Human Resources & Administration Officer at Danish Refugee Council (DRC)

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Abuja FCT

Posted 6 months ago

Job Title: Human Resources & Administration Officer

Duties and Responsibilities

To provide Human Resources support in compliance with DRC’s and local guidelines and procedures. This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities.

Responsibilities:

Documentation and filing:

Ensure documentation is complete and filed in an impeccable manner for all recruitments done in Abuja. (Both hard files and soft copies).
Ensure documentation and archiving of personnel files is kept up to date and in order.
Support field offices in organizing their documentation and archives to be audit ready at all times.

Insurance:

Act as focal point for insurance payments.
Liaise with staff and insurance company on resolving issues.
Escalate any insurance issues in a timely manner.

Contracts and People planning

To send monthly reminders and anticipate actions on upcoming ends of contracts and future recruitment needs.
To ensure that each employee has an updated job description
To make sure staff have their contract extensions, End of contract notices at least a month in advance before expiry of their valid contract.
To work with the staff contracts list and make sure it is always up to date on SharePoint
To Prepare all job offers and contracts.
To prepare payroll for national employees
To make sure the full contract process for national employees including contracts, extensions, addendums, and resignations is done
To ensure that terms of employment for national employees are aligned with DRC Minimum standards, Nigeria Labor law and conventions and competitive.
To ensure that Dynamics data for national staff is updated, this is position bands, employee IDs, contracts extensions
To ensure the proper and exhaustive filing of all the staff documents both hard and soft copies.
Prepare and submit required reports or/ trackers to the HR&Admin Manager monthly
Ensure that records of all Human Resources related information is kept and sent on timely basis to relevant parties
Hiring and terminating of national staff in dynamics system.

Performance, Learning and Development

To make sure the performance management process is adhered to by all managers, staff and HR focal points
Maintain a consolidated Country tracker for performance cycle in the KPI HR-Tool
Timely Follow up with the focal HRs in area offices of probations objectives, evaluations performance objectives and appraisals
Involve the HR&Admin manager in complicated situations that a raise with the non-compliance to the cycle
Share with managers and staff the available learning and development opportunities materials on DRC Intranet for development
Support the HR&Admin Manager in coordinating the learning and development trainings
inducting training on Code of Conduct, Confidentiality, Conflict of Interest, etc. as may be required.
Ensure all performance records and trainings on performance management is updated in dynamics.

Visas Management and International Flight Management

Create a folder for each staff or / visitor

Collect all the necessary documents from the applicant for a particular visa type (VOA OR CERPAC)
Have the letters signed by CD/Hoss to support the applications
Submit applications immediately
Share emails with the consultants on guidance and requirements for applications for each new application.
Make sure of Aquent communication to the applicant on the timelines of the process, the required documents and how long the applicants will stay without their physical passport(s) if its application for CERPAC
Follow up with the Consultant to make sure the visa (VOA) is received within five (05) working days.
On receipt of the passport back, update the visas tracker
Make sure to send the staff passport back to them only through fellow staff and not a courier
Timely communications and follow up with staff on their visa’s renewals

Any other duties as may be assigned by the Line manager.

2. Qualifications

Experience and technical competencies: (include years of experience) a) Essential: Minimum Three (03) years’ experience in Administration or Human Resources Management or Change Management or Organisational Development and other related fields specifically within the International NGOs, Embassies, UN Agencies and other similar sectors mid-management level. Knowledge of recruitment and previous experience within emergency contexts is a plus.Excellent command of Microsoft office. Previous experience working with an ERP System is an added advantage.Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes.Advanced English proficiencyKnowledge of local languages
Education: (include certificates, licenses et.)A University degree in the field of university degree in Human Resource Management, Business Administration, or Social Science Degree specializing in Human Resources or equivalent profession.	Core competenciesBasicAdvancedExpertStriving for excellence☐☒☐Collaborating☐☒☐Taking the lead☐☒☐Communicating☐☒☐Demonstrating integrity☐☒☐Find the definition of DRC’s Core competencies here
Languages: (indicate fluency level)Effective communication skills (written and verbal).Fluency in written and spoken English and Knowledge local languages would be a plus.
Key stakeholders: (internal and external)Human Resources and Admin ManagerDepartment ManagersStaff
Last updated: October 2024	¨Basic: I master the essentials, but may at times need help from others¨Advanced: I can work independently at full professional level.¨Expert: I am the go-to person when others need help.

Application Instructions:

The application deadline is on 13th November, 2024. Therefore qualified and interested candidates can “CLICK HERE TO SUBMIT APPLICATION” It is important to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy.

NOTE:

Are you interested? Then apply for this position on line: www.drc.dk/about-drc/vacancies/current-vacancies 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

Website:

Official Job Website: https://job.drc.ngo/