HR/Admin Officer at the Agency for Technical Cooperation and Development (ACTED)

Agency for Technical Cooperation and Development (ACTED) - Since 1993, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED, headquartered in Paris, France is present in four continents and our teams intervene in 34 countries towards 8 million people, responding to emergency situations, supporting rehabilitation projects and accompanying the dynamics of development. Over 5,000 staff are dedicated to implementing and developing our projects.

In light of the displacement in the north-eastern part of Nigeria, ACTED office in Maiduguri is responding to the humanitarian needs. ACTED, is therefore looking for candidates to fill the position below:

Job Title: HR/Admin Officer

Location: Maiduguri, Borno
 
Description

• ACTED is looking for a HR/Admin Officer to support its mission in Maiduguri.
• The Administration/Human Resource Officer is responsible for ACTED Administration and Human resources (staff management, recruitments, filing and training organization in his/her area of intervention.

Duties and Responsibilities

Administration/Liaison

• Draft/prepare all administrative letters in Area level;
• Prepare all Administrative Documents such as internal notes, regulation, memos etc;
• Follow & Prepare letters/documents in order to solve all ACTED requirement with governmental offices and NGOs in area level;
• Organize meetings with authorities in area level for ACTED Senior management & Country Representative;
• Follow up of Legal-related issues, in coordination with Country Finance Manager and Country Representative.
• Ensure compliance of ACTED to legal requirements of the area of intervention;
• Management of ACTED premises lease & ensure contract are updated and renewed for each premises;
• Follow with UNHAS for staff flight booking out of Maiduguri (for business purposes);
• Manage the guests in GH and set regular follow up/management regarding payment with Finance.
• Manage the ACTED office and GH
• Human Resources Management

National Staff:

• Management of staff in Area Office & Area Sub bases (if any);
• Management of public holidays & keeping informed all staff (national/International).
• Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments;
• Ensure all staff (national & international) have comprehensive ToRs;
• Follow up of staff appraisal form with relevant department managers;
• Management of Award and or disciplinary action to staff as per ACTED HR Manual after approval of Country Representative;
• Management/Follow up of staff leaves, provide necessary forms for staff, while needed;
• Follow up of ACTED HR standards templates in line with ACTED HR Manual/internal regulations
• Update and maintain ACTED Maiduguri Organization Chart in accordance to the size of program (new staff, new dept. & new projects);
• Follow up staff PAF (performance appraisal form) on regular basis and as well as on ad hoc basis as per requirements;

International Staff:

• Arrange the arrival and departure of each expatriate staff and their accommodation and settle in at ACTED office/GH
• Follow with logistic to ensure there are fleet booked to pick up or drop staff from/to airport;
• Manage the presence of ACTED International staff in the GH and communicate with logistic dept. to provide necessary requirements (food, bed clothes, towels, kitchen hygiene materials etc)
• Supervise the work of Cook/Cleaners in Office and GH;

Titanic Monthly Report Follow up
National Staff:

• Staff list/Staff Changes report to be sent to Capital HR dept. not later than 20th of each month;
• Staff Costs report to be sent to Capital HR dept. not later than 25th of each month;
• Titanic report consolidation/approved reports to be received from Capital HR dept. for salary payment not later than 28th of each month;
• Titanic report signed hard copy & Titanic support documents to be sent to Capital HR dept. not later than 1st week of N+ month;
• Control the Staff cost in ACTED Area office and sub bases with direct cross check with Area Finance Officer;
• Review and update the national staff grade, salary & position to be in accordance with country approved salary grid;
• Organize sub bases visit (if any) to cross check Admin/HR documents & review the HR system on quarterly basis to ensure transparency and accuracy as well as sub base proper set up;

International Staff:

• Maintain and follow up of international staff attendance sheet and send on monthly basis to  HQ;

Recruitments
National Staff Recruitments:

• Prepare vacancy announcements for National staff recruitment at in area of intervention after the Recruitment Request Form signed and approved by CFM and CR.
• Cross check the budget availability with Finance prior to announce the positon or open the recruitments;
• Ensure that ToRs are prepared by line manager prior to release the vacancy announcement;
• Ensure that all CVs will be reviewed by relevant dept. or requester prior short listing;
• Prepare a comprehensive/clear short list for successful candidates to attend for Interview(s)
• Ensure to collect all necessary documents of applicants as indicated in ACTED HR Manual;
• Ensure to check successful candidate “Reference Check” prior to offer the position;
• Draft employment contract for staff and collect all information required for contract. (ID card, photos, identification information, “recruitment package” etc.)

Capacity Building:

• A general database with direct consultation of line mangers (Head of dept., Program Managers and to be updated for Country Director approval
• This list will contain (list of staff, working period, performances evaluation and required training).

Requirements

• All employees should master ACTED's core Principles: Independence, Neutrality, Non-discrimination, free and direct access to victims, Ethics, Professionalism, anti-Corruption, Transparency and Accountability

Essential:

• Experience in Humanitarian Organization in security complex area.
• An understanding of humanitarian/civil society issues in the country and the region.
• 1-2 years working experience, in the field of Human resource and admin is required
• University Degree or Advanced Training/Course in Business Administration, Sociology, Social Work, International Affairs, Humanitarian or related field
• Fluency in written and spoken English. Fluency in local spoken languages.

Desirable:

• Previous working experience with humanitarian agencies
• Experience working with displaced populations.

We Offer

• Contract length: 3 Months
• Level: D2-1 (national contract)
• Start Date: Early January

Application Closing Date
4th January, 2019.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note

• ACTED considers all applicants on the basis of merit without regard to race, sex, colour, religion, sexual orientation, age, marital status, or disability.
• CV will be review on rolling bases.
• Due to the large numbers of expected applicants ACTED will only inform shortlisted candidate. We apologise for the inconvenience
• Only short-listed applicants will be invited for written test and oral interview.