Human Resources and Administration Officer

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

Responsibilities:

Human Resources

• Ensure the general HR standards & procedures defined in DRC Operations Handbook are applied and compliant at all times
• Assist the HR & Admin. Team Leader and Area Manager in elaboration of individual development plans for employees reflecting DRC vision, values and long term strategic priorities
• Prepare and update briefing/induction packages for new staff and oversee/coordinate the induction process for the Area Office.
• Assist with the Performance & Development Process
• Prepare, advice and oversee staff leaves and absences.
• Assist with the management of staff complaints through DRC established mechanisms and ensures DRC Code of Conduct is understood and abided at all times
• Assist with the liaison with Health Insurance Company on all related issues & serve as the liaison with service providers on all staff health insurance issues.
• Support staff development activities including promoting the DRC Learning Catalogue.
• Backup for the HR & Admin. Team Leader in their absence

Facilities – Office management

• Ensure all office facilities are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
• Oversee all aspects of office maintenance in liaison with supply chain and responsible for the general cleanliness.
• In liaison with the safety team, ensure safety of the office.
• Responsible for Timely renewal of the Organisation MOUs
• Maintain, update and coordinate the renewal of leases for office premises, guesthouse(s) and expatriate housing. Act as the focal point for liaison with property owners.
• Coordinate handover of leased properties and ensure security deposits are refunded on timely basis.
• In Liaison with Supply Chain, you are responsible for repairs and maintenance of facilities in compliance with DRC standards and procedures.
• Maintain an inventory list on the office keys distribution and update this on a monthly basis.
• Manage all conference hall bookings, provide support to the organization of in-house trainings and meetings and ensure the venue is in order, stationary available, food and refreshment is provided as when required.
• Oversee consumable and stationary stores management, restocking office consumables and supplies, monitoring consumption and stocks and reviewing stock reconciliations as required.
• Ensure that the stores are in good condition to maintain supplies.
• Responsible for raising all Purchase Requisitions for Office and guesthouses supplies, maintenance, follow up on validity of frameworks and renewals timely.
• Timely payment of all utility, maintenance bills, all administrative expenses as may raise etc.

Guesthouse(s) management:

• Responsible for safe and functional guesthouses.
• Oversee the general standards of living and cleanliness of the guesthouses and expat staff houses.
• Maintain guesthouses stocks and supplies, and monitor their utilization.
• Ensure the Guesthouse Handbook is updated on regular basis, and available at the guesthouse.
• Act as focal point for guesthouses and expatriate houses; liaise with property owners on any matters arising.
• Focal point of contact for all staff and guests residing at the facilities to raise any matters, concerns etc. at the facilities as and when.

Staff Travel and Accommodation

• Focal point of contact for all DRC staff and guests travel plans, to DRC-Nigeria Maiduguri
• Liaise with Supply Chain on all domestic flight travel bookings by UNHAS for staff and ensure that all travel grievances are resolved in a timely manner.
• Maintain and update on a daily the Travel and Accommodation Trackers
• Responsible for all DRC Staff and Guests accommodation booking and communication to all in this regard respectively.
• To raise purchase requisitions for all expenses related to Travel and Accommodation for all DRC staff and guests accordingly.

Service contract and Lease management

• Monitor all services Contracts and Frameworks and keep updated all trackers. I.e. Office, Guesthouses and expats houses trackers, Hotel booking tracker, Utilities payment tracker, and many others with details respectively.

• In liaison with supply chain team on the expiry of leases, service contracts and Frameworks and ensure that a renewal is ready a month before the expiry date.
• Submit all Administration Trackers and Reports on a monthly basis to the HR and Administration Team Leader.
• Maintain clear and orderly hard copy filing and on the Administration Folder on SharePoint of all Administration tasks mostly leases, Frameworks, service contracts, utilities and many others.
• In Close liaison with supply chain develop and maintain an updated pool for casual workers, Maintenance companies/mechanics.

Any other duties as assigned by your line manager.

Job Requirements

Experience and technical competencies:

• Minimum Two (02) years’ experience of Administration, Executive Secretariat, Human Resources and other related specifically with International NGOs, Embassies, UN Agencies and other similar sectors mid-management level. 
• Knowledge of travel and immigration procedures. Must have experience in handling humanitarian flight services.
• Excellent command of the 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 proficiency
• Fluency in local languages
• Experience of Maiduguri and Borno state is required.

Education: (include certificates, licenses etc.)

• A University degree in the field of Business Administration, Secretarial studies or Human resources management or similar filed.

Languages: (indicate fluency level)

• Effective communication skills (written and verbal);
• Fluency in written and spoken English and Knowledge of Hausa and/or other languages used in northeast Nigeria would be a plus.

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: Application closes on the 27th of May 2024 at midnight (GMT time).

** APPLICATIONS WILL BE REVIEWED ON A ROLLING BASIS**

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