Human Resources Assistant at Alliance for International Medical Action (ALIMA)

Report to (Direct): Project Administration Manager

Report to (Functional):  Project Administration Manager

Staff Reporting to him:   3 cleaners and 1 cook

MAIN ACTIVITIES

ADMINISTRATIVE AND RECRUITMENT MANAGEMENT OF NATIONAL STAFF

• Under the Admin Manager’s supervision, execute Administrative and legal related tasks, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Update the project organigram and submit to Admin Manager
• Supervise ALIMA premises in order to ensure working conditions are in conformity with legal requirements.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure labour and tax compliance
• Inform in the systems all personal files and keep them up-to-date in order to facilitate HR processes management
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Update job descriptions and function grid classification in order to clarify accountabilities and rewarding practices.
• Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluation.
• Prepare and archive formal certificates and other HR documents when needed in order to facilitate hiring processes.
• Supervise all movements of personnel from/to mission/project/home and all related formalities (briefing, visa, accommodation, trial period, extension of mission, early return, etc.) in order to facilitate accommodation and relocation.
• Support line managers in recruitment and hiring process in case of absence of Admin Manager, ensuring administrative and legal accuracy, in order to meet HR needs.
• Communicate to and brief new employees on HR policies and regulations in order to facilitate onboarding processes.
• Assist the Admin Manager in following- up disciplinary measures and court cases in order to protect ALIMA interests and to ensure legal compliance.
• Registers applicants to training and follows-up with the HR Manager.
• Prepare all correspondence with local authorities (i.e. tax offices, ministry of labour) in order to maintain flow and soft relationships.
• Maintains staff and program information using spreadsheet and/or database software.
• Evaluates, develops and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.
• Performs other related duties as required.

PAYROLL MANAGEMENT

• He captures the variable elements of the payroll in Homere
• He validates the requests of instalments and records them on Homer,
• He collects the attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Homer payroll software
• He/she establishes the monthly pay slips
• It publishes the ballots and verifies that each ballot is correctly established,
• He has checked and targeted salary listings by the logistician-administration or field administration manager,
• It prints the bulletins and closes the pay of the month.
• At the end of the contract, he establishes the balances of all accounts
• It verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software,
• He/she prints payslips and gives to staffs and files acknowledged copy
• He causes these elements to be targeted and transmitted to the employee

REQUIRED SKILLS AND QUALIFICATION

• Degree/Diploma in Business Administration or Finance, Accounting or any other degree/diploma related to the position requirements
• At least 2 years’ experience in the same position 
• Good knowledge of HR software eg HIRS Odoo, Homere.
• Good knowledge of Nigerian labour law
• Interpersonal skills
• Experience in working in harsh environment
• Experience in working under pressure
• Respect of deadlines
• Remains discreet about the professional and personal life of team members
• High level of Integrity

CONDITIONS

• Contract term: contract under Nigeria Law, 6 months’ renewable.
• Salary : Level 7 of ALIMA function grid.