Job Title: HR and Administration Officer
Employer: Millennium Promise Nigeria (The MDG Center)
UNIT: Pampaida Millennium Villages Project
LOCATION: Zaria, Kaduna, Nigeria
Reporting to the Team Leader and the Finance and Admin Manager
Responsibilities/Duties:
Reporting to the Team leader and Finance and Admin Manager. The Duties and Responsibilities of the HR and Administration Officer shall include the following amongst others:
Entry point for stations: – Acknowledge receipt of emails – Respond to their queries and provide information as and when required with guidance from the Regional HR Manager. – Provide advice and interpretation of Personnel Policy Manual
Contracts for Project staff; – Liaise with team leaders in preparation of appointment letters for new national staff – Follow-up on probation evaluation and confirmation of appointment for new staff
Salary Updates: – Collect periodical salary updates from the cluster. – Maintain salary records for all staff and liaise with Finance for onward transmission to UNOPS with approval of the Regional Human Resource Manager.
Registration of new members to Medical scheme; – Update Finance dept. on new staff members for medical scheme – Compile personal details of new staff and forward to the insurance providers.
Group Life Insurance Scheme for staff; – Facilitate registration of new staff to Group Life Insurance scheme – Provide salary updates to insurers whenever salaries are adjusted – Advise Insurers on terminated staff – Collect details of deceased staff i.e. death certificate, salary details, etc and forward to Insurers and provide feedback to the regional office on progress of death claimsEstablishment of Country Human Resources Manuals – Collect Country Employment Acts and advise the regional Human Resource Manager – Study above Employment Acts and compile differences occurring between Acts and MP policies and procedures. – Establish Manuals for each country as per details of MP and respective employment Acts
Personnel Staffing Information; – Maintain Personnel files for all staff by making sure that the staff file contain all staff information including academic qualifications and copies,Personal history form,conflict of interest ,code of conduct document.- Maintain and Update excel staff list on all staff. – Keep check on incoming and outgoing staff and update as appropriate Policy Interpretation; – Answer queries regarding interpretation of various issues in Personnel Policy, i.e. terminal benefits, study leave, terminations, etc. – Quote policy on issues that require clarifications
Training; – Maintain staff training database – Receive and distribute relevant training programmes from various training consultants and institutions – Provide above information whenever required Recruitment – Assist the team leader in facilitating all cluster recruitments and from time to time with the guidance of the Regional Human Resource Manager.
General Office Administrative Duties: – coordinates all office administration duties. – Liaise with the regional office on matters pertaining employment, HIV/AIDS policy, Training, etc. – Assist during interviews at whenever required – Prepare Introduction letters I.e. to Embassies, Banks etc – Coordinate preparation of ID cards for site staff – Take minutes during meetings – Provide Rapporteur services during meetings – Provide back-up support to other positions
Travel; – Making bookings and liaise with travel agents for tickets. – Coordinating airport transfers and hotel bookings for staff and visitors. – Managing travel authorization process for project staff and collaborators. – Facilitating visa applications, arrange for airport transfers and hotel bookings for collaborators, visitors and regional staff.
Conferences/Workshops/Meetings; – Preparing and sending out invitations for workshops; managing participants' travel and visa arrangements, accommodation and payments to hotels. – Coordinating conferences and workshops both locally and internationally and providing secretarial, logistical and financial administration during the activity. – Payment of per diems and reimbursements during workshops. – Preparation of workshop reports as required.
Student support; – Liaise with project coordinators on arrival of expected project students – Administrative and logistic support to project students – contracts, accommodation, transport, insurance, etc.-
Qualifications/Requirements:
• Degree in Human Resource Management, Business Administration, Management, or other relevant subject with proven office management skills;
• Certification in Human Resource Management or equivalent
• At least two (2) years of relevant work experience in a closely related field gained in an international organization;
• High level of computer skills, ability to handle basic accounting and ability to learn new applications quickly.
• Knowledge of HRIMS is an added advantage.
• Excellent interpersonal skills
• Fluency in English written and Oral.
• Excellent oral and written communication skills.
Terms of offer: MVP offers a competitive salary with an excellent benefits package. The employment contract is for a period of one year with the possibility of renewal. MVP prides itself on its collegial, supportive and gender sensitive working environment and believes that staff diversity promotes excellence. Women are strongly encouraged to apply.
Applications:
Applicants should apply by email, sending a cover letter summarizing their relevance to this position, a full C.V. and names and contact information of three referees knowledgeable about the candidate's professional qualifications and work experience to: Pampaida.MVP@millenniumpromise.org with copies to employment@mdgwca.org.
"Application for Pampaida HR and Administration Officer" should be clearly marked on the subject line of the email message.
Applications will be considered until two weeks from the date of publication.
Only short-listed applicants meeting the above requirements will be contacted.
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