Latest Jobs at Helen Keller International

Reports to: Finance and Admin Officers/HR/Admin. Associate

Overall Responsibilities

• The Office Assistant is responsible for supporting the Logistics Associate in States and HR/Admin.
• Associate in Abuja in the management and maintenance of all Office assets and space. He/she shall clean the offices and runways of the office.

Essential Duties and Responsibilities

• Beginning at 6:00 AM, sweep and mop all offices; dust all furniture including, shelves, window sills, equipment, desks and tables and other areas; empty trash baskets.
• Cleans, sanitizes, and stocks restrooms and ensure that there is water permanently.
• Notifies the Finance and Admin Officers in States/HR/Admin. Associate in Abuja when repairs are needed.
• Fills out cleaning and maintenance checklists at the end of every day and submit to your supervisor.
• Locks the doors and switch off all lightnings at the end of every day.
• Follows safety rules and precautions.
• Verify copy/printing areas to assure all supplies are available and in proper order: reams of paper, staplers and staples, hole punches, paper clips (large, medium, small), document clips (large, medium, small) pens, pencils, erasers, highlighter; verify areas a second time around lunch time.
• Ensure availability of hot water, coffee, tea, milk, and sugar in the conference room during external meetings.
• Wash and put away kitchen utensils; clean refrigerator as needed.
• Remove spiders, once a week, on all the walls and ceilings.
• Assist your supervisor in the organization of meetings, seminars and trainings.
• Act as receptionist when needed. Receive and direct all incoming calls, greet visitors and notify staff of their arrival; receive and distribute external mail and faxes; and receive deliveries.
• Assist your supervisor with copying and binding of material as requested as well as handle miscellaneous administrative or clerical support to staff as requested.
• Clean glass windows as required.
• When heavy rain starts, check building for open windows; close windows in empty offices; mop office areas where water has entered.
• Identify and report office problems (ie. broken locks, water leaks, etc.) in writing to your supervisor.
• Carry out any other tasks as required.

Qualifications

• Experience in the organization of seminars, workshops and meetings.
• Minimum of High School/OND with at least 2 years previous cleaning and office or receptionist experience.
• Demonstrated competence in paying attention to details and quality.
• Effective interpersonal skills; demonstrated ability to interact professionally with a culturally diverse staff, clients, and consultants.
• Fluent in English is essential.
• Works well independently and has strong time management skills.
• Follows written and verbal instructions.
• Collaborates with other janitors and maintenance workers as needed.
• Handles the physical demands of the job, including standing and walking for most of the day, bending, climbing, and lifting at least 20 kilograms.

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Reports: HR / Admin. Coordinator

Scope of the Position

• The objective of the HR/Admin. Associate position is to assist HR/Admin.
• Coordinator with hiring actions, ensuring completion of employee’s documentation and administration following approved personnel checklist, complete administrative tasks related to all aspects of HR sections in Nigeria.
• He/she will perform any other duties that may be assigned by the HR/Admin. Coordinator.

Human Resources:

• Assist to prepare recruitment materials including adverts and interview assessment sheet.
• Carry out initial short listing of CVs and coordinate interviews.
• Conduct and manage bio data forms and reference checks.
• Manage all new hire employment forms following personnel checklist.
• Maintains an active and organized data bank of applicants for various positions.
• Plan and coordinate new employee orientation including provision of information about policies, working conditions and opportunities for employee benefits etc.
• Assist with the administration of the health benefits and pension program.
• Management of staff exits, including conducting of exit interviews.
• Provides technical support and back stopping for HR/Admin. Coordinator
• Supervision of Office Assistants/Drivers.

Office Coordination:

• Assist the HR/Admin. Coordinator to ensure effective and efficient provision of Helen Keller Office coordination activities which include:
• Coordination and supervision of support staff (driver, office assistant, Securities);
• Overseeing the reception of visitors to the organization and direction of visitors and partners’ inquiries to appropriate authorities in a professional manner.

Office Management:

• Assist the HR/Admin. Coordinator in all Helen Keller registration documentation, immigration and work permits;
• Assist with meetings as needed;
• Ensure safety measures are maintained in the vehicle and office including First Aid and fire precautions;
• Attend monthly meetings and subcommittee meetings as required;

Supervisory and Other Duties:

• Oversee the drivers, Office Assistants, securities in carrying out their functions;
• Provide support in the organization of trainings and seminars;
• Briefing to staff members on human resources issues and general administrative matters; provision of advice and administrative support.
• Execute all other tasks as assigned by the Supervisor

Qualifications

• Bachelor's Degree and 2 years of experience.

Competencies and Knowledge:

• Demonstrated ability to implement and manage all aspects of the HRM function in line with current practices and trends.
• Demonstrated success and familiarity experience in Nigeria is particularly relevant.
• Demonstrated ability to successfully coordinate activities with senior project management staff and proven ability to work successfully in a team in a fast-paced environment.
• Integrity and friendly approach ability.
• Able to maintain high level of confidentiality.
• Demonstrated ability to gain the trust and confidence of colleagues and to handle confidential matters discreetly and have experience in conflict resolution.
• Ability to competently assess priorities; manage a variety of complex activities simultaneously in a time-sensitive environment, and meet competing deadlines.
• Must have demonstrated understanding of Nigeria Labor laws, Company Act, NGO Act and other relevant laws.
• Strong organizational skills and attention to detail.
• Excellent oral and written communication skills in English.
• Demonstrated computer proficiency, including Microsoft Office Suite, especially Word, Excel, PowerPoint and database management.

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Reports: Head, Finance and Operations

Overall Responsibility

• The IT Officer oversees all aspects of the country office’s information systems, working with Global IS staff to ensure network administration, hardware and application management, security, user support and administrative functions are all properly managed.
• S/He keeps the inventory of all equipment, maintains network documentation, and provides desktop support.
• This position requires a broad set of technical, planning, problem-solving and hands-on support skills.
• Especially important is the ability to work effectively in our low-resource settings that present significant infrastructure challenges, and the ability to communicate and collaborate in our multicultural environment.
• Serve as the focal point resource for IT activities within the Helen Keller project offices in Nigeria, and act as primary liaison with the IS department staff in HQ and Region to ensure that the office network is configured and maintained within the parameters established by the IT Support policy.

Essential Duties and Responsibilities
Infrastructure Management:

• Perform installation, maintenance and updating of local area network components, including servers, routers, switches, firewalls, peripherals, printers, network nodes, terminals, and wiring, in accordance with HKI standards.
• Manage the internet connectivity for the office in such a way to maximize the operation and efficiency of the office.
• Maintain the supply of network and computer equipment in the country offices and plan for and implement the routine replacement of hardware components;
• Perform routine server maintenance, event tracking and performance monitoring duties; configuration and security tasks.

Network Administration:

• Maintain the stability and performance of the country office networks, performing quality control, troubleshooting steps and working with vendors and service providers to isolate, diagnose and resolve network problems.

PC and Application Management:

• Perform PC configurations, per HKI IS Standards
• Perform application installation, configuration, testing and upgrade tasks, per HKI IS Standards

Network Security:

• Ensure local defenses against malware and intrusion are adequate and maintained, recommending strategies, applications or services as necessary.
• Manage the office’s firewall and VPN, and anti-malware programs

Data Security:

• Ensure that data backup and recovery systems are in place and functioning, per HKI IS Standards.
• Configure and maintain the use of One Drive for Business and SharePoint for staff file management, and train staff in the proper monitoring and use of these tools.

User Support:

• Provide desktop support services to office staff, performing problem identification and resolution for user problems.
• Perform an Information Systems orientation for new staff, and periodic refresher training for all staff.

Key Qualifications

• Bachelor’s Degree in Information Technology or a combination of relevant education and experience; A+ or Network+ certification preferred.
• Significant experience with network technologies, including local-area network (LAN) protocols, wide-area network (WAN) protocols, IP routing, DHCIP, DNS, TFTP, and WINS.
• Very strong Excel and database skills (Access, MySQL, SQL Server)
• Significant experience with network hardware, including routers, switches, hubs, and CSU/DSU.
• High degree of computer literacy, proficiency in IT infrastructure configuration, and demonstrated advanced computer skills in Microsoft Office Suite applications required. Knowledge of other commercial database applications, including SQL, and inventory control. Experience supporting accounting packages helpful.
• Ability to handle multiple tasks simultaneously, set priorities, and work independently.
• Fluency in English, including speaking, reading, and writing, with the ability to conduct business in English.
• Willingness and ability to travel within Nigeria and internationally, as needed.