Human Resource and Administrative Officer - Kaduna

Human Resources

TITLE: Human Resource & Administrative Officer TEAM/PROGRAMME: HR & Admin Team LOCATION: Kaduna GRADE: 4 CONTRACT LENGTH: 1 year CHILD SAFEGUARDING:

Level 3: .

The responsibilities of the post may require the post holder to have regular contact with children or young people and, in the overseas context all posts are considered to be level 3 posts in view of potential situations which may allow staff unsupervised access to vulnerable children and young people.

ROLE PURPOSE:

The role holder will be responsible for the provision and management of effective HR and administrative services in the Kaduna office. The Human Resource and Administration Officer will contribute to ensuring that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to Save the Children Quality Standards and endeavours to implement effective administration systems.

SCOPE OF ROLE:

Reports to: Field/Program Manager

Staff directly reporting to this post: HR and Admin Assistant, Office Assistant

KEY AREAS OF ACCOUNTABILITY :

Recruitment

• Receive applications from prospective candidates and maintain an applicant database
• Develop a standard induction pack and maintain an induction schedule for new staff
• Participate in panels as well as in the short listing and interviewing as well as negotiating offers for prospective staff
• Manage the volunteer selection process in compliance to the Volunteer Management System guidelines
• Participate in the planning and facilitation of Global Inductions for new hires within Save the Children in Nigeria on a monthly basis.

Representation

• Assist HR Manager in developing and maintaining contacts with other key INGO players to undertake a regular review of their terms and conditions of their salary structures
• Assist with the analysis of HR needs of a programme and look for sustainable solutions. Provide a generalist HR service to managers across a full range of HR issues

Human Resource Management

• Assist the Human Resource Manager in the development of annual needs for development / training through the formal performance review process
• Keep detailed records of contract statuses, amendments, and renewals
• Create and update personnel files- hard copy and electronic copy on sharepoint for all staff as well as the staff database
• Provide support to supervisors to arrange training opportunities for staff
• Preparation of consultancy contracts for national and international consultants
• Maintain and update an accessible database of Volunteers.

Administration and Office Management

• Management of Office facilities and travel for the Country operations
• Ensure the Kaduna office is adequately equipped with sufficient levels of supplies (consumables, stationery, equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency
• Oversee the maintenance of the office premises/residences, furniture, fittings and all equipment in a fully functioning state
• Pro-actively identify potential problems affecting staff, proposing solutions and working to put them in place
• Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money
• Manage and supervise the Administrative and Office Assistants
• Liaise with the Programme Operations (field and Abuja) to ensure that shared office support functions run smoothly, and resources are used efficiently and effectively
• Ensure compliance with Save the Children Quality Standards, Global Policies and Guidelines

Travel, Logistics & Events

• Oversee the management for all travel, business visas, and accommodation for visitors, consultants, and staff on official Save the Children business. Ensure that travel is on schedule and cost effective and that visits to Country Programmes occur with a minimum of disruption and downtime
• Ensure that meetings and conferences are effectively managed ensuring value for money and transparency in all the processes
• Safeguarding
• Act as a safeguarding focal person in the state to enable all functions fulfil their safeguarding responsibilities
• Assist in organising and facilitation of safeguarding induction for newly recruited staff, volunteers, beneficiaries, stakeholders and partners in the field office.

Carry out any other duties either in addition to or responsibilities outlined above which may reasonably be required from time to time.

Working Contacts

Internal: SO Management team

External: Other INGOs, Statutory bodies

BEHAVIOURS (Values in Practice)

Accountability:

• Accuracy and timeliness in all areas of responsibility
• High level of accuracy in work, and ability to analyse complex sets of relationships and situations
• Holds self and others accountable

Ambition

• Creating best-in-class EA function
• Future-orientated, thinks pro-actively

Collaboration:

• Working effectively with stakeholders to achieve common goals
• Excellent communication and interpersonal skills
• Builds and maintains effective relationships, with their team, colleagues, members and external partners
• Approachable, good listener, easy to talk to

Creativity:

• Designing more effective admin systems
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency, demonstrates highest levels of integrity.

  QUALIFICATIONS

• University degree in Human Resources Management, Business Administration, or equivalent in relevant field

  EXPERIENCE AND SKILLS

• A minimum of 5 years of experience in a Human Resources and Administration role in a corporate or INGO environment

• Proven ability to provide high level support to management teams
• Ability to plan and organise a substantial workload that including complex, diverse tasks and responsibilities
• Experience of managing and developing teams
• Experience of setting up and maintaining management information systems and office systems
• Experience of effective budget development and management
• Experience of negotiating service contracts and ensuring value for money
• Excellent communication skills in order to deal tactfully and sensitively with a wide range of people
• Excellent organisational skills and a track record of consistently prioritising delivering on time
• A high level of computer literacy
• Good judgement, initiative and problem solving ability
• Commitment to Save the Children’s mission and values

Desirable

• Staff & Performance Management
• Willing and able to travel around the state as needed.
• Experienceworking with a diverse team

• Experience working in Emergencies

  Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Apply now

Added 6 hours ago - Updated 5 hours ago - Source: savethechildren.net