Human Resources Officer at Premiere Urgence Internationale (PUI)

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

We are recruiting to fill the position below:

Job Title: Human Resources Officer

Location: Monguno, Borno

Background
The PUI Nigerian Mission has been officially opened in April 2016, with a focus on meeting urgent needs, including improving access to food commodities, primary health care and nutrition for Internally Displaced People (IDP) and host communities (HC) living in Maiduguri Metropolitan Council (MMC).

The progressive sectorial widening allowed PUI to start implementing an integrated approach from 2017 in food security, livelihoods, nutrition and health sectors, with the support of ECHO, FFP, OFDA and CIAA/CDC, in line with PUI’s global strategy. From the launch of the health care services in February 2017 to the end of April 2018, a total of 119 913 OPD consultations were reached in Bolori II, while more than 60.000 beneficiaries have been reached by our cash project.

In mid-2018, PUI has developed its comprehensive response by adding Protection and Community Outreach (PCO) activities to the existing programs in Bolori II. In the month of October 2018 only, more than 3.500 households have received door to door visit from the PCO team. In 2018, PUI has also scaled up its intervention with the opening of Monguno LGA base, with the main objectives of reducing morbidity and mortality of the most vulnerable population and promoting protection amongst the whole affected community.

This opening in Monguno allowed PUI to reach the vulnerable population in Kukawa and Cross Kauwa LGA.
In 2019, PUI will further develop its integrated approach by adding a WASH component to its comprehensive response.

General Objective

The Human Resources Officer is responsible for assisting the Human Resources/Base Admin Manager in the Human Resources tasks, including administrative duties for National and International staff, recruitment and evaluation participation for national staff, follow up of contracts, filing/archiving, etc;
S/he will work with the Base Admin Manager to ensure the Human Resources management of Monguno Base Office, in compliance with PUI and donors procedures and National and local regulations.

Responsibilities and Tasks
HR/Administration follow-up:

Supervision of staff in Monguno base.
Supervision of public holidays management & keeping informed all staff in the base.
Control & checking attendance sheet of staff and arrangement of monthly report for salary distribution.
Ensure the compliance of National staff contract procedure as detailed in PUI Internal Staff Regulation.
To ensure the administrative management of national staff, in particular, payroll operations, monitoring absences, the construction, updating and archiving of personnel files.
To follow all bills and changes associated with employment law, employment in general, and staff training.
Update and follow up of new Admin /HR formats.
Management and follow up of International staff issue in coordination with his/her supervisor.
Follow up of staff Appraisal forms
Ensure all new staff have ID cards.
To train the admin staff on the HR component
To follow probation period deadlines and make sure all employees are evaluated before the end of their probation period.
To follow the contract drafting and signing as well as contract dates, renewal and termination of all staff. Tracks and update the various line Managers on probation dates and end of contracts.
To ensure that the base organizational chart is coherent and conform to PUI classification grid and salary scale.
To implement ISR and ensure adherence to the other PUI policies including PUI Code of Conduct, PSEA, CP, AFC and organize discussion sessions on this policies to all staff. To provide information to all employees regarding the same at all times.
To stimulate internal communications and anticipate risks associated with Base HR.
To assist the HR Manager/Admin Manager during meetings with personnel representatives and with other NGOs.

Recruitment:

Assist in the Preparation of vacancy announcements for National staff in PUI Monguno base.
Assist the line manager in receiving all applicants’ Cvs, draft candidates’ list, conduct interviews to recruit in required positions and file all applicants’ CVs & Documents in specific binders.
To supervise the recruitment process with the different heads of departments, and ensure strict compliance to PUI recruitment procedures.
Draft employment contract for National staff and collect all information required for contract. (ID card, photos, identification information, reference, credentials, etc.)
To organize the induction training of all new staff and make sure they receive all necessary information and tools and signed copies.

Payroll:

Gather all necessary information from employees in the base and update in the HR Database/payroll.
Check and control all staff grade, salary & position to be in accordance with PUI salary grid and internal process.
To prepare payslips based on the HR Data at the end of each month and ensure it is signed by each employee;
To ensure documents regarding legal contributions to national schemes are regularly archived.

General administration & daily HR management:

To file and archive the general administration documents (renting contracts, MoUs, etc.)
To confirm employees attendance at the office through the proper keeping of attendance tracking forms;
To file leave requests of all employees (paid leaves, sick leaves, circumstance leaves, maternal/paternal leaves) and help the supervisor to draw up an annual leaves plan according to personnel requests
To perform all necessary tasks related to the general administration of PUI Monguno office.
Prepare documents for payment for Social Security and income tax.
To follow probation period deadlines and make sure all employees are evaluated before the end of their probation period.
To ensure a good communication, coordination and information level within the team through regular Base coordination meetings, formal reporting (or other if needed).
To initiate and maintain a dialogue with all relevant local and national authorities regarding all HR related subjects and legislations.
Be attentive for any risk or abuse of power (whether this is between local employees, or between an expatriate and local employees or any other type of abuse of power) and report any inappropriate behavior to the Field Coordinator.

Filing:

Ensure a proper filing system of all PUI staff documents in the base.
Ensure that all HR files from the base are properly collected and reported to Coordination office.
To ensure the physical and electronic archival of HR files as per the archiving process at the mission level, as well as securing administrative documents
Ensure that all HR files at th base with sensitive level are reported to Coordination Office
Prepare the HR files for audit and verification visits;
Archive training certificates in HR files as per the archiving process;

Training:

Training of new staff for HR/Administration positions in bases.
Organize Workshops to improve the base Human Resource knowledge of the PUI Administrative System.
Brief Training for all new Staff on PUI HR policies and PUI Code of Conduct.
To solve team conflicts, if any, and ensure team building
To support the admin staff in improving their performances
To solve team conflicts, if any, and ensure team building.
To implement and follow up internal safety and security rules/protocols for her/his team and transmits all safety and security information to his/her supervisor
To report to his/her line manager problems and/or concerns on technical issues.
Support in identifying training needs and work to organize or plan trainings
Priorities of the Department
Support in the implementation of the ISR and guidelines.
Support in the improvement of capacity building on the mission.
Monitors the good application of the ISR and guidelines
Ensures that all administrative personnel files and employees’ documents are in accordance with working for PUI in the country and donors requirements.

Mandatory Requirements

Language skills: Fluent in English and Hausa; (Kanuri is an asset)
Education Degree: University Degree in Human Resources or Administration Management, Public Administration or related fields.
Work experience: Minimum of 2 years of experience in a similar position (NGOs/private companies) is a strong asset.
Knowledge and skills: Good analytical and writing skills. Good management capacities and team leadership spirit.
Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel.

Other:

Good skills in reports and contracts redaction
Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines
Knowledge of humanitarian actors
Good management and pedagogical skills
Excellent communication and diplomacy skills to manage relationship in potentially tense situations
Assets
Interests
Strong motivation to help people in need
Understanding of the political situation in the area

Transversal Skills:

Conflict resolution and diplomacy experience.
Able to analyze and suggest improvement.
Able to take initiative to deal with difficulties encountered in daily work.
Able to adapt or change priorities according to the changing situation within the base or the organization itself.
Autonomous, neutral, hard working.
Able to manage stress and pressure.

Application Closing Date
Not Specified.

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