Human Resources Assistant at The International Federation of Red Cross and Red Crescent Societies (IFRC)

Vacancy No: IFRC04956
Duration: 9 Months
Category of Staff: National Staff
Grade: Not applicable

Organizational Context

• The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies.
• The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.
• The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.
• The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.
• The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.
• The Abuja based office is the hub to support West Coast Cluster and has a status agreement with Nigerian government. This job is to support the IFRC West Coast country cluster support team

Job Purpose

• To provide timely, effective and pro-active administrative and operational support to the HR department.
• To provide on-going data entry and data consolidation in the HR Department
• To support the IFRC team of the West Coast Delegation with all administrative tasks related to both national and international staff

Job Duties and Responsibilities
Support to HR department:

• Draft and edit routine correspondence and other documents issued by the HR department to ensure maximum clarity, conciseness, and quality.
• Creating and maintaining a calendar of records of key dates with regard to periods of probation, renewals or extension of contract and performance appraisals prior to confirmation to ensure that these are attended to in time.
• Organize logistical and administrative support for external or internal meetings / workshops, such as HR Seminar, and HR internal meetings, briefings.
• Register information on cases related to the Code of Conduct, according to information received.
• Assist the process of knowledge building, knowledge sharing and performance.
• Maintain the HR archives and HR records of the west coast cluster including documentation.
• Liaise with the employees and managers to ensure all required information is received in a timely manner.
• Support in the implementation and application of the HR policy in the West Coast Delegation and provide advice and support to employees and managers.
• Provide suggestions on how to improve HR functioning in the cluster delegation.
• Assist in the circulation of HR department communications.
• Responsible for introducing all new team members to the IFRC west coast cluster team and ensuring all required documentation have been filled.
• Process schedules for Pension Fund Administration (PFA) Group Life Insurance (GLI) and National Housing Fund (NHF)
• Ensure briefings with all heads of departments are scheduled and done timely.
• Maintain an up-to-date Medical Database for all IFRC national staff.
• Monthly payments for Interns, daily workers and consultants

Recruitment, Selection, Placement and Exit:

• Organize briefing and debriefing programs for new and departing staff.
• Assist in recruitment process – CV download, longlisting, references and due diligence checks.
• Keeping records of internship program.
• Support HR colleagues in shortlisting received applications as directed.
• Schedule interviews, tests and support with logistics on day of the interviews
• Check references by email and by phone, ensuring that they meet the stipulated requirements.
• Assist the Senior HR Officer in the collection and filing of documents to create complete recruitment files for all positions in the regional office.
• Collect and submit the necessary documents for insurance enrolment and updating and ensure that staff have up-to-date insurance cards.

Data entry and HR systems:

• Ensure timely and accurate handling of recurring data entry and consolidation tasks in SAP and other HR systems.
• Support the production of regular reports from the various systems in use in HR (Performance review, Learning Platform, SAP, e-recruitment tool, etc.)

Record management:

• Preparation and maintenance of staff files and other HR related documents
• Administering and tracking leave records maintenance and monthly verification
• Prepare all new staff files and maintain the existing staff’s files.
• Maintain a database of all staff information, documents, expiration dates, etc. and follow up with the appropriate people to get any missing documents or information.

Duties applicable to all staff:

• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager

Education

• Bachelor's Degree in Human Resources, Business Administration or other similar discipline. - Required

Experience:

• 1-2 years HR or administrative experience- Required
• Registered with a professional HR Body (CIPD, CIPM or SHRM- Preferred
• Experience and understanding of Federation systems. Preferred

Knowledge, skills and languages:

• Good knowledge of HR Systems (SAP preferred) - Required
• Good understanding of HR functions and best practices. - Required
• Ability to work well under pressure and meets tight deadlines. - Required
• Ability to accurately follow instructions. - Required
• Discrete and respect confidentiality- Required
• Excellent organisational skills and a good understanding of the need for effective administrative systems- Required
• Excellent computer skills (MS Office)- Required
• Excellent customer service mentality­- Required
• Good communication skills - Required
• Ability to act efficiently and prioritize activities in a very complex environment. -­ Required

Languages:

• Fluently spoken and written English- Required
• Good command of another IFRC official language (French, Spanish or Arabic)- Preferred

Competencies and values:

• Values: Respect for diversity; Integrity; Professionalism; Accountability
• Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust