The Danish Refugee Council (DRC) assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

Background

Danish Refugee Council (DRC) has had an operational presence in Nigeria since 2015. DRC Nigeria is the largest DRC country mission in the West Africa region and one of the largest DRC country missions globally. Currently, DRC delivers life-saving assistance and protection to vulnerable, conflict-affected populations including internally displaced persons, returnees and host communities in the areas of armed violence reduction, humanitarian mine action, livelihoods, nutrition and food security, protection, shelter and non-food items (NFI) and water, sanitation and hygiene (WASH) in 30+ Local Government Areas (LGAs) across Borno, Adamawa and Yobe states in northeast Nigeria.

2**. Purpose**

The HR & Administration Team Leader supports the preparation of HR tasks and maintenance of staff information. Works within the HR administration procedures of DRC, municipal policies and procedures and in compliance with all national acts and legislation. The HR Admin Team Leader supports the HR & Admin Manager & the HR Coordinator with reports for senior management in country.

Duties and Responsibilities

A - Human Resource

People Planning

Follow-up with the Team Leaders in the field the monthly updated staffing list
Follow-up with the Team Leaders in the field that each employee has an updated and signed job description
To operationalize actions of restructuring/ upsizing/ downsizing for the whole mission in close coordination with management and HR Manager & HR Coordinator
Following the restructuring/ upsizing / downsizing, to put in place and update monthly the signed job description tracker

2. Contracts and Leave Management
To supervise the end of contract tracker managed by the HR & Assistant
Together with the Team Leaders in the field, to manage annual Leave, sick Leave and other national staff leave. Ensure leave is approved in Dynamics and update the data base.

3. Recruitment, Selection and Induction

For both contract staff and daily workers (if applicable)
To advertise the job advert on DRC jobs, running the anonymized written tests, checking the professional references and issue job offers is carried out upon HR & Administration Manager or HR Coordinator request
Follow-up with the Team Leaders in the field that each new employee has completed their mandatory courses
Follow-up with the Team Leaders in the field that all mandatory courses are entered in Dynamics
To supervise the new employees’ induction plan managed by the HR & Admin Assistant
Together with the Supply Chain Department, to ensure that new staff have working tools
To ensure all staff are given the contracts (along with the required attachment) & DRC ID cards on the first working day and staff information data is filled and filed.
To ensure all staff complete the Induction (as per the DRC induction checklist) before sent to work.

4. Dynamics
To provide support to the HR Coordinator regarding the maintenance of HR data in Dynamics for national staff and for some of the international staff;
Follow-up with the Team Leaders in the field that the staff allocation and resources scheduling is completed at the end of each month
Follow-up with the Team Leaders in the field that all managers have completed their manager training in Dynamics
To ensure and update the tracker Dynamics trainings.

5. Performance Objectives
Follow up with the Team Leaders in the field that the Performance (Probation) objectives are set and filed within two weeks of the appointment date
Follow up with the Team Leaders in the field that the that the staff performance meetings are conducted
Follow-up with the Team Leaders in the field that all probation and Performance appraisals are entered in Dynamics
Together with the HR & Admin Assistant, to ensure the update of the P&D appraisal/probation objectives tracker

6. Communications
To report to the HR & Administration and/or HR Coordinator any irregularities that occur within the DRC office, staff compound and sites on DRC policy and procedures
To follow any new procedures and guidelines designated in circulars from Country Director/HoSS/HR & Administration Manager

B - Administration

Archiving

To file of all project related documents and development of a transparent and efficient filing system of all administration records as per DRC filing procedures
To put in place all relevant tracker to facilitate the HR work
Follow-up with the Team Leaders in the field and supervise the HR & Administration Officer regarding the archiving of all documents in the HR SharePoint
Recruitment files
Staff files
Visa documentation
Documents related to the management of the office and guesthouse(s) in Abuja

2. Visa
Together with the HR Coordinator to support the coordination of pre-arrival process, arranging induction schedule, office & guesthouse tour, conducting internationals staff HR induction and maintaining oversight
To ensure staff requiring Visas and other legal documents are organized in timely manner
To oversee the HR assistant's displacements to immigration services

3. Flight & accommodation booking
To raise requests for staff flight bookings (International, Local and UNHAS)
To supervise the hotel accommodation booking needs in Abuja
Coordinate the flight bookings and organize pick up/drop off for the passengers in coordination with Logistics department.

4. Office and guesthouse
To raise purchase request for all needs in the Abuja office and the guesthouse(s)
To manage all utility bills payments for the office and guesthouses
To supervise the inventory and the monitoring of all office consumables/supplies (Guest house items, drinking water, beverages, cleaning and kitchen items) levels and raise requests for restocking managed by the HR & Admin Officer
To supervise office and guesthouse(s) maintenance needs and request from the supply chain department for action.
To coordinate the Admin Staff to ensure the guest house is properly managed.
To ensure all office utilities and infrastructures are appropriate, safe and functioning. (electricity, gas, security, up keeping of premises, health and safety, internet, telephones, photocopiers etc.)
To organize meetings, trainings and other events

5. Others
Local Legislations/Taxes
Ensure all staff taxes and legislative obligations are done on time as per the government deadlines.
To support the HR Officer to manage other clerical responsibilities
To raise requests when required
To put in place and maintain a tracker and handle letters and all correspondence in the office
To manage other clerical responsibilities

3. Required Qualifications

i. Essential
Minimum 3 years of professional HR experience, ideally in the INGO/ IO sector
Excellent command of the Microsoft office pack. Previous experience with Dynamics is considered a plus;
Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
Good communication and collaboration skills

ii. Desirable
Postgraduate degree in the field of strategic human resources or business management, or similar
HEAT (preferred)

4. Required Skills & Qualities
Core Competencies of DRC:
Striving for excellence
Collaboration
Taking the lead
Communication
Demonstrating Integrity
Ability to work in a multinational and multicultural environment
Excellent writing, proof-reading, and communication skills
Excellent organizational and multi-tasking skills
Strong ability to adapt, take initiative and work in a multicultural environment
Interest for humanitarian sector and donor’s environment
Listening, analytical and synthesis skills
Excellent communication skills, as well as patience and politeness
Exemplary sense of ethics in the workplace.

5. General Regulations
The employee shall follow DRC instructions on safety, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework
Employee should not engage in any other paid activity during the DRC contract period without prior authorization
Employee should not engage in any activity that could harm DRC or the implementation of any project during the DRC contract period
Employee should not give interviews to the media or publish project-related photos or other material without prior authorization
Employee shall return all borrowed equipment for the project to DRC after the end of the contract period or upon request

6. Application Process

Are you interested? Then apply for this position on line: www.drc.dk/about-drc/vacancies/currentvacancies****. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English. DRC provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, color, religion, sexual orientation, age, marital status or disability. DRC encourages all applicants to apply and does not practice any discrimination in any recruitment process.

Applications close on the 17th of July 202****3****, at 11:59 pm GMT. Applications submitted after this date will not be considered.

Due to the urgency of the position, DRC has the right to recruit a candidate who matches the required profile before the above date.

Apply now

Added 1 year ago - Updated 11 months ago - Source: drc.ngo