Human Resource and Administrative Officer - Kaduna at Save The Children

ROLE PURPOSE: 

The role holder will be responsible for the provision and management of effective HR  and administrative services in the Kaduna office.  The Human Resource and Administration Officer will contribute to ensuring that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to Save the Children Quality Standards and endeavours to implement effective administration systems.

KEY AREAS OF ACCOUNTABILITY : 

Recruitment

• Receive applications from prospective candidates and maintain an applicant database
• Develop a standard induction pack and maintain an induction schedule for new staff
• Participate in panels as well as in the short listing and interviewing as well as negotiating offers for prospective staff
• Manage the volunteer selection process in compliance to the Volunteer Management System guidelines
• Participate in the planning and facilitation of Global Inductions for new hires within Save the Children in Nigeria on a monthly basis.

Representation

• Assist HR Manager in developing and maintaining contacts with other key INGO players to undertake a regular review of their terms and conditions of their salary structures
• Assist with the analysis of HR needs of a programme and look for sustainable solutions. Provide a generalist HR service to managers across a full range of HR issues

Human Resource Management

• Assist the Human Resource Manager in the development of annual needs for development / training through the formal performance review process
• Keep detailed records of contract statuses, amendments, and renewals 
• Create and update personnel files- hard copy and electronic copy on sharepoint for all staff as well as the staff database 
• Provide support to supervisors to arrange training opportunities for staff
• Preparation of consultancy contracts for national and international consultants 
• Maintain and update an accessible database of Volunteers.

Administration and Office Management

• Management of Office facilities and travel for the Country operations
• Ensure the Kaduna office is adequately equipped with sufficient levels of supplies (consumables, stationery, equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency
• Oversee the maintenance of the  office premises/residences, furniture, fittings and all equipment in a fully functioning state
• Pro-actively identify potential problems affecting staff, proposing solutions and working to put them in place
• Develop, manage, and oversee effective relationships with service providers suppliers, landlords, etc, ensuring transparency and value for money
• Manage and supervise the Administrative and Office Assistants
• Liaise with the Programme Operations (field and Abuja) to ensure that shared office support functions run smoothly, and resources are used efficiently and effectively
• Ensure compliance with Save the Children Quality Standards, Global Policies and Guidelines

Travel, Logistics & Events

• Oversee the management for all travel, business visas, and accommodation for visitors, consultants, and staff on official Save the Children business. Ensure that travel is on schedule and cost effective and that visits to Country Programmes occur with a minimum of disruption and downtime
• Ensure that meetings and conferences are effectively managed ensuring value for money and transparency in all the processes

QUALIFICATIONS 

• University degree in Human Resources Management, Business Administration, or equivalent in relevant field

EXPERIENCE AND SKILLS

• A minimum of 5 years of experience in a Human Resources and Administration role in a corporate or INGO environment
• Proven ability to provide high level support to management teams
• Ability to plan and organise a substantial workload that including complex, diverse tasks and responsibilities
• Experience of managing and developing teams
• Experience of setting up and maintaining management information systems and office systems
• Experience of effective budget development and management
• Experience of negotiating service contracts and ensuring value for money
• Excellent communication skills in order to deal tactfully and sensitively with a wide range of people
• Excellent organisational skills and a track record of consistently prioritising delivering on time
• A high level of computer literacy
• Good judgement, initiative and problem solving ability
• Commitment to Save the Children’s mission and values