HR/Admin Assistant 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 Assistant

Location: Maiduguri, Borno

Description

• ACTED is looking for a HR/Admin Assistant to support its mission in Maiduguri.
• The Administration/Human Resource Assistant will support the HR/Admin Officer who 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;
• 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;
• Manage the guests in GH and set regular follow up/management regarding payment with Finance.

Human Resources Management
National Staff:

• Management of national staff;
• Management of public holidays & keeping informed all bases/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 Area Coordinator
• 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 Area office Organization Chart in accordance to the size of program (new staff, new dept. & new projects)

International Staff:

• Manage the presence of ACTED International staff in Area 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

• 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;
• Review and update the national staff grade, salary & position to be in accordance with country approved salary grid;

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: E1-1 (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.