Human Resources (HR) Assistant at Premiere Urgence Internationale (PUI)

Contract Start Date: 10th March 2022
Contract End Date: 31st May, 2022 (renewable based on the availability of funding)

General Objective

• The Human Resources Assistant assists the HR Officer in all the activities related to human resources management at Maiduguri base office.

Responsibilities and Tasks
Administrative management &Follow-up:

• Organize the necessary personnel and contractual documents for all national staff;
• Ensure that all HR files are complete and updated;
• Manage the physical archival of HR files as per the archiving and filing process;
• Update the mission contact list on a monthly basis by compiling and verifying data received from bases for payroll processing;
• Prepare the HR files for audit and verification visits;
• Provide requested documents for audit questions during internal and audits;
• Assist the Deputy HR Manager in the preparation of meetings when needed.

HR Management for National Staff:

• Maintain confidentiality of HR information;
• Assist the Deputy HR Manager in the implementation and respect of HR policy and procedures;
• Assist in the implementation of disciplinary measures (preparation of explanation letters, minutes of meetings, warnings, etc.) when necessary;
• Prepare national staff contracts and amendments and ensure each staff is aware of contract terms & conditions;
• Update the amendment information in HR Database likewise put hard copies in employees’ files;
• Follow up on the evaluation/appraisals deadlines for national staff
• Regularly update the base HR database, Access, medical insurance, NSITF & income tax monthly report.

Recruitment:

• Maintain and ensure the completion of all recruitment documents in HR files;
• File and archive the resumes received on the email address and transfer them to recruiters;
• Be the focal point for the communication with candidates throughout the whole process;
• Schedule technical tests and interviews when necessary;
• Assist the Deputy HR Manager in the recruitments and attend interviews when needed;
• Prepare the integration of any new employee, and make sure the managers are implementing the induction plan.

Capacity Building:

• Provide capacity building training for cooks and other staff that fall under his/her immediate supervision when necessary;
• Conduct orinetation for newly hired staff on PUI templates during induction sessions;
• Facilitate refresher training based on management’s request;
• Keep track of HR training reports for for records and future audits.

Payment:

• Prepare advances on salaries and pay roll at the end of each month;
• Support in the calculation and payment of Pension, NHF, NSITF (social security) and income taxes via PFA, State Internal Revenue Service, Federal Mortgage Bank and Ministry of Finance (monthly
• and yearly) as well as all other annual declarations to Ministry of Finance;
• Manage the implementation of the new salary database on the bases;
• Support the printing of Pay slips during the process of monthly salary payments.

Note: The tasks and responsibilities defined in this vacancy announcement are non-exhaustive and can evolve depending on the project’s needs.

Priorities of the Department

• Follow up on all hard copies documents for national staff and update hr database by tracking submitted documents that were pending;
• Assist in the physical archival of hr files as per the archiving and filing process and make sure all documents are placed into employees’ files in line with the file content tracker;
• Support hr team in facilitating salary payment by ensuring the role of initiator of payroll processing;
• Assist in the tracking of the attendance and reconcile leave days against number of days worked for within every month
• Serve as one of the focal person during HR audits through the provision of hard copies of required documents.

Mandatory Requirements

• Education Degree: University Degree in Public Administration, Management, Accounting or similar disciplines.
• Work Experience: At least 1 experience in human resources management with an international ngo, additional years of experience will be an added advantage.
• Language Skills: Very strong background in English Language, fluent in Hausa.

Knowledge and Skills:

• Good analytical and writing skills;
• Knowledgable about the Nigerian Labor Law and the provisions of the National Social Security law.
• Computer Skills: Good knowledge of MS office software including Word, Outlook. Excellent in Excel.

Assets:

• Interests: Committed to engaging in the humanitarian field;

Transversal Skills:

• Well organized and capable of meeting deadlines;
• Detailed-oriented;
• Autonomous;
• Able to take initiative to deal with difficulties encountered in daily work;
• Ability to adapt or change priorities according to the changing situation within an organization;
• Ability to work under pressure;
• Flexible with change in working schedules;
• Effective communicator.