JOB SUMMARY: The Officer, Country HR and Admin provides Human Resource and Administrative support for the HR department. He/she will be responsible for HR operational oversight of key HR functions including Talent Acquisition and management, Staff Relations and Administration support, and Performance Management support etc.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.
MAIN TASKS AND RESPONSIBILITIES
The applicability of each duty and responsibility may vary depending on (1) the country program projects implementation and (2) its staffing management.
The country program projects implementation could be for (1) an emergency response domestically or internationally or (2) existing development projects internationally.
The staffing management will be applicable according to International Medical Corps proposal activities and its current representation in country. The duties below are representative of general scope for this job profile and will be applicable accordingly for staff management of (1) national staff only, or (2) international staff only, or (3) both national and international staff.
HR AND ADMINISTRATION MANAGEMENT
- Participate in reviewing national staff policies and recommend changes/additions/deletions to the HR & Administration Manager.
- Provide support to program and operations staff in interpretation of HR policies and procedures and provide technical support on HR issues, as directed by supervisor.
- Work with HR & Administration Management on implementation of strategic planning of the department.
- Conduct regular field travel to project offices ensure proper implementation of human resources procedures and assist/ support managers in their needs.
- Maintains compensation databases and ensures employment records are properly maintained in the HR systems (CostPoint, Local HR system).
- Facilitate the recruitment process and advice the hiring manager on each recruitment stage and prepare regular recruitment tracking reports.
- Ensure that recruitment process is fair and transparent and in line with IMC HR policies and procedures.
- Ensure proper orientation for all new staff; collaborate and coordinate with other departments to provide an engaging and welcoming orientation.
- Advise and facilitate employee separation process and maintain separation documents in employee file.
- Assist in updating organograms, maintaining contact lists, and information flow lines on regular basis.
- Assist in preparation of employee contracts, and other mandatory documents are signed and filed.
- Assist in writing personnel letters as required (transfer, Promotion, increment, acceptance of resignation and others).
- Assist in preparation of separation / terminal benefits.
- Assist HR Management to do periodic turn over analysis.
- Coordinate travel of international staff (itinerary, ticketing).
- Ensure that all the personnel files are kept in safe custody and are updated on regular basis. Also, ensure that the required documents are uploaded on shared cloud system (Office 365).
- Support HR Management to ensure that performance reviews are processed timely and filed.
- Supports country program supervisors and staff in the goal setting, end of probation or annual performance reviews ensuring proper documentation of performance appraisals.
- Supports country program supervisors to identify training needs or performance gaps of staff.
- Support the audit and compliance process and provide the documentation after reviewed by HR Management.
- In collaboration with supervisor, liaise with the Certified Public Accountant for the NSSF and Income tax payment schedules.
Admin support:
- Organize as necessary visa applications/ immigration clearance procedures for international staff.
- Ensure that office and Guesthouse supplies are available and replenished timely.
- Track office and Guesthouse utility bills and lease agreements to ensure timely payments and renewals.
- Ensure that facility staff are well coordinated and effectively performing their roles.
- Manage utilization of office space and bookings for accommodation to IMC Guesthouse.
- Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.
MINIMUM QUALIFICATIONS
- Typically, a Bachelor’s degree in related area. Degree in HR management is preferable. Equivalent combination of relevant education and experience may be substituted as appropriate.
- Typically, 3+ years’ experience as a HR generalist
- Previous experience with International Medical Corps is a plus
- Knowledge of local labor laws
- Experience with human resource information system would be an added advantage
- Knowledge of principles and procedures for staff recruitment, selection, training, compensation and benefits, job design, labor relations and negotiation, and Human Resources Information Systems.
- Knowledge and understanding of local employment standards
- Strong MS office and the ability to use technology to collaborate
- Good conflict management skills
- Excellent communication and interpersonal skills.
- Excellent planning and organizing skills.
- Ability to work effectively and collaborate with others
- Ability to maintain confidentiality and foster trust and respect.
- Self-motivated, highly organized and detail oriented.
- Flexible, comfortable with deadlines and able to work well under pressure.
- Ability to perform multi-tasking.
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JOB SUMMARY
This role is responsible for effectively managing CGPP project activities and resources, providing leadership and stewardship to the project team and maintaining collaborative links with the project's key stakeholders at community and sub-national levels.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
MAIN TASKS AND RESPONSIBILITIES
Project Development and Implementation
- Support local partners to manage all aspects of the project cycle including planning, implementation, monitoring and evaluation at community level.
- Work with M/E team to ensure the quality of the programs data and information documented accurately.
- Ensure project narrative reports are prepared and submitted timely to supervisor using donor reporting requirements.
- Track/monitor day-to-day progress against project milestones and activities, against scheduled detail implementation work plans and overall project objectives.
- Support implementing local partners to engage with at provincial, district, and community level throughout the project implementation.
- Work with local partners to identify needs for technical support and capacity building and help facilitate the provision of these needs.
- Support shared learning and collaboration between partners by facilitating partner networks and meetings at state level.
- Implement strategic frameworks for all programmatic thematic areas of International Medical Corps project in the state.
- Assist in field level activity planning and implementation to ensure program quality, completion of activities within allocated funding and project period.
- Represent International Medical Corps with all stakeholders and in all relevant forums at sub national level.
- Undertake on-going field visits to project sites to support monitoring of effectiveness, efficacy, and impact of volunteer and other project activities.
- Assist in ensuring proper functioning of reporting systems for regular assessment, monitoring and evaluation of the program against its objectives and expected results.
- Support and direct supervision of field site support staff and collaborate with district medical team on proper implementation of the service.
- Assist in ensuring the effectiveness of the community-based feedback mechanisms in all LGAs sites where IMC is implementing the CGPP activities. Utilize this mechanism to provide response and feedback to target communities.
- Prepare and submit timely project reports as required by supervisor.
Partner organization support
- Support capacity of local partners that are working in partnership with IMC.
- Assist communication team in follow up and document regular meetings with key influencers and other communication partners in the state.
- Assist in planning polio program with the local communities.
- Assist in documenting quality and action-oriented monthly review meetings with local partners.
Representation and external coordination
- Represent International Medical Corps in coordination meeting at state level as required.
- Serve as resource person who will cultivate and sustain positive relationships and collaboration with key state stakeholders.
- Maintain smooth relations and open collaboration with state government and local stakeholders and serve as the health resource person.
Finance
- Assist in development of program work plan including budget to ensure timely completion of all project activities within the allocated resources This includes a detailed weekly/monthly activity and budget plan for CGPP activities and ensure implementation of planned activities according to the work plan adhering to the budget according to IMC standards.
Logistics
- Organize and follow-up on all other procurements needed for the project at state level.
- Assist in GIK distribution to ensure that the supplies are distributed timely and efficiently.
Human resources management
- Support the recruitment and onboarding of project staff.
- Resolve conflicts and problems to ensure smooth project operations.
- Supporting the state and providing technical assistance including capacity building of field staff and other government health workers for effective implementation of thematic areas of immunization program.
Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily comprehensive.
MINIMUM QUALIFICATIONS
- Typically, a bachelor's degree in health, epidemiology, social science or related field. Master's degree in public health, social or behavioral Sciences or equivalent from recognized learning institution is desirable. An equivalent combination of relevant education and experience may be substituted as appropriate.
- Certified training in project planning and management, monitoring and evaluation, is an added advantage.
- Data management, data analysis, and information operations.
- 7 years of experience in the Sector; 5 years of specific project management/polio eradication experience
- Experience in Polio and Routine immunization required.
- Knowledge of Northern Nigeria as well as speaking Hausa language is mandatory.
- Experience in high-risk environments required, experience in L3/L2 emergencies is preferred.
- Experience in remote management
- Experience of facilitation of training review meetings and workshops
- Experience on budget and administration logistics and Human Resources management
- Experience on report writing.
- Ability to cope with stress; hardship; patience and flexibility and willingness to work additional hours to meet tight deadlines.
- Ability to work effectively with state government, community leaders, national organizations, donors, partners, and other International Medical Corps relationships.
- Advanced proficiency in the use of MS Office, and other computer applications
- Strong organizational skills
- Ability and willingness to travel and work in rural areas where the project is implemented, sometimes at short notice and for longer periods.
- Results-oriented attitude to work and ability to work independently with little support.
- Demonstrated experience and skills in ensuring community participation and gender issues in humanitarian programming.
- Ability to provide technical support for IMC staff and government health workers on proper implementation of the service.
- Fluency in English and applicable local language
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