Human Resources Assistant at Action Against Hunger | ACF-International

Key Responsibilities:

Mission 1: Office management and communication  

• Daily, inspect and maintain the exterior premises (grounds and office building)
• Liaise with Logistics to ensure that faulty and damaged equipment is replaced or repaired
• Manage the stocking of the stationery store in coordination with Logistics, and place appropriate orders to restock supplies
• Ensure sufficient supply of office cleaning items and materials, and work with the Officer to replenish them monthly
• Handle accommodation bookings for ACF staff and guests visiting
• Facilitate the integration of new employees and place orders for business cards and ID cards for new staff
• Provide day-to-day management of staff directly under his/her responsibility (Janitors)
• Educate new joiners about the ACF performance appraisal system and support adherence to timelines for individual action plans, monthly check-ins, probationary reviews, mid-term assessments, and annual appraisals.
• Responsible for the monthly filing and archiving of all HR documents, such as training certificates, leave forms, extension letters, record updates, and completed performance records
• Handle conference hall booking tracker
• Support new staff documentations and the creation of personnel files
• Regularly update and manage communication boards, contact lists, and the monthly trackers

Mission 2: General HR administrative support in the base

• Support new staff onboarding, documentation, and creation of personnel files
• Track and maintain participants' records for training and Performance Appraisals.
• Maintain a database of all staff information, documents, expiration dates, etc., and follow up with the appropriate staff member to get any missing documents or information
• Provide administrative support for staff welfare programs/activities
• Support the HR team in all aspects of recruitment when needed
• Assist the base HR Officer in the practical organization of training as requested
• Prepare HR files for audits and verification visits
• Assist in travel management, including booking tickets and ticket reconciliation for finance documentation
• Assist the base HR Officer in the practical organization of training as requested
• Track and maintain participants' records for training and Performance Appraisals (PAs, 10-minute conversation)
• Assist in preparing reports such as immigration reports
• Cover for the HR Officer while on leave or out of the office on any purpose

Mission 3: Support the HR Team in Casual workers and seconded staff management

• Ensure all submitted daily hire activities documents are processed and submitted to finance promptly
• Support for new seconded staff  and casual staff, verification, and documentation
• Support in seconded staff monthly vetting payroll for payment
• Ensure all submitted daily hire activities documents are processed and submitted to finance promptly
• Support in the new seconded staff verification and documentation
• Prepare payment schedules for daily workers, including seconded staff and hotel expenses.
• Prepare HR files for audits and verification visits.
• Maintain confidentiality regarding all HR-related matters.
• Support the team to ensure proper administration for exiting staff, including issuing early notice, filing documents correctly, and conducting exit interviews.
• Maintain the documents tracker for submitted  payment schedules
• Maintain confidentiality regarding all HR-related matters

Additional responsibilities

• This job description is not intended to be all-inclusive, and the employee will also perform other related tasks as required. The employee will be responsible for reporting and communicating progress and achievement of the specific assigned task.
• Maintenance of high technical standards;
• Professionally conduct all duties following Action Against Hunger Nigeria mission staff regulations, Action Against Hunger mandate and charter, including promotion of gender equality.

Position Requirements:

• Bachelor’s degree in fields related to HR, Administration and Management
• 2 years’ work experience with at least 1 year in a related role; Previous experience working for INGOs an asset, particularly health-related INGOs
• Understanding of national labor law and employment norms and practices;
• Excellent verbal and written communication skills;
• Approachable, diplomatic, able to work effectively in diverse, cross-cultural teams in a complex, multi-site work environment;
• Computer literate and proficient in MS Office, including all Microsoft Office programs (Word, Excel, PowerPoint, Outlook);
• Working experience with Homere payroll software.
• Excellent attention to detail, highly organized, rigorous, self-motivated, strong sense of responsibility, ability to work independently;
• Able to maintain confidentiality;