HR and Admin Assistant at Albarka Healthspring Foundation

Details

• Albarka Health Spring Foundation with funding from CBM International will implement the BMZ-Transitional Development Aid funded Project in Sokoto State, towards strengthening the resilience of vulnerable households in selected communities of Sokoto South, Dangeshuri, Rabah and Wurno LGA’s.
• The project will support IDPs, host, refugee and returnee communities especially women-led households and persons with disabilities (PWDs) to improve their food security through increased and diversified household income, their health and hygiene situation, improve the provision of comprehensive and accessible WASH services, especially for women with and without disabilities Vulnerable people, who experience sexual, gender-based or disability-related violence, have learnt coping and resilience mechanisms and improved their psychosocial well-being through the protection services provided.

Strategic Project Objective

• Strengthening the Resilience of Internally Displaced Persons and Vulnerable Households in Host Communities in Northwestern Nigeria (Sokoto State).

Job Description

• The purpose of the assignment is to provide professional administrative and HR support to the BMZ TDA project under the leadership of the HR & Admin Officer.
• The Admin/HR Assistant will provide administrative/HR support for the effective implementation of activities in Sokoto.
• The job holder will also undertake other support duties including, but not limited to covering for the front desk, arranging travel and meetings/workshops for the Sokoto office.

Key Areas Responsibilities
General Administration:

• Carry out the filing of relevant materials and documents.
• Supervises Office Assistants and or cleaners to ensure office premises/guest houses and environs are clean and well maintained
• Coordinate and monitor usage of all office equipment & supplies by ensuring that the equipment in the office are working well and promptly reporting any malfunctions/repairs needed/changes to be made as they arise, and supplies replenished promptly.
• Maintain general office equipment tracker: regularly evaluate and request for repairs/replacement as and when required.
• Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials (Pen, paper, visitors form etc.)
• Coordinate team members to ensure that external guests are promptly attended to. Avoid prolonged stay of guests at the reception. 
• Receive AHSF staff visiting the Sokoto office and provide workspaces and relevant supplies as may be required.
• Event planning and coordination – support program staff during workshops, training and events (local, internal and external – e.g., booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good time.
• Disseminate formal communications to staff as directed by Line Manager
• Ensure that meeting rooms for receiving guests and staff are kept clean and usage managed.  
• Take minutes of the weekly staff meeting
• As directed by the Line Manager. Prepare meeting agendas, track actions and key dates.
• Provide support to the Team Leader including diary and inbox management, arranging meetings, dealing with enquiries as requested.
• Ensure required cleaning items and toiletries are always available.
• Ensure the Sokoto Office is well equipped, has sufficient levels of supplies (consumables, stationery & equipment etc).
• Ensure compliance with Albarka Health Spring Foundation Quality Standards, Global policies and Guidelines.
• Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required. 
• Ensure the staff movement board is well maintained and up to date.
• Perform other duties and responsibilities as assigned by the Line Manager.

Other Responsibilities:

• The post holder may carry out other duties in addition to, or instead of those outlined above which may reasonably be required from time to time, to assist HR & Admin and Supply Chain department by providing cover when any of the colleagues are on leave or because of increased level of Field Office activities.

Human Resources:

• Support in maintaining personnel filing system in both soft and hard for HR/Admin department
• Assist the HR Officer with conducting recruitment for volunteers across thematic programmes.
• Follow-up with Head Office and Field HR focal persons on recruitment documents 
• Responsible for maintaining all recruitment documentation in line with AHSF guideline
• Track probation and prepare confirmation letters as required.
• Ensure compliance with all relevant Albarka Health Spring Foundation policies and procedures with respect to child safeguarding, code of conduct, Global anti-harassment policy, fraud policy, equal opportunities and other relevant policies

Requirements
Administrative & General Skills:

• Level of Education - HND / B.Sc. in Social Sciences / relevant field of studies.
• Minimum of one year of relevant work experience.
• Must have an NYSC discharge certificate/exemption certificate.
• Excellent planning and organizational skills, with proven administrative skills.
• Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure.
• Ability to manage time and diary.
• Ability to manage vendors.
• Excellent interpersonal and communication skills; written and verbal communication; fluent in English.
• Understanding the local language is a plus.
• Strong teamwork, with the ability to support colleagues and request support as and when required.
• Computer literate and knowledge of Word, Excel and Outlook.