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

Duties and Responsibilities

Responsibilities:

Human Resources

• Ensure the general HR standards & procedures defined in DRC Operations Handbook are applied and compliant at all times
• Assist the HR & Admin. Team Leader and Area Manager in elaboration of individual development plans for employees reflecting DRC vision, values and long term strategic priorities
• Prepare and update briefing/induction packages for new staff and oversee/coordinate the induction process for the Area Office.
• Assist with the Performance & Development Process
• Prepare, advice and oversee staff leaves and absences.
• Assist with the management of staff complaints through DRC established mechanisms and ensures DRC Code of Conduct is understood and abided at all times
• Assist with the liaison with Health Insurance Company on all related issues & serve as the liaison with service providers on all staff health insurance issues.
• Support staff development activities including promoting the DRC Learning Catalogue.
• Backup for the HR & Admin. Team Leader in their absence

Facilities - Office management

• Ensure all office facilities are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
• Oversee all aspects of office maintenance in liaison with supply chain and responsible for the general cleanliness.
• In liaison with the safety team, ensure safety of the office.
• Responsible for Timely renewal of the Organisation MOUs
• Maintain, update and coordinate the renewal of leases for office premises, guesthouse(s) and expatriate housing. Act as the focal point for liaison with property owners.
• Coordinate handover of leased properties and ensure security deposits are refunded on timely basis.
• In Liaison with Supply Chain, you are responsible for repairs and maintenance of facilities in compliance with DRC standards and procedures.
• Maintain an inventory list on the office keys distribution and update this on a monthly basis.
• Manage all conference hall bookings, provide support to the organization of in-house trainings and meetings and ensure the venue is in order, stationary available, food and refreshment is provided as when required.
• Oversee consumable and stationary stores management, restocking office consumables and supplies, monitoring consumption and stocks and reviewing stock reconciliations as required.
• Ensure that the stores are in good condition to maintain supplies.
• Responsible for raising all Purchase Requisitions for Office and guesthouses supplies, maintenance, follow up on validity of frameworks and renewals timely.
• Timely payment of all utility, maintenance bills, all administrative expenses as may raise etc.

Guesthouse(s) management:

• Responsible for safe and functional guesthouses.
• Oversee the general standards of living and cleanliness of the guesthouses and expat staff houses.
• Maintain guesthouses stocks and supplies, and monitor their utilization.
• Ensure the Guesthouse Handbook is updated on regular basis, and available at the guesthouse.
• Act as focal point for guesthouses and expatriate houses; liaise with property owners on any matters arising.
• Focal point of contact for all staff and guests residing at the facilities to raise any matters, concerns etc. at the facilities as and when.

Staff Travel and Accommodation

• Focal point of contact for all DRC staff and guests travel plans, to DRC-Nigeria Maiduguri
• Liaise with Supply Chain on all domestic flight travel bookings by UNHAS for staff and ensure that all travel grievances are resolved in a timely manner.
• Maintain and update on a daily the Travel and Accommodation Trackers
• Responsible for all DRC Staff and Guests accommodation booking and communication to all in this regard respectively.
• To raise purchase requisitions for all expenses related to Travel and Accommodation for all DRC staff and guests accordingly.

Service contract and Lease management

• Monitor all services Contracts and Frameworks and keep updated all trackers. I.e. Office, Guesthouses and expats houses trackers, Hotel booking tracker, Utilities payment tracker, and many others with details respectively.

• In liaison with supply chain team on the expiry of leases, service contracts and Frameworks and ensure that a renewal is ready a month before the expiry date.
• Submit all Administration Trackers and Reports on a monthly basis to the HR and Administration Team Leader.
• Maintain clear and orderly hard copy filing and on the Administration Folder on SharePoint of all Administration tasks mostly leases, Frameworks, service contracts, utilities and many others.
• In Close liaison with supply chain develop and maintain an updated pool for casual workers, Maintenance companies/mechanics.

Any other duties as assigned by your line manager.

Job Requirements

Experience and technical competencies:

• Minimum Two (02) years’ experience of Administration, Executive Secretariat, Human Resources and other related specifically with International NGOs, Embassies, UN Agencies and other similar sectors mid-management level. 
• Knowledge of travel and immigration procedures. Must have experience in handling humanitarian flight services.
• Excellent command of the Microsoft office. Previous experience working with an ERP System is an added advantage.
• Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Advanced English proficiency
• Fluency in local languages
• Experience of Maiduguri and Borno state is required.

Education: (include certificates, licenses etc.)

• A University degree in the field of Business Administration, Secretarial studies or Human resources management or similar filed.