the HR department and proactively communicate when support/ additional resources are needed.
• To understand what support to ask from whom between HQ and the Regional Office and navigate well between the two different entities.

Recruitment and Selection

• To set a country ambition and indicators in terms of recruitment and mobility in Nigeria level.
• To advise managers on different recruitment and selection processes.
• To keep a recruitments overview for Nigeria e-SMT and the Regional HR team.
• To keep an overview of staff mobility and staff potential to change positions.
• To supervise all recruitment and selection activities and support when needs be.
• To ensure proper communication and coordination between the different stakeholders of the recruitment processes.
• To ensure compliance of all the recruitment processes, including their documentation and filing in SharePoint.
• To validate any proposed adaptation to the recruitment process

People Planning

• To ensure that roles and responsibilities, management lines and technical lines are clearly framed for all positions.
• To ensure that the positions are properly categorized and remunerated (according to job category)
• Together with the e-SMT, to establish and edit the target organizational chart of the mission, edit the recruitments plan and monitor ends of

Contract

• To plan and budget HR function in country
• To ensure that HR costs are correct and properly budgeted in the Master Budget and the budget proposals to donors.
• Together with the e-SMT, to action restructuring/ upsizing/ downsizing for the whole mission

Performance

• To advice managers on poor performance and ensure the filing of this documentation in personal files on SharePoint
• To advice managers on Code of Conduct cases in relation to potential disciplinary action
• To ensure that there is a calendar in place for performance reviews in the mission.
• To develop explanation/ awareness raising material and hold sessions with managers to explain to enhance/ follow up staff performance
• To prepare legally compliant cases when there is an issue of under-performance/ Code of Conduct.

Development

• To set the induction standards and process for every new staff comer to Nigeria mission.
• To drive the coordination of pre-arrival process, arranging induction schedule, office & guesthouse tour, conducting internationals staff HR induction and maintaining oversight of logistics, visa/entry process and travel arrangements.
• Together with the e-SMT, to discuss and agree on a country ambition and budget for training and development of Nigeria staff.
• To keep, update and report on a training and development plan for Nigeria mission.
• To ensure inclusion and equitable access to training and development opportunities.
• To oversee the exit process (forms and interviews).
• Together with the e-SMT, to supervise analysis of the feedback provided in the exit forms/interviews and reinvest them for the HR actions.

Well-Being

• To ensure that there are proper and health services and counselling services in place for all employees.
• To encourage staff to provide their feedback to their managers and in DRC Voices.
• To analyse and integrate staff feedback in the HR strategy of the mission when relevant.
• To participate in the localization of R&R, housing and other benefits.
• To guide managers on stress management.
• To assess office and compound arrangements are suitable from a wellbeing perspective.

Contracts and Compensation

• To validate all job offers and contracts.
• To validate payroll for national employees.
• To supervise the full contract process for national employees including contracts, extensions, addendums, and resignations.
• To coordinate with HQ on the full contract process for international employees.
• To ensure that terms of employment for national employees are aligned with DRC Minimum standards, Nigeria Labor law and conventions and competitive.
• To lead salary & benefits benchmark process every two years or more frequently if needed
• To develop and maintain a salary grid and social policy.
• To ensure that Dynamics data for national staff and update of some of the data for international staff is properly carried out.
• To ensure the proper and exhaustive filing of all the staff documents.

HR Policies and Support

• To maintain and update local HR policies when needs be.
• To feedback on global and regional policies and align practices and local policies with them
• To proactively pursue continuous process improvement in HR related practices to enhance the quality and efficiency of output/delivery
• To ensure managers are familiar will the necessary tools and procedures within people management

About you

• To be successful in this role we expect you to have minimum 5 years of relevant experience working in HR in Humanitarian or Development INGOs.  
• Moreover, we also expect the following:
• Demonstrated understanding and working knowledge/experience of Human Resources Management principles, concepts & processes
• Extensive knowledge on Nigerian labour law
• Excellent skills in handling and advising on complex people management issues
• Experience in developing Human Resources strategies and policies, and driving implementation
• Strong organizational and project management skills.
• Strong interpersonal skills and ability to communicate clearly.
• Positive attitude and service oriented. High level of personal initiative and ability to work with minimum supervision.
• Awareness and sensitivity to multicultural work - development and ability to form and facilitate dialogue between a diverse group of people with diverse skills and working styles.
• In this position, you are expected to demonstrate DRC’ five core competencies: