Première Urgence Internationale (PUI) recruitment for a Graduate HR Assistant

⏲ Jan 29, 2019, 2:05 AM
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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: HR Assistant Location: Maiduguri, Coordination Office General objective

The Human Resources Assistant assists the Deputy HR Coordinator in all the activities related to human resources management at the coordination office.

Tasks and Responsibilities Administrative management & follow-up:

Organize the necessary personnel and contractual documents for all coordination staff;
Ensure that all HR files are complete and updated;
Forward and follow up requests and complaints to insurance company on a regular basis;
Prepare, compile and share mission documents on a weekly basis (job announcements, recruitment followup, etc.);
Prepare NSITF HR files for coordination staff, receive and review NSITF files from bases and transfer them to concerned party;
Update the mission contact list on a monthly basis by compiling and verifying data received from bases;
Prepare the HR files for audit and verification visits;
Assist the Deputy HR Coordinator in the preparation of meetings when needed.
Manage the physical and electronic archival of HR files as per the archiving and filing process;
Prepare administrative equipment of coordination staff (access cards, business cards, insurance cards,etc.)
Record minutes of meetings when asked by the line manager;
Receive and compile insurance claims from coordination national staff and other bases, and handle the mission insurance follow up tracking tool;

HR management for local staff:

Maintain confidentiality of HR information;
Assist the Deputy HR Coordinator in the implementation and respect of HR policy and procedures;
Keep soft copy of scanned personnel documents of every staff of every base (Abuja, Maiduguri (Base and Coordination) and Monguno)
Keep track of the coordination staff leaves and update concerned tools accordingly;
Follow up on the evaluation/appraisals deadlines for national staff and inform their managers accordingly;
Regularly update the coordination HR database, Access, medical insurance, NSITF & income tax monthly report;
Ensure the respect of termination procedures and prepare all necessary documents;
Update the coordination and key staff organizational charts;
Assist in the implementation of disciplinary measures (preparation of explanation letters, minutes of meetings, warnings, etc.)
Provide HR briefings to coordination staff when needed;
Prepare local staff contracts and amendments and ensure each staff is aware of contract terms & conditions;
Review the local staff contracts and amendments sent from the bases and follow up on their validation;

Recruitment:

Ensure that the recruitment policy is being implemented and respected;
Maintain and ensure the completion of all recruitment documents in HR files;
Schedule technical tests and interviews;
Assist the Deputy HR Coordinator in the recruitments at coordination and attend interviews when needed;
Prepare the integration of any new employee, and make sure the managers are implementing the induction plan;
File and archive the resumes received on the email address and transfer them to recruiters;
Be the focal point for the communication with candidates throughout the whole process;

Capacity building:

Assist in identifying training institutions as per the determined needs;
Forward to line manager the identified skills to be improved that were reported in performance appraisals;
Update the concerned tools according to trainings received.
Assist the line Manager to organise or plan trainings;
Archive training certificates in HR files as per the archiving process;

Payment:

Prepare advances on salaries and pay roll at the end of each month;
State Internal Revenue Service, Federal Mortgage Bank and Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance;
Manage the implementation of the new salary database on the bases.
Prepare expatriates’ per diem at the beginning of each month and security envelopes when needed;
Support in the calculation and payment of Pension, NHF, NSITF (social security) and income taxes via PFA,

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs. Priorities of the Department:

Follow up on the evaluation/appraisal deadlines for national staff and inform their line managers;
Assist to track and monitor national staff contract duration and inform line managers;
Assist in the recruitment and attend interviews when needed and prepare the induction of every new employees;
Assist in the physical and electronic archival of hr files as per the archiving and filing process;
Assist in the implementation of capacity building plan by identifying training sources as per the need;

Mandatory Requirement

Language skills: fluent in Hausa and English (speaking/reading/writing)
Education degree: university degree in Human Resources or a related field
Work experience: Minimum 1 year experience in a similar position (NGOs/private companies).

Knowledge and skills:

Good analytical and writing skills;
Knowledgeable about the Nigerian Labor Law and the provisions of the National Social Security law;
Computer skills: knowledge of the MS office software pack (including Word, Excel, PowerPoint, and Outlook) and Saga

Required Personal Characteristics (fitting into the team, suitability for the job and assignment):

Well organized
Strong donor knowledge
Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
Autonomy, neutrality, hard worker
Able to manage stress and pressure
Strong training skills
Strong analysis skills
Ability to take initiative to deal with difficulties encountered in daily work and suggest improvement