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

To provide Human Resources and Administration support in compliance with DRC's and local guidelines and procedures. This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. 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 operations while overseeing country activities.

Duties and Responsibilities:

Documentation and filing:

• Ensure documentation is complete and filed in an impeccable manner for all recruitments done in Abuja. (Both hard files and soft copies).
• Ensure documentation and archiving of personnel files is kept up to date and in order.
• Support field offices in organizing their documentation and archives to be audit ready at all times.

Insurance:

• Act as focal point for insurance payments.
• Liaise with staff and insurance company on resolving issues.
• Escalate any insurance issues in a timely manner.

Contracts and People planning

• To send monthly reminders and anticipate actions on upcoming ends of contracts and future recruitment needs.
• To ensure that each employee has an updated job description
• To make sure staff have their contract extensions, End of contract notices at least a month in advance before expiry of their valid contract.
• Ensure staff contracts are extended on Dynamics in a timely manner; mange lifecycle of staff on Dynamics.
• To work with the staff contracts list and make sure it is always up to date on SharePoint
• Liaise with field HR&Admin staff to update casual worker data base and prepare related contracts
• To prepare all job offers and contracts.
• To prepare payroll for national employees
• To make sure the full contract process for national employees including contracts, extensions, addendums, and resignations is done
• To ensure that terms of employment for national employees are aligned with DRC Minimum standards, Nigeria Labor law and conventions and competitive.
• To ensure that Dynamics data for national staff is updated, this is position bands, employee IDs, contracts extensions
• To ensure the proper and exhaustive filing of all the staff documents both hard and soft copies.
• Prepare and submit required reports or/ trackers to the HR&Admin Team Leader monthly
• Ensure that records of all Human Resources related information is kept and sent on timely basis to relevant parties
• Hiring and terminating of national staff in dynamics system.

Performance, Learning and Development

• To make sure the performance management process is adhered to by all managers, staff and HR focal points
• Maintain a consolidated Country tracker for performance cycle in the KPI HR-Tool
• Timely Follow up with the focal HRs in area offices of probations objectives, evaluations performance objectives and appraisals
• Involve the HR&Admin Team Leader in complicated situations that a raise with the non-compliance to the cycle
• Share with managers and staff the available learning and development opportunities materials on DRC Intranet for development
• Support the HR&Admin Team Leader in coordinating the learning and development trainings including training on Code of Conduct, Confidentiality, Conflict of Interest, etc. as may be required.
• Ensure all performance records and trainings on performance management is updated in dynamics.

Visas Management and International Flight Management (Working in close collaboration with the Administration Officer)

• Create a folder for each staff or / visitor

• Collect all the necessary documents from the applicant for a particular visa type (VOA OR CERPAC)
• Have the letters signed by CD/Hoss to support the applications
• Submit applications immediately
• Share emails with the consultants on guidance and requirements for applications for each new application.
• Make sure of Aquent communication to the applicant on the timelines of the process, the required documents and how long the applicants will stay without their physical passport(s) if its application for CERPAC
• Follow up with the Consultant to make sure the visa (VOA) is received within five (05) working days.
• On receipt of the passport back, update the visas tracker
• Make sure to send the staff passport back to them only through fellow staff and not a courier
• Timely communications and follow up with staff on their visa’s renewals

The responsibilities listed above are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

Experience and technical competencies:

Essential:

• A University degree in the field of university degree in Human Resource Management, Business Administration, or Social Science Degree specializing in Human Resources or equivalent profession.
• Minimum Three (03) years’ experience in Administration or Human Resources Management or Change Management or Organizational Development and other related fields specifically within the International NGOs, Embassies, UN Agencies and other similar sectors mid-management level. 
• Knowledge of recruitment and previous experience within emergency contexts is a plus.
• Excellent command of 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
• Knowledge of local languages