Human Resources and Administrative Assistant at Innovations for Poverty Action (IPA)

Innovations for Poverty Action (IPA) is a research and policy nonprofit that discovers and promotes effective solutions to global poverty problems. IPA brings together researchers and decision-makers to design, rigorously evaluate, and refine these solutions and their applications, ensuring that the evidence created is used to improve the lives of the world’s poor. In recent decades, trillions of dollars have been spent on programs designed to reduce global poverty, but clear evidence of which programs succeed is rare, and when evidence does exist, decision-makers often do not know about it. IPA exists to bring together leading researchers and these decision-makers to ensure that the evidence we create leads to tangible impact on the world. Since its founding in 2002, IPA has worked with over 600 leading academics to conduct over 830 evaluations in 52 countries. This research has informed hundreds of successful programs that now impact millions of individuals worldwide.

We are recruiting to fill the position below:

Job Title: Human Resources and Administrative Assistant

Location: Abuja
Employment Type: Full-time

Description

• The Human Resources (HR) and Admin Assistant will support the Operations Coordinator in running the Country office including Procurement, Recruitment, and Replacement of Employee, Performance Management, and Training.
• He/she must be well-organized when performing administrative and strategic hiring duties to ensure compliance to IPA policies and processes.
• He/she also has the crucial task of ensuring that IPA HR policies and procedures comply with all State and Federal Labour regulations.
• He/She must manage and update relevant office files

Administrative Support:

• Assist the Operations in the running of Nigeria office operations;
• Welcome visitors to the office and manage the IPA office phone;
• Manage office cleaners;
• Support the coordination of logistics for visitors and traveling staff;
• Conduct office tours for new staff and interns, and assist with onboarding as directed;
• File documents as directed by the Operations Coordinator;
• Assist with inventory management and stock-taking as assigned;
• Provide logistical and administrative support to project teams as and when required;
• Monitor the stock of office supplies and stationaries, and purchase additional items as needed;
• Prepare procurement requests for country office purchases and utility bills;
• Support immigrations activities and engage with government officials involved in the process;
• Manage staff calendars ensure important event, information, and activities are updated;
• Handle office repairs and maintenance by seeking necessary approvals and coordinating with service providers;
• Support the implementation of safety and security policies and procedures as directed by the Operations Coordinator; and
• Coordinate logistics for staff meetings, conferences, office lunch and other fun activities; take and share notes at staff meetings.

Human Resource Support:

• Support the recruitment and hiring of diverse and talented staff;
• Processing and filing of contracts and staff records;
• Manage staff onboarding activities;
• Management of the contracts database for all staff;
• Management of field team rosters;
• Management of consultancy contracts;
• Manage staff insurance renewals and ID card management;
• Organize country office trainings and knowledge events;
• Keep abreast with changes in HR laws and regulations and advice the Country Office Management; and
• Support the organization of fun/wellness activities.

Procurement Support:

• Prepare technical specifications for request for proposal, including terms, conditions and evaluation criteria.
• Work with suppliers to obtain quotations, and direct other IPA staff in obtaining quotations;
• Review quotations and procurement forms with respect to quality, accuracy, suitability, delivery and pricing;
• Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up;
• Expedite outstanding purchase orders to ensure delivery requirements are met;
• Coordinate and resolve problems with suppliers;
• Ensure that all procurement is in compliance with IPA standard practices;
• Ensure that the vendor database is regularly updated and used in the selection of vendors;
• Prepare and develop bid documents, supplier bid lists to obtain competitive quotations on goods and services; and
• Work with the Operations Coordinator and Country Director to create and continuously improve Procurement systems.

Other Duties:

• Perform other duties as assigned.

Requirements

• Bachelor’s Degree in a relevant field
• At least 2 years of experience in a similar position
• A Professional certification e.g. SHRM, CHRMP SPHRi/PHRi, CIPD
• Conversant with the Nigeria labour laws
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
• Excellent computer proficiency (MS Office – Word, Excel and Outlook)
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices

Application Closing Date
30th March, 2023.

Method of Application
Interested and qualified candidates should send their CV and Letter of Motivation as one document with complete contact details to: [email protected] using the Job Title as the subject of the email.