Human Resources & Administration Assistant

Introduction

The Danish Refugee Council (DRC) assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

Background

Danish Refugee Council (DRC) has had an operational presence in Nigeria since 2015. DRC Nigeria is the largest DRC country mission in the West Africa region and one of the largest DRC country missions globally. Currently, DRC delivers life-saving assistance and protection to vulnerable, conflict-affected populations including internally displaced persons, returnees and host communities in the areas of armed violence reduction, humanitarian mine action, livelihoods, nutrition and food security, protection, shelter and non-food items (NFI) and water, sanitation and hygiene (WASH) in 30+ Local Government Areas (LGAs) across Borno, Adamawa and Yobe states in northeast Nigeria.

Purpose

The HR & Administration Assistant supports the HR & Administration Team Leader and the HR & Administration Department in Adamawa in managing, explaining and monitoring all HR aspects related to the area of operation. She/he ensures to provide an optimized cost/quality/deadline service and to produce complete and compliant documents related to her/his activity.

Duties and Responsibilities

A - Human Resources

People Planning

• To send monthly reminders and anticipate actions on upcoming ends of contracts, important leave balances and future recruitment needs
• To ensure that each employee has an updated job description
• Ensure all staff personal files are maintained and updated according to the checklist/DRC procedures on constant basis. (No supervision/training needed)
• In coordination with the HR & Administration Team Leader Adamawa, ensure all staff complete the Induction (as per the DRC induction checklist) within the first two week of joining
• Provide the HR induction section on all of the policies
• Ensure all on-boarding documents are signed and completed for filing in personal files in location and also shared with HRO CO (Abuja) within one week of joining
• In coordination with CoC Focal Point and Area Manager, organize training on CoC for staff
• In coordination with HR & Administration Team Leader Adamawa, brief all staff on HR policies/procedures and mandatory documents to staff when it is necessary.
• Review HR related documents before the Area Manager and/or CD approves.
• To manage all the requests by the HR& Admin Team Leader, HR Coordinator or HR & Admin Manager

• Under the supervision of the HR & Administration, to ensure all staff are given the contracts (along with the required attachment) & DRC ID cards on the first working day and staff information data is filled and filed

Performance

• To coordinate the calendar for the performance appraisals of the base (creation, update, communication, etc…)

Well-being

• To make a formal and timely report for any situation of concer (stress, suspicion of Code of Conduct, etc.) 

Contracts and Compensation

• To create and maintain staff files in SharePoint
• Together with the HR & Administration Team Leader maintain a tracker for ends of contract

HR Policies and Support

• To proactively pursue continuous process improvement in HR related practices in order to enhance the quality and efficiency of output/delivery
• Together with the HR Coordination, to ensure managers of the area are familiar will the necessary tools and procedures within people management
• To systematically coordinate with the HR Coordination for topics and situations that require their intervention.

B - Administration

Archiving

• Proper filing and archiving of all documents in the HR SharePoint 
• Recruitments files
• Staff files
• Documents related to the management of the office and guesthouse(s) in Adamawa

Flight & accommodation booking

• To raise requests for staff flight bookings (International, Local and UNHAS).
• To handle all hotel accommodation needs in Adamawa

Office and guesthouse

• To manage the inventory and monitor all office consumables/supplies (Guest house items, drinking water, beverages, cleaning and kitchen items) levels and raise requests for restocking, when need be.
• To identify office and guest house maintenance needs and request from the supply chain department for action
• To raise purchase request for all needs in the Abuja office and guesthouse when the HR & Admin Team Leader is absent

Other 

• To support the HR Team Leader to manage other clerical responsibilites

The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

Required Qualifications

Essential

• Minimum 1 year of professional HR experience, ideally in the INGO/ IO sector
• Excellent command of the Microsoft office pack. Previous experience with Dynamics is considered a plus;
• Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.
• Good communication and collaboration skills

Desirable

• University degree in the field of strategic human resources or business management, or similar
• HEAT (preferred)

Required Skills & Qualities

• Core Competencies of DRC: 
  • Striving for excellence
  • Collaboration
  • Taking the lead
  • Communication
  • Demonstrating Integrity
• Ability to work in a multinational and multicultural environment
• Excellent writing, proof-reading, and communication skills
• Excellent organizational and multi-tasking skills
• Strong ability to adapt, take initiative and work in a multicultural environment
• Interest for humanitarian sector and donor’s environment

• Listening, analytical and synthesis skills
• Excellent communication skills, as well as patience and politeness

• Exemplary sense of ethics in the workplace.

General Regulations

• The employee shall follow DRC instructions on safety, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework
• Employee should not engage in any other paid activity during the DRC contract period without prior authorization
• Employee should not engage in any activity that could harm DRC or the implementation of any project during the DRC contract period
• Employee should not give interviews to the media or publish project-related photos or other material without prior authorization
• Employee shall return all borrowed equipment for the project to DRC after the end of the contract period or upon request

Application Process

Are you interested? Then apply for this position on line: https://job.drc.ngo/

All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English. DRC provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, color, religion, sexual orientation, age, marital status or disability. DRC encourages all applicants to apply and does not practice any discrimination in any recruitment process.

Applications close on the 1st of  February  2024, at 11:59 pm GMT. Applications submitted after this date will not be considered.

Due to the urgency of the position, DRC has the right to recruit a candidate who matches the required profile before the above date.