Fresh Jobs at Save The Children

ROLE PURPOSE:

• The role holder will be responsible for the provision and management of effective HR and Administrative services in the Adamawa office.
• The Human Resource and Administration Officer will contribute to ensuring that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to Save the Children Quality Standards and endeavours to Human Resource & Administrative services and implement effective administration systems.

KEY AREAS OF ACCOUNTABILITY:

Human Resource Management

• Assist in ensuring staff compliance with human resources polices, as per SCI's Operations Handbook and all other key policies.
• Assist employees in Human Resources related issues and concerns.
• Support in reviewing Human Resources processes and suggests improvements.
• Responsible for ensuring the following are accurate, complete, and up to date: -personnel files, administration of health insurance scheme, ID card, Compulsory courses on LMS, probation.
• Focal point for the liaison on Health Insurance matters at the Area level & serve as the focal point in scaling up with HR/Admin Manager.
• Ensure clearance and debriefing is carried out for exiting staff and all documentation is on file.
• Support in updating of HR reports and trackers for decision making.
• Scan and upload relevant documents on SharePoint.
• Assist the Human Resource Manager in the development of annual needs for staff development / trainings through the formal performance review process.
• Identify training courses and their costs and maintain a list of available courses.
• Provide support to supervisors to arrange training opportunities for staff.
• Preparation of consultancy contracts for national and international consultants as well as keeping an updated and accessible database of consultants in line with acceptable SCI procedures.

Compensations & benefits

• Assist in updating, and processing staff payrolls in close collaboration with the HR/Admin manager, and ensure onward submission to the Country office.
• Ensure that all relevant deductions are effected on a monthly basis.
• Prepare and submit required reports on a weekly basis.
• Ensure that records of all Human Resources related information is kept and sent on timely basis to relevant parties.

Development, people planning, recruitment and well-being.

• Assist in people planning activities (e.g. ensure job descriptions are on file for all roles)
• Support with all phases of recruitment when assigned by the HR/Admin Manager.
• Ensure new staff receive an appropriate orientation and induction.
• Prepare and update briefing/induction packages for new staff and oversee/coordinate the induction process.
• Assist managers and staff on effective performance management and administer the collation of performance management documentation.
• Support staff development activities including promoting the SCI Learning Catalogue (LMS).
• Receive applications from prospective candidates and maintain an applicant database (Casual workers)
• Participate in panels as well as in the long listing and interviewing as well as negotiating offers for prospective staff.
• Participate in the planning and facilitation of Global Inductions for new hires within Save the Children in Nigeria on quarterly basis.

Representation

• Assist HR Manager in developing and maintaining contacts with other key actors/INGO partners.
• Assist with the analysis of HR needs of a programme and look for sustainable solutions. Provide a generalist HR service to managers across a full range of HR issues.

Administration and Office Management

• Management of Office facilities and travel for the field & Country operations
• Ensure the Adamawa office is adequately equipped with sufficient levels of supplies (consumables, stationery, equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency.
• Oversee the maintenance of the office premises/residences, furniture, fittings, and all equipment in a fully functioning state.
• Pro-actively identify potential problems affecting staff, proposing solutions, and working to put them in place.
• Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money.
• Manage and supervise the Administrative and Office Assistants
• Liaise with the Programme Operations (field and Borno Area office) to ensure that shared office support functions run smoothly, and resources are used efficiently and effectively.
• Ensure compliance with Save the Children Quality Standards, Global Policies and Guidelines.
• Processing all admin related payments on timely manner and ensure following up with the team for submission of activity reports and receiving services on the Ariba.

Travel, Logistics & Events

• Oversee the management for all travel, business visas, and accommodation for visitors, consultants, and staff on official Save the Children business.
• Ensure that travel is on schedule and cost effective and that visits to Country Programmes occur with a minimum of disruption and downtime
• Ensure that event management, meetings, trainings and conferences are effectively managed ensuring value for money and transparency in all the processes.

Working Contacts

• Internal: Field office, Area office, CO and SO Management team
• External: Other INGOs, Statutory bodies

BEHAVIOURS (Values in Practice)
Accountability:

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work, and ability to analyse complex sets of relationships and situations.
• Holds self and others accountable.

Ambition

• Creating best-in-class EA function.
• Future-orientated, thinks pro-actively.

Collaboration:

• Working effectively with stakeholders to achieve common goals.
• Excellent communication and interpersonal skills
• Builds and maintains effective relationships, with their team, colleagues, members, and external partners.
• Approachable, good listener, easy to talk to

Creativity:

• Designing more effective admin systems
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency, demonstrates highest levels of integrity.

QUALIFICATIONS

• University degree in Human Resources/Administration, Business Administration, or other related discipline.

EXPERIENCE AND SKILLS

• A minimum of 3 years of experience in a Human Resources and Administration role in an NGO/commercial sector.
• Proven ability to provide high level support to management teams.
• Ability to plan and organise a substantial workload that including complex, diverse tasks and responsibilities.
• Experience of managing and developing teams.
• Experience of setting up and maintaining management information systems and office systems.
• Experience of effective budget development and management.
• Experience of negotiating service contracts and ensuring value for money.
• Excellent communication skills to deal tactfully and sensitively with a wide range of people.
• Excellent organisational skills and a track record of consistently prioritising delivering on time.
• A high level of computer literacy
• Good judgement, initiative and problem-solving ability.
• Commitment to Save the Children’s mission and values.
• Ability to maintain confidentiality in all aspect.

Desirable

• Hands-on experience/skills in MS Office applications (Excellent computer skill).
• Knowledge of oracle or related HR platforms
• Ability to work under pressure to meet deadlines.
• Ability to travel to deep field locations to support in recruitments and other admin functions.
• Ability to work independently on his or her own initiative with problems solving skills.
• Strong team and interpersonal skills
• Fluency in written and spoken English.

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ROLE PURPOSE:

• This role will support the Humanitarian Supply Chain officer to coordinate the setup and/or scale up of emergency response logistics functions in Yola and Mubi offices. The responsibilities will include, but not limited to, provision of support [Warehouse, Procurement (Buying only), Fleet and Assets] to all program activities in Yola and Mubi, supervision of national logistics staff/intern, coordination with Maiduguri office logistics in delivery of programme stocks, coordination with Logistics Sector on free storage, etc.
• In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Role Dimensions:

• This role will support Yola Supply chain to coordinate the setup or scale up of emergency response Supply chain functions in Yola and Mubi.

KEY AREAS OF ACCOUNTABILITY:

• Coordinate with Program Managers/Budget Holders to ensure the needed support for program implementation is given with efficiency and effectiveness.
• Ensure that Save the Children minimum standards of logistics procedures, country and donor policies are implemented and adhered to in the area of responsibility.
• Assets – all purchased assets for the Yola and Mubi operations are recorded and updated in the Asset Register.

Warehouse and Stock Management

• SCI Warehousing – all programme stocks are received and recorded in TIM in accordance with the Purchase Order specifications, properly recorded in a timely manner, preserved in mint condition, organized according to type and homogeneity, and dispatched in line with program distribution plan.
• Logistics Sector Free Storage – coordinate with partner and PMs for the storage and dispatch of programme stocks. Ensure that Stock Reports are obtained in a weekly basis for records keeping.
• Fleet – all transport needs for staff and stocks are covered and vehicle records well-maintained.

Procurement (buying) 

• Ensure that all local purchases are only done from the pool of FWA and Prequalified suppliers. 
• Advise SC/Logistics on the Procurement Categories that need to be established for the Yola and Mubi programme operations.
• Lead on the supplier follow-up and ensure deliveries are in accordance with the terms outlined in Purchase Orders.
• Closely coordinate with Humanitarian Logistics Coordinator and Security Manager on the cargo/stock movement coming from Maiduguri Office.
• Lead and manage Logistics Intern/volunteer to ensure all deliverables are met efficiently, effectively and in a timely manner.

BEHAVIOURS (Values in Practice)

• Understanding humanitarian contexts and application of humanitarian principles
• Accountability – ensure efficient and transparent use of resources in line with Save the Children policies and procedures.
• Addresses difficult situations and makes tough decisions confidently and calmly.
• Maintains focus on delivery of timely and appropriate results using available resources; identifies and acts on issues and problems in area of responsibility.
• Maintaining and developing collaborative relationships
• Establishes clear objectives with teams and individuals, and monitors progress and performance.
• Operating safely and securely
• Identifies and communicates risk and threats and minimizes these for oneself and the agency.
• Takes measures to do no harm and to minimize risks for partners and the communities.
• Reduces vulnerability by complying with safety and security protocols set by the organization.
• Managing yourself in a pressured and changing environment:
• Keeps oneself emotionally stable when helping others.
• Remains effective and retains perspective in the face of difficult or demanding situations.
• Maintains ethical and professional behavior in accordance with relevant codes of conduct.
• Plans, prioritizes, and performs tasks well under pressure.
• Takes responsibility for own work and impact of actions.
• Leadership: Action; Thinking; Self; Inspiring; Developing Others
• Delivers results and always acts with the beneficiaries in mind.
• Anticipates current and future needs.
• Tailors' communication style to certain audiences
• Demonstrates approachability and trust by listening carefully to others and valuing their contributions, and making others feel comfortable by being open and honest about their thoughts and feelings

COMPETENCIES FOR THIS ROLE:

Delivering Results

• Takes personal responsibility and holds others accountable for delivering our ambitious goals for children, continually improving their own performance or that of the team/organization.
• Level required: Leading Edge

Problem Solving & Decision Making

• Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organization.
• Level required: Leading Edge

Applying Technical & Professional Expertise

• Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organization.
• Level required: Accomplished.

Working Effectively with Others

• Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives; knows when to lead and when to follow and how to ensure effective cross-boundary working.

Level required: Accomplished

QUALIFICATIONS AND EXPERIENCE

Essential

• Education – a degree in logistics/supply chain or it equivalent  
• Minimum 3 years post NYSC prior experience in logistics management in the NGO sector, within complex/large scale country programmes and in emergency response/humanitarian environments
• Proven experience in al technical areas of logistics operations including procurement, transport/distribution, warehousing and stock management, fleet management and asset management (experience in communications and/or security is a plus)
• Experience of working in remote field bases with limited infrastructure
• Experienced in managing and supervising others in logistics.
• Ability to synthesize and analyze information, and make clear, informed decisions.
• Ability to build relationships quickly with a wide range of people, both internally and externally
• Strong planning, management, and coordination skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
• Cultural awareness, with strong written and spoken communication and interpersonal skills in English.

Desirable 

• Technical experience/training in specific areas of logistics e.g. fleet mechanics, warehousing, procurement, and IT/communications networks
• Technical experience/knowledge in specific types of humanitarian intervention e.g. Health, WASH, Food Security
• Working knowledge of local language(s)