Full Time |
Posted 3 years ago |
JOB TITLE: HR / Admin Log Officer
JOB LOCATION: Maiduguri, Borno, Nigeria
Job Type: Contract
JOB DETAILS:
- The HR/Admin Log Officer is responsible for providing sound people management, administrative, office and logistics support to RIA Initiative’s office in line with her policies and generally accepted best practices.
- The role will contribute to effective office management including support to store management, inventory/asset management and supervision of janitorial services and some logistics task.
- The incumbent will employ the use of general office practices and administrative procedures to carry out assigned tasks.
Major Responsibilities
Human Resources Management – (60% of the time):
Staff Management – (30% of the time):
- Assist with the HR management of staff in the office.
- Liaise with programme staff to support HR documentation and processes.
- Assist with contract follow-up for national staff, including management of notification of upcoming ends of contracts with respective managers for follow-up and decisions on staff contracts.
- Support in collecting and compiling all the HR documents such as leave requests, timesheets, ensuring they are filed both in hard and soft copy.
- Support the staff appraisal process during bi-annual review Management of Award and or disciplinary action to staff as per RIA HR Manual after approval of Director of Programme (DoP).
- Management/Follow up of staff leaves; provide necessary forms for staff, when needed.
- Follow up of RIA HR standards templates in line with RIA HR Manual/internal regulations
- Update and maintain RIA Maiduguri Organization Chart in accordance with the size of the program (new staff, new dept. & new projects).
- Responsible for tracking new employees, welcome packages and arranging ID cards.
- Onboarding for newly employed staff.
- Conducting Orientation.
- Ensure timely preparation of payrolls and submission to the finance team at the earliest.
- Assist in the preparation of monthly payslips for staff salaries.
- Brief training for all new national staff on RIA system, procedures, code of conduct and internal regulation
- Answer employees’ questions and provide requested information.
- Maintain schedule and coordinate calendar activities
Recruitment – (20% of the time):
Support to the Recruitment process as needed:
- Prepare vacancy announcements for National staff recruitment in the area of intervention after the Recruitment Request Form must have been duly signed and approved by the DoP or designated.
- Ensure that JDs are prepared by the line manager(s) prior to the release of the vacancy announcement.
- Ensure that relevant dept. or requester prior shortlisting will review all CVs.
- Prepare a comprehensive/clear shortlist for successful candidates to attend for Interview(s).
- Ensure to collect all necessary documents of applicants as indicated in RIA HR Manual.
- Ensure to check successful candidate “Reference Check” prior to offering the position.
- Draft employment contract for staff and collect all information required for the contract. (ID card, passport, identification information, “recruitment package” etc.
- Ensure that recruitment analysis is prepared on time and shared with the respective interview panellist.
Filing – (10% of the time):
General Filing:
- Create Standard RIA Admin/HR filing system (include official correspondences, premises contracts, governmental tax follow up, recruitment process documents etc);
- Create a thorough personal folders system for national staff;
- Store the staff personal folders in a safe and secure cabinet with no access to unauthorized staff.
- Ensure that the personal folder database has been updated on regular basis;
Administration / Logistics: (40% of the time):
Admin duties – (25% of the time):
- Update the RIA Initiative’s Contact list for all staff on a monthly and ensure monthly dissemination of such to the DoP.
- Support the management of RIA premises lease & ensure contracts are updated and renewed for each premise.
- Support the process for Registration as needed
- Ensure RIA office lease follow-up is in place.
- Track RIA’s consumption of electricity, water, office consumables, data etc.
- Manage the Cleaners for all RIA Office Premises.
- Ensure adequate availability and timely replenishment of office cleaning supplies as identified by the cleaners.
Logistics – (15% of the time):
- Ensures that daily and weekly vehicle and stand-by generator inspections are performed and that regular servicing is carried out.
- Facilitates the repair or recovery of vehicle and generator breakdowns when required, including repair/recovery outside of working hours; follows up on periodic services of the vehicles.
- Ensures that assets are received, coded and registered in the assets register and ensures disposal of assets are carried out according to existing policies and specific donor rules.
- Assist to coordinate and updating the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town).
- Ensure that vehicles are checked daily and roadworthy, logbooks are maintained and update records of all vehicles.
- Use systems and processes to assure a smooth and timely flow of work.
- Perform other administrative job-related duties and functions for the office, as may be assigned by the supervisor.
Reporting and Working Relationships:
- Position Reports to Project Manager.
- Position directly supervises; Cleaners and Security Guards.
- Indirect Reporting: Response Manager, Director of Programmes.
Other Internal and/or external contacts:
- Internal: Project staff, Finance Unit.
- External: Donor staff, government ministry.
Qualifications
Education:
- A minimum of Bachelor’s Degree or HND in Business or Public Administration or related field.
- Professional Certification/Master’s Degree will be an added advantage.
Experience:
- Minimum of 2 years of relevant professional experience in administration/human resources and in a similar position.
Essential Knowledge and Skills:
- Must have good knowledge and application of Nigeria Labour Laws.
- Must be able to maintain the highest degree of discretion and confidentiality.
- Must be detail-oriented and able to work independently with minimal supervision.
- Must have a good working knowledge of relevant Microsoft office tools such as Word, PowerPoint, excel.
- Must have good business communication skills.
- Candidate should be able to conduct Human Resources Analytics using available data.
- Excellent organizational, communication and time management skills.
- Ability to organize tasks simultaneously, prioritize work and ensure tasks are completed by the deadline.
- Honest, reliable and trustworthy.
- Willing to adhere to and implement the RIA’s core values.
- Good inter-personal and conflict resolution skills, ability to work under pressure and manage personal stress.
Application Closing Date
Not Specified.
Apply Now
Additional Information
- Standards of Professional Conduct: The RIA Initiative and its workers must adhere to the values and principles outlined in the i-CHAIR values – Code of Conduct. These are Integrity, Compassion, Humanity Accountability, Impact, and Respect.
- In accordance with these values, the RIA Initiative operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Gender-equality, Whistle-blowing, Combating Trafficking in Persons and several others.
- RIA Initiative considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, or disability.
Job Features
Job Category | Admin / Account Officer |