Human Resources and Administration Assistant

Danish Refugee Council (DRC) is a Danish international non-governmental organisation, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world. DRC is present in more than 30 conflict territories around the world assisting displaced people with shelter, food, income generating activities, and wide range of other assistance. It is of utmost importance for DRC to work in compliance with the DRC Accountability and Quality Management system and national legislations. Smooth, reliable, and effective operational systems are preconditions for DRC to maintain its position as a trustworthy and reliable partner for our donors and an accountable organisation towards our beneficiaries.  

DRC has been operating in the West Africa region for over 15 years, running a combination of emergency, livelihood, protection, and advocacy programmes through Country Offices (COs) Guinea, Liberia, Ivory Coast, Mali, Burkina Faso, Niger, Nigeria and a Regional Office (RO) in Abidjan. DRC has 17 offices and more than 500 staff members across the WA region.

DRC started operating in Nigeria in 2015 where plans to run a combination of emergency, livelihood, WASH, protection, and advocacy programmes has been set. DRC currently has offices in Abuja, Yola, Mubi, Maiduguri and planning to run an office in Yobe, besides 50 staff members subject to increase in near future.

Overall purpose of the role: This role has an area focus and ensures compliance to DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to base operations.

Duties and Responsibilities

Human Resources

• Assist in ensuring staff compliance with human resources polices, as per DRC’s Operations Handbook and local HR Handbook.
• Assist in communicating with interview candidates and scheduling for tests and interviews.
• Ensure new staff receive an appropriate orientation and induction.
• Support staff development activities including promoting the DRC Learning Catalogue.
• Assist HR Team Leader on effective performance management and administer the collation of performance management documentation
• Support the HR Team Leader in drafting Casual Labor Contracts e.g., programme staff/location. (approved by Base Manager)
• Ensure to add new staff details and location on the Nigeria Staff Contact list upon request from HR Dept. Team leader
• Support clearance and debriefing is carried out for exiting staff.
•  Ensure that DRC staff have Identification cards (ID) with the period of validity in accordance with the employment contract.

Administration

• Making requisition, receiving and releasing office stationery, beverages and cleaning materials
• Submitting weekly/monthly report on use of office material.
• Distribute information about open vacancies to all staff and announce on local notice board in a timely manner.
• Updating Guest Accommodation space and sharing
• Responsible to coordinate all the Guest House request with logistics and ensure the guest houses are fully equipped.
• Takes lead to review Guest House assessments
• Payment of office and guest house bills Administration
• Monthly meeting and bi-weekly inspection of Guest House and sending report to HR Team Leader
• Collaborate with HR Admin Officer in organizing Seminars, trainings, meetings and other events at location.
• Coordinate accommodation in Guest House and/or hotel upon approval
• Assist in follow up / guiding on enquiries from delegates.
• Prepare casual worker payments monthly
• Distribute monthly airtime credit and update monthly reconciliations on utilization.
• Assist HR Team leader in developing procurement plan and to forecast procurement needs that suit admin needs.
• Raise Purchase requisitions on request from the HR team leader.
• Under delegation from HR Team Leader, coordinate with supply chain to facilitate procurement of supplies and services
• Ensure adequate stock of critical supplies at all times.

Job Requirements

Experience and technical competencies:

Essential:

Education: (include certificates, licenses etc.)

• University degree in Human Resources/Administration, Business Administration and other related discipline

Languages: (indicate fluency level)

• Fluency in written and spoken English. Fluency in local spoken languages.

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating listening and speaking effectively and honestly.
• Demonstrating integrity: Acting in line with DRC’s vision and values

Deadline: Applications close on the 22nd of July 2024 at midnight (GMT time).

Note: Applications will be reviewed on rolling bases due to the urgency, therefore a candidate who closely meets the requirements may be selected before the above deadline.

• Only short-listed applicants will be invited for written tests and oral interviews.
• For general information about the Danish Refugee Council, please consult: www.drc.dk