HR/Admin Assistant at 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.

We are recruiting to fill the position below:

Job Title: HR/Admin Assistant

Location: Borno

About the Job

• The Administration/Human Resource Assistant is responsible for ACTED Administration and Human resources (staff management, recruitment's, filing and training organization in his/her area of intervention.

Job Responsibilities
Moreover, we also expect the following:

The HR/Admin Assistant will be appraised based on his/her experience and demonstration of the qualities and competencies listed below:

• Update monthly the World Directory for Nigeria and share with HQ
• Update the ACTED Nigeria Contact list for all staff monthly and ensure monthly dissemination
• Support the management of ACTED premises lease & ensure contracts are updated and renewed for each premises;
• Support the process for Registration as needed
• Ensure ACTED office lease follow-up is in place
• Track ACTEDs consumption of electricity and water for consummation follow-up of running costs
• Manage the Cleaners for ACTED GH and Office
• Ensure adequate availability and timely replenishment of office/GH cleaning supplies as identified by the cleaners.
• Support HR Manager on work permits for international staff and dealing with legal follow-up
• Maintain and follow up of international staff attendance sheet and send on monthly basis to HR Officer
• Prepare vacancy announcements for National staff recruitment at in area of intervention after the Recruitment Request Form signed and approved by CFM and CR.
• Ensure that Tor’s 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.)
• Update monthly the World Directory for Nigeria and share with HQ
• Update the ACTED Nigeria Contact list for all staff monthly and ensure monthly dissemination
• Support the management of ACTED premises lease & ensure contracts are updated and renewed for each premises;
• Support the process for Registration as needed
• Ensure ACTED office lease follow-up is in place
• Track ACTEDs consumption of electricity and water for consummation follow-up of running costs
• Manage the Cleaners for ACTED GH and Office
• Ensure adequate availability and timely replenishment of office/GH cleaning supplies as identified by the cleaners.
• Assist with the HR management of staff in Area Office & Area Sub bases (if any);
• Liaise with other bases to support with HR documentation and processes
• Assist with contract follow-up for national staff, including management of notification of upcoming ends of contracts with Heads of Departments for follow-up and decisions on staff contracts
• Support in collecting and compiling all the HR documents such as leave request, timesheets, TOIL Mission Leave, 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 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);
• Responsible for tracking new employees, welcome packages and arranging ID cards.
• Assist in the preparation of monthly pay slips for staff salaries
• Support HR Manager on work permits for international staff and dealing with legal follow-up
• Maintain and follow up of international staff attendance sheet and send on monthly basis to HR Officer
• Assist with the preparations of the HR Titanic as needed

About you

• 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

We Offer

• Contract length: 6 months, with possibility of extension
• Level: E1-1 (national contract)
• Start date: ASAP

Application Closing Date
15th May, 2019.

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

Note

• Only motivated applicants who are able to perform the stipulated duties and meet the required qualifications will be considered.
• Due to the large numbers of expected applicants, only short-listed candidates will be contacted and invited for an interview. We apologise for the inconvenience.
• ACTED considers all applicants on the basis of merit without regard to race, sex, colour, religion, sexual orientation, age, marital status, or disability.