Human Resources & Administration Assistant

<!–

Description

–>

• 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

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

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

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

• 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.

• 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

• 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.

• 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

<!—

<!–

–>