Job Vacancies at Action Against Hunger | ACF-International

Starting date: as soon as possible
Direct Line Manager: HR Head of Department

Objective 1

• Support the implementation of comprehensive HR policies and procedures, and remains compliant with local labor laws

Tasks & Responsibilities:

• In close collaboration with the HR Head of Department, support with the following:
• Provide input in the development and implementation of an annual HR strategy for the mission.
• Act as the focal point for the implementation and roll out of HR policies
• Review the mission Internal Regulations annually, ensuring that it is compliant with the Action Against Hunger policies, local labor and tax laws.
• Monitor the mission activities and ensure teams remain compliant with HR policies and procedures.
• Provide support to the HR HOD to oversee staff management issues that require informal or formal disciplinary action, ensuring each incident is appropriately documented.
• Provide support to oversee management of personnel law-suits.
• Liaise with local labor authorities, as required.
• Provide support to prepare or review HR requirements in all project proposals;
• Liaise with other NGOs working in country to compare policies and establish best practices.
• Review the mission Internal Regulations annually, ensuring that it is compliant with the Action Against Hunger, local labor and tax laws.

Objective 2

• Provide support to ensure HR administration is accurately maintained as per Action Against Hunger and local regulations - Personnel files, employment contracts and organograms, immigration activities etc.

Tasks & Responsibilities:

• Accurate and organized filing system for all staff personnel files;
• Enrolment/registration of new staff and update details of existing staff for the health insurance;
• Creation and printing of staff ID cards for all new joiners and internal transfers in the mission;
• Ensuring that all staff have valid employment contracts and in preparing and monitoring the details of all local labor contracts;
• Managing travel, visas, work authorizations for expatriate staffs;
• Managing and facilitating travels, arrival and departure of international staff in and out of the country;
• Liaise with the bases and Abuja counterpart in order to keep up-to-date the country organization charts;
• Represent Action Against Hunger to local government authorities as well as to the Ministry of Budget and National Planning and Immigration;
• In coordination with the HR HOD and CD support medical evacuations from the mission.

Objective 3

• Support in overseeing the Payroll and Benefits Administration for the mission

Tasks & Responsibilities:

• Ensuring that the following core Action Against Hunger HR tools are applied to the mission salary structure:AAH Classification Grid, AAH Salary Scale and AAH Seniority rules.
• Work closely with HR HOD to provide support to periodically review the salary scale to ensure it remains competitive with other local organizations and responding to increases/decreases in the local cost of living and under taking necessary assessments.
• Supervise the preparation of national staff payroll including salaries, special allowances, and social security contributions.
• Assist with the monthly review and first phase of validation of each base payroll updates and timekeeping of payroll activities
• Oversee the collection and collation of timesheets for all international staff on mission, and ensure upload on HQ.
• Review leave entitlements (annual leave, R&R, sick leave, etc.) before HR HOD’s approval for any expat or national staff takes requested leave;
• Ensuring all taxes and social security contributions are correctly calculated and filed with the relevant governmental authority as per the required schedules;
• Administrating the benefits and insurance program for national staff, ensuring compliance with local labor regulations. Works with local partner agencies to identify and maximize best coverage using existing resources and budgets;
• Evaluating the risks related to changes in salary and benefits policies.

Objective 4

• Support in communicating HR matters both internally and externally in a timely manner

Tasks & Responsibilities:

• Compile and submit a monthly HR report to the HR- HOD;
• With support from the HR-HOD develop the HR content for briefings and inductions;
• Delivering the on-boarding process to all new staff which includes the submission of Objectives from all bases;
• Delivering exit interviews to leavers at certain levels for the capital and roll out to the bases. Submit information to the HR-HOD and Management;
• Represent Action Against Hunger and support the logistics department to negotiate with all HR-related suppliers – insurance providers, hotel, travel agent, meeting venues, etc.;
• Preparing HR summaries for donor reports, as required.

Objective 5

• Supervise and manage staff under your responsibility

Tasks & Responsibilities:

• Provide day-to-day management of staff directly under his/her responsibility;
• Set objectives with staff under his/her direct management, and appraise their performance in accordance with ACF performance management policies, identifying areas where they require support and capacity building;
• Ensure that all HR policies and procedures are followed for staff directly under his/her responsibility
• Oversee and provide support to the team ensuring an accurate and organized filing system for all HCNs personnel files; Enrolment/registration of all HCN new joiners and update details of existing staff for the health insurance; Creation and printing of staff ID cards for all new joiners and internal transfers in the mission; guest house

Objective 6

• Additional responsibilities

Tasks & Responsibilities:

• Train HR managers on best practices, new policies, roll out new plans;
• Support field teams or fill gap of HR manager if required;
• Conduct or support HR audit in the field and at least do HR spot checks;
• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and responsible for reporting and communication of progress and achievement of the specific assigned task;
• The HR Admin Manager should be flexible and adaptable with regards to the implementation of the daily work/activities;
• The HR Admin Manager is expected to conduct all duties in a professional manner following Action Against Hunger Nigeria mission staff regulations and charter.

Internal & External Relationship
Internal:

• HR HOD - direct line management, exchange of information, coordination, collaboration;
• Capital and  base HR team - exchange of information, coordination, collaboration;
• Direct Line Manager- Pay roll Officer, HR Mobility Officer, HR Assistant;
• Logistics - exchange of information and collaboration for selection and contracting of HR-related suppliers;
• Finance - exchange of information and collaboration for HR cash requests.

External:

• Local governmental and non-governmental partners : exchange of information, coordination;
• External suppliers - review and selection, contract negotiation, exchange of information.

Reporting Responsibilities
Line managed by HR HOD:

• Monthly HR report and statistics to HR HOD;
• Bi- weekly HR updates;
• Annual review of Internal Regulations;
• Life and Health Insurance Tracker in collaboration with the HR Officer;
• Staff Management Trackers.

Position Requirements

• University degree in relevant disciplines (human resources, business administration, international relations, social sciences etc.). Relevant master’s degree and additional human resources; professional training an advantage.
• At least 3 years’ relevant experience as an HR professional in international NGO context
• Background/familiarity with emergency;
• Humanitarian field experience, preferably as a member of a country management team
• Strong knowledge of management, recruitment, payroll & benefits management, training & development, and team management;
• Understanding of national labor law and employment norms and practices;
• Excellent verbal and written communication skills, with experience communicating in different cultural work environments & with a wide diversity of culture;
• Approachable, diplomatic, respecting confidentiality, and able to work effectively in diverse, cross-cultural teams in a complex, multi-site work environment;
• Computer literacy including all Microsoft Office programs (Word, Excel, PowerPoint, Outlook)
• Highly organized, detail oriented and able to work under pressure;
• Disciplined, rigorous, self-motivated and able to set and meet deadlines, work autonomously and arrive at decisions and conclusions with minimal guidance, and within timeline;
• Capacity for analysis, synthesis and reporting of large amounts of information;
• Commitment to Action Against Hunger charter and values.

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Location: Maiduguri, Borno
Job type: Full Time
Contract duration: 6 months (with possibility of extension)
Start date: January 2019
Direct Line Manager: Country Director

Job Summary

• The position will work with the country management team to ensure that organizational security policies and procedures are responsive to the context, adequate and known to staff, and provide advice on humanitarian access processes and approaches in close coordination with program teams.
• Under the supervision of the Country Director, the Access and Security Coordinator is responsible for conducting analysis on security trends, advise, update, and implement the mission security management plan.
• The position will streamline humanitarian access approaches in line with humanitarian principles, humanitarian needs and Action Against Hunger strategy in country.
• The successful candidate will conduct onsite training for staff, facilitate the development and implementation of appropriate plans, standard operating procedures and contingency plans, provide expert humanitarian security and access advice to all levels of staff in the country office including access negotiations and mediation, context and conflict analysis, advisories, and incident management.

Objective 1 - Safety and Security Management Planning:

• Provide technical support to the CD on all policies, procedures, guidelines and planning for staff safety, operational security and program continuity;
• Collaboratively evaluate, review and support the update of Security Risk Analysis and associated security management plans for ACF Nigeria. Reference and ensure compliance to ACF Security Management Framework within the SMP and all annexes inclusive of gender security components.
• Work with CD and Area/Field Coordinators to develop, consolidate and implement operating procedures and contingency plans;
• Evaluate, review and update the hibernation and evacuation plans for all ACF offices and residences in Nigeria and ensure that the practical preparations are in place and known to all staff involved;
• Conduct risk assessments of contracted and prospective offices and residences. Follow up on actions to be taken to ensure compliance with safety and security standards.
• Undertake continual assessments of equipment, and the protocols by which that equipment is used, to ensure that minimal conditions for security are being met.
• Provide and implement best possible solutions for use of equipment to facilitate communication between staff, including here proposing safe alternative means of communication and equipment.

Objective 2 - Humanitarian Access Management:

• Develop ongoing relationships with local authorities as needed and other power brokers within Nigeria.
• Work to ensure that Action Against Hunger, its mission and work in the areas of operations is known and accepted.
• Work to encourage stakeholders to work with Action Against Hunger in ensuring that staff and programs are safe and allowed to continue humanitarian activities in Nigeria.
• Provide technical input and advice in assessments to consider new Action Against Hunger programs in new geographic areas.
• In coordination with Country Director, DCD, and Area/Technical Coordinators, liaise with relevant security actors e.g., NGO Security Focal Point, other NGO security coordinators, UNDSS contacts, local community stakeholders, Governors, etc.

Objective 3 - Monitoring, Analysis and Supervision:

• Identify, establish and manage context appropriate approach ensuring the safety of  Action Against Hunger facilities.
• Compile and submit monthly security reporting that track incidents and trends within the Action Against Hunger area of operation. Submit contextual updates as needed to the Country Director.
• Work closely with Action Against Hunger teams in field offices in Nigeria to ensure all incidents and accidents are followed up with an official written report, which is then shared with relevant stakeholders and filed appropriately.
• Collect and compile all security reports for Action Against Hunger Nigeria.

Objective 4 - Security & Access Training and Orientation:

• Provide a development plan with precise capacity building method to the Safety and Security team.
• Provide regular trainings for ACF staff on security alert, prevention and response. Training(s) may include Standard Operational Procedures (SOPs); Contingency Plans (CPs); Security Management; Incident Reporting; Prevention and Response Mechanisms; Communications protocols, etc.
• Working with the HR focal point on reviewing, updating the ACF Nigeria Security Information package for new hires and visitors.

Objective 5 - HR Management:

• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions including staff development plans.
• Lead with commitment, integrity and adhere to Global Standards for Professional Conduct.

Internal & External relationships
Internal:

• Direct Line Manager : Country Director;
• Technical Supervisor: Security Officer HQ;
• Line Manage: Safety and Security manager (s) at the bases;
• Technical advisory: Safety and security officers in the field and staffs in charge of security management in the field (Area/Field Coordinator, Head of bases); Logistic Coordinator.

External:

• Other INGOs and UN Agencies;
• Local authorities;
• Various security forums.

Reporting Responsibilities

• Weekly and monthly situation reports and security analysis;
• Field security assessment report (when needed);
• Field visit reports (when needed);
• Security Plans development / review (twice a year minimum, or when necessary following context evolution).

Position Requirements

• A minimum of 5 years of non-profit or NGO work experience within international humanitarian assistance programs with demonstrated capabilities in planning, organizing and executing humanitarian security operations in the field;
• Understanding the humanitarian principles, code of conduct and specific sub-sector work linked to NGO field and operations contexts;
• Advanced knowledge in communications technology, including, satellite communications, cell phone mediums, etc;
• Strong experience as a trainer; ability to develop, implement, facilitate and impart learning to a wide range of audiences;
• Ability to gain a precise understanding of the various local, regional, country and international policies, operational positions and interactions, providing clear dynamic briefings and analysis of given and unfolding security and political situations when they occur;
• Nigeria or Regional experience strongly preferred;
• Appropriate security management training;
• Previous NGO security management is mandatory;
• Written and verbal English mandatory.

Preferred:

• Competency in field based communications systems such as HF Codan, Motorola VHF, Thuraya, satellite and internet systems.