Job Vacancies at Premiere Urgence Internationale (PUI)

General Objective

• The Human Resources Officer is responsible for assisting the Base Admin Manager in the Human Resources tasks, including administrative duties for National and International staff, recruitment and evaluation participation for national staff, follow up of contracts, filing/archiving, etc;
• s/he will work with the Base Admin Manager to ensure the Human Resources management of Monguno Base Office, in compliance with PUI and donors procedures and National and local regulations.

Responsibilities and Tasks
HR / Administration follow-up:

• Supervision of staff in Monguno base.
• Supervision of public holidays management & keeping informed all staff in the base.
• Control & checking attendance sheet of staff and arrangement of monthly report for salary distribution.
• Ensure the compliance of National staff contract procedure as detailed in PUI Internal Staff Regulation.
• To ensure the administrative management of national staff, in particular, payroll operations, monitoring absences, the construction, updating and archiving of personnel files.
• To follow all bills and changes associated with employment law, employment in general, and staff training.
• Update and follow up of new Admin /HR formats.
• Management and follow up of International staff issue in coordination with his/her supervisor.
• Follow up of staff Appraisal forms
• Ensure all new staff have ID cards.
• To train the admin staff on the HR component
• To follow probation period deadlines and make sure all employees are evaluated before the end of their probation period.
• To follow the contract drafting and signing as well as contract dates, renewal and termination of all staff. Tracks and update the various line Managers on probation dates and end of contracts.
• To ensure that the base organizational chart is coherent and conform to PUI classification grid and salary scale.
• To implement ISR and ensure adherence to the other PUI policies including PUI Code of Conduct, PSEA, CP, AFC and organize discussion sessions on this policies to all staff. To provide information to all employees regarding the same at all times.
• To stimulate internal communications and anticipate risks associated with Base HR.
• To assist the HR Manager/Admin Manager during meetings with personnel representatives and with other NGOs.

Recruitment:

• Assist in the Preparation of vacancy announcements for National staff in PUI Monguno base.
• Assist the line manager in receiving all applicants’ Cvs, draft candidates’ list, conduct interviews to recruit in required positions and file all applicants’ CVs & Documents in specific binders.
• To supervise the recruitment process with the different heads of departments, and ensure strict compliance to PUI recruitment procedures.
• Draft employment contract for National staff and collect all information required for contract. (ID card, photos, identification information, reference, credentials, etc.)
• To organize the induction training of all new staff and make sure they receive all necessary information and tools and signed copies.

Payroll:

• Gather all necessary information from employees in the base and update in the HR Database/payroll.
• Check and control all staff grade, salary & position to be in accordance with PUI salary grid and internal process.
• To prepare payslips based on the HR Data at the end of each month and ensure it is signed by each employee;
• To ensure documents regarding legal contributions to national schemes are regularly archived.

General administration & daily HR management:

• To file and archive the general administration documents (renting contracts, MoUs, etc.)
• To confirm employees' attendance at the office through the proper keeping of attendance tracking forms;
• To file leave requests of all employees (paid leaves, sick leaves, circumstance leaves, maternal/paternal leaves) and help the supervisor to draw up an annual leaves plan according to personnel requests
• To perform all necessary tasks related to the general administration of PUI Monguno office.
• Prepare documents for payment for Social Security and income tax.
• To follow probation period deadlines and make sure all employees are evaluated before the end of their probation period.
• To ensure good communication, coordination, and information level within the team through regular Base coordination meetings, formal reporting (or other if needed).
• To initiate and maintain a dialogue with all relevant local and national authorities regarding all HR-related subjects and legislations.
• Be attentive for any risk or abuse of power (whether this is between local employees, or between expatriate and local employees or any other type of abuse of power) and report any inappropriate behavior to the Field Coordinator.

Filing:

• Ensure a proper filing system of all PUI staff documents in the base.
• Ensure that all HR files from the base are properly collected and reported to Coordination office.
• To ensure the physical and electronic archival of HR files as per the archiving process at the mission level, as well as securing administrative documents
• Ensure that all HR files at th base with sensitive level are reported to Coordination Office
• Prepare the HR files for audit and verification visits;
• Archive training certificates in HR files as per the archiving process;

Training:

• Training of new staff for HR/Administration positions in bases.
• Organize Workshops to improve the base Human Resource knowledge of the PUI Administrative System.
• Brief Training for all new Staff on PUI HR policies and PUI Code of Conduct.
• To solve team conflicts, if any, and ensure team building
• To support the admin staff in improving their performances
• To solve team conflicts, if any, and ensure team building.
• To implement and follow up internal safety and security rules/protocols for her/his team and transmits all safety and security information to his/her supervisor
• To report to his/her line manager problems and/or concerns on technical issues.
• Support in identifying training needs and work to organize or plan trainings

Priorities of the Department:

• Support in the implementation of the ISR and guidelines.
• Support in the improvement of capacity building on the mission.
• Monitors the good application of the ISR and guidelines
• Ensures that all administrative personnel files and employees’ documents are in accordance with working for PUI in the country and donors requirements.

Mandatory Requirement

• Language skills: Fluent in English and Hausa; (Kanuri is an asset)
• Education degree: University degree in Human Resources or Administration Management, Public Administration or related fields.
• Work experience: Minimum 2 years of experience in a similar position (NGOs/private companies) is a strong asset.
• Knowledge and skills: Good analytical and writing skills. Good management capacities and team leadership spirit.
• Computer skills: Good knowledge of MS office software including Word, and Outlook. Excellent in Excel.

Other:

• Good skills in reports and contracts redaction
• Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines
• Knowledge of humanitarian actors
• Good management and pedagogical skills
• Excellent communication and diplomacy skills to manage relationship in potentially tense situations

Assets:

• Interests
• Strong motivation to help people in need
• Understanding of the political situation in the area
• Transversal skills:
• Conflict resolution and diplomacy experience.
• Able to analyze and suggest improvement.
• Able to take initiative to deal with difficulties encountered in daily work.
• Able to adapt or change priorities according to the changing situation within the base or the organization itself.
• Autonomous, neutral, hard working.
• Able to manage stress and pressure.

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Job Brief

• The Finance assistant will have to assist Finance Officer and Base Admin Manager in all the activities related to finance and cash management.

Responsibilities and Task
Treasury & Cash Follow-up:

• Manage the cashbox and ensure the safe keeping of cashbox
• Process receipts and invoices for cash payments
• Do daily physical inventory of the cashbox with the Finance Officer
• Ensure the daily worker payments
• Prepare and follow up the pay-outs and cash advances, within established guidelines
• Guarantee security of the cashbox and confidentiality of information

Finance & Accounting Management:

• Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures
• Record cash expenses in the excel books on a daily basis, and properly fill in the information needed (date, accounting code, project, budget code, etc.)
• Issue voucher numbers, and properly archive the invoices and Saga vouchers in dedicated files, as per the donors’ rules and regulations
• Assist in the preparation for the external audit visits (donor and coordination visits)

Archiving Finance record:

• Manage the electronic archival of Finance files as per the filing process at the base level and share the scan data with Abuja
• Manage the physical archival of Finance files as per the archiving process at the base level

Priorities of the Department:

• Be responsible of all cash payments and relevant protocols related to the base
• Ensure the accountancy hard copies quality
• Scanning of all finance documents
• Ensure that the cash security procedures are implemented and respected

Mandatory Requirement

• Language skills: Fluent in Hausa and English, intermediate in Kanuri is appreciated
• Education degree: University Degree in Finance, Accounting, or another relevant degree
• Work experience: Minimum 1 year of experience in a similar position (NGOs/private companies)
• Knowledge and skills: Good analytical and writing skills
• Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel

Assets
Interests:

• Strong motivation to help people in need
• Accounting and finance

Transversal skills:

• Well organized
• Ability to take initiative to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Autonomy, neutrality, hard worker
• Able to manage stress and pressure