Human Resources Officer - Abuja at Medecins Du Monde

MAIN RESPONSIBILITIES 

The HR Officer is responsible for supporting and coordinating human resources and administrative functions to ensure efficient workforce management and compliance with organizational policies and local regulations. The position oversees employee lifecycle processes, including recruitment, onboarding, payroll support, personnel administration, staff travel and accommodation, visa management, guesthouse administration, and contract monitoring.

Key responsibilities include:

• Administering HR processes and maintaining accurate employee records, files, databases, attendance, leave, and payroll documentation.
• Supporting recruitment and onboarding activities, including job advertising, candidate screening, interview coordination, reference checks, and employee induction.
• Assisting with monthly payroll preparation and ensuring the accuracy of HR-related information.
• Managing staff contracts, amendments, renewals, and personnel documentation in compliance with organizational requirements and labor regulations.
• Coordinating employee exit procedures, including final documentation, clearance processes, and recovery of organizational assets.
• Managing visa and immigration processes for national and international staff, ensuring compliance with Nigerian immigration regulations and timely submission of required reports.
• Coordinating staff travel, accommodation, airport transfers, and related administrative arrangements in collaboration with Logistics.
• Overseeing the management of guesthouses and expatriate accommodations, ensuring safe, functional, and well-maintained living environments.
• Monitoring administrative contracts, leases, service agreements, and MoUs, ensuring timely renewals and proper recordkeeping.
• Maintaining effective filing systems, trackers, and administrative reports to support operational efficiency and compliance.
• Promoting adherence to organizational policies, procedures, safeguarding principles, and codes of conduct.
• Providing administrative and HR support as required and performing any other duties assigned by the line manager.

TASKS DESCRIPTION:

Human Resources Administration

• Maintain accurate staff records, including contracts, personal files, leave records, attendance sheets, and payroll documentation.
• Track and manage annual leave, attendance, and timesheets, ensuring timely submission and proper recordkeeping.
• Support monthly payroll preparation and assist in verifying HR-related data.
• Maintain both electronic and physical personnel files and HR databases.
• Monitor and support staff performance review processes and documentation.
• Coordinate with relevant departments on staff medical reimbursement follow-up.
• Promote employee understanding and compliance with organizational policies, procedures, and labor regulations.
• Ensure all HR documentation is complete, accurate, and securely filed.

Recruitment and Onboarding

• Executes recruitment activities from sourcing to onboarding, including job advertisements, candidate screening, interview coordination, and reference checks.
• Maintain recruitment records and ensure full compliance with recruitment procedures.
• Coordinate induction and onboarding processes for new employees.
• Prepare, update, and monitor employment contracts, amendments, and extensions, including contracts for Ministry of Health (MoH) staff and casual workers.
• Collaborate with relevant departments to maintain updated staff contact information.

Employee Exit Management

• Coordinate staff separation procedures and ensure compliance with exit protocols.
• Process final employment documentation and support the preparation of final payments.
• Liaise with Logistics to ensure the recovery of organizational assets from departing staff.

Visa and Liaison Management

• Ensure compliance with Nigerian immigration requirements for national and international staff.
• Coordinate visa applications, renewals, permits, and related documentation, including Business Visas, Temporary Work Permits (TWP), and CERPAC applications.
• Maintain accurate visa and movement trackers and staff immigration files.
• Liaise with immigration consultants and authorities to ensure timely processing of applications.
• Coordinate monthly immigration reporting requirements, including NIS submissions.
• Ensure effective communication with staff regarding visa requirements, renewals, and processing timelines.

Administration and Contract Management

• Monitor and manage administrative contracts, leases, service agreements, and framework contracts, ensuring timely renewals.
• Maintain administration trackers and submit regular reports to the HR & Administration Manager.
• Ensure proper filing and record management, both physically and electronically.
• Follow up on Memorandums of Understanding (MoUs) and related administrative documentation.
• Support the development and maintenance of supplier and casual worker databases in coordination with Supply Chain and Logistics teams.

Guesthouse Management

• Ensure guesthouses and expatriate residences remain safe, functional, and well maintained.
• Monitor cleanliness, living standards, stock levels, and facility utilization.
• Maintain and regularly update the Guesthouse Handbook.
• Serve as the focal point for guesthouse and expatriate accommodation matters, including landlord relations.
• Address accommodation-related concerns raised by staff and visitors.

Support on Staff Travel and Accommodation

• Coordinate travel and accommodation arrangements for staff and visitors.
• Liaise with Logistics to facilitate international travel bookings, airport transfers, and accommodation arrangements.
• Maintain accurate travel and accommodation tracking systems.
• Ensure timely communication and resolution of travel-related issues.

OTHERS:

• Develop and maintain efficient administrative filing systems.
• Prepare and update administration reports and trackers as required.
• Perform any additional duties assigned by the line manager.
• Adhere to organizational policies, procedures, safeguarding standards, and security guidelines.

QUALIFICATIONS & COMPETENCIES

Education

• University degree in Human Resources, Social Sciences, Business Administration, or a related field.
• Relevant professional certification in HR or administration is an advantage.

Experience and Skills

• Minimum of 2–3 years of relevant professional experience in Human Resources, and/or Administration, preferably within an INGO, NGO, or humanitarian organization.
• Demonstrated experience in recruitment, personnel administration, payroll support, contract management, and employee record management.
• Experience working with government authorities, service providers, and external stakeholders.
• Previous experience in a complex, multicultural, and security-sensitive operational environment is desirable.
• Strong knowledge of HR policies, labor regulations, and personnel administration practices.
• Experience in processing payroll, managing personnel files, and maintaining financial records.
• Ability to monitor contracts, administrative agreements, and compliance requirements.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Experience with HR and database management systems is an asset.
• Ability to maintain discretion when handling sensitive HR and financial information.
• Willingness to travel within the area of operation when required.

DISCLAIMER: Please note that MdM does not engage in or accept bribes in exchange for job opportunities. Any attempts to offer or accept bribes will result in immediate disqualification from the recruitment process.

Due to the nature of this role, we will be reviewing applications on a ROLLING basis, and the role might be filled and closed before the closing date. Early applications are encouraged.