Human Resources & Administration Officer

Position Title	Human Resources and Admin Officer
Supervised by	Human Resources and Admin Manager
Reporting to	Human Resources and Admin Manager
Duty Station	Abuja
Area of Operation	Abuja
Employment Period	12 months
Type of Contract (Expat/National/Trainee)	National
Salary & Benefits	NMG-H

Introduction

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Based in Copenhagen (Denmark) and present in forty countries, the Danish Refugee Council is a non-profit-making, politically independent, non-governmental and non-denominational relief organization.

Our vision is a dignified life for all displaced. All our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

Background

Danish Refugee Council (DRC) has had an operational presence in Nigeria since 2015. DRC Nigeria is the largest DRC country mission in the West Africa region and one of the largest DRC country missions globally. Currently, DRC delivers life-saving assistance and protection to vulnerable, conflict-affected populations including internally displaced persons, returnees, and host communities in the areas of armed violence reduction, humanitarian mine action, livelihoods, nutrition and food security, protection, shelter, and non-food items (NFI) and water, sanitation, and hygiene (WASH) in 30+ Local Government Areas (LGAs) across Borno, Adamawa and states in northeast Nigeria and Sokoto and Zamfara states in Northwest Nigeria.

1. Duties and Responsibilities

To provide Human Resources support in compliance with DRC's and local guidelines and procedures. This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities.

Responsibilities:

Documentation and filing:

• Ensure documentation is complete and filed in an impeccable manner for all recruitments done in Abuja. (Both hard files and soft copies).
• Ensure documentation and archiving of personnel files is kept up to date and in order.
• Support field offices in organizing their documentation and archives to be audit ready at all times.

Insurance:

• Act as focal point for insurance payments.
• Liaise with staff and insurance company on resolving issues.
• Escalate any insurance issues in a timely manner.

Contracts and People planning

• To send monthly reminders and anticipate actions on upcoming ends of contracts and future recruitment needs.
• To ensure that each employee has an updated job description
• To make sure staff have their contract extensions, End of contract notices at least a month in advance before expiry of their valid contract.
• To work with the staff contracts list and make sure it is always up to date on SharePoint
• To Prepare all job offers and contracts.
• To prepare payroll for national employees
• To make sure the full contract process for national employees including contracts, extensions, addendums, and resignations is done
• To ensure that terms of employment for national employees are aligned with DRC Minimum standards, Nigeria Labor law and conventions and competitive.
• To ensure that Dynamics data for national staff is updated, this is position bands, employee IDs, contracts extensions
• To ensure the proper and exhaustive filing of all the staff documents both hard and soft copies.
• Prepare and submit required reports or/ trackers to the HR&Admin Manager monthly
• Ensure that records of all Human Resources related information is kept and sent on timely basis to relevant parties
• Hiring and terminating of national staff in dynamics system.

Performance, Learning and Development

• To make sure the performance management process is adhered to by all managers, staff and HR focal points
• Maintain a consolidated Country tracker for performance cycle in the KPI HR-Tool
• Timely Follow up with the focal HRs in area offices of probations objectives, evaluations performance objectives and appraisals
• Involve the HR&Admin manager in complicated situations that a raise with the non-compliance to the cycle
• Share with managers and staff the available learning and development opportunities materials on DRC Intranet for development
• Support the HR&Admin Manager in coordinating the learning and development trainings
• inducting training on Code of Conduct, Confidentiality, Conflict of Interest, etc. as may be required.
• Ensure all performance records and trainings on performance management is updated in dynamics.

Visas Management and International Flight Management

• Create a folder for each staff or / visitor

• Collect all the necessary documents from the applicant for a particular visa type (VOA OR CERPAC)
• Have the letters signed by CD/Hoss to support the applications
• Submit applications immediately
• Share emails with the consultants on guidance and requirements for applications for each new application.
• Make sure of Aquent communication to the applicant on the timelines of the process, the required documents and how long the applicants will stay without their physical passport(s) if its application for CERPAC
• Follow up with the Consultant to make sure the visa (VOA) is received within five (05) working days.
• On receipt of the passport back, update the visas tracker
• Make sure to send the staff passport back to them only through fellow staff and not a courier
• Timely communications and follow up with staff on their visa’s renewals

Any other duties as may be assigned by the Line manager.

2. Qualifications

Experience and technical competencies: (include years of experience) a) Essential Minimum Three (03) years’ experience in Administration or Human Resources Management or Change Management or Organisational Development and other related fields specifically within the International NGOs, Embassies, UN Agencies and other similar sectors mid-management level.  Knowledge of recruitment and previous experience within emergency contexts is a plus. Excellent command of Microsoft office. Previous experience working with an ERP System is an added advantage. Good understanding and working knowledge/experience of Human Resources Management principles, concepts & processes. Advanced English proficiency Knowledge of local languages
Education: (include certificates, licenses et.) A University degree in the field of university degree in Human Resource Management, Business Administration, or Social Science Degree specializing in Human Resources or equivalent profession.	Core competencies Basic Advanced Expert Striving for excellence ☐ ☒ ☐ Collaborating ☐ ☒ ☐ Taking the lead ☐ ☒ ☐ Communicating ☐ ☒ ☐ Demonstrating integrity ☐ ☒ ☐ Find the definition of DRC’s Core competencies here
Languages: (indicate fluency level) Effective communication skills (written and verbal). Fluency in written and spoken English and Knowledge local languages would be a plus.
Key stakeholders: (internal and external) Human Resources and Admin Manager Department Managers Staff
Last updated: October 2024	¨Basic: I master the essentials, but may at times need help from others ¨Advanced: I can work independently at full professional level. ¨Expert: I am the go-to person when others need help.

3. Application Process

Are you interested? Then apply for this position on line: www.drc.dk/about-drc/vacancies/current-vacancies. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English.

DRC provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, color, religion, sexual orientation, age, marital status or disability.

DRC encourages all applicants to apply and does not practice any discrimination in any recruitment process.

However, all applicants shall take into consideration that DRC cannot offer an international work contract to a citizen of the country of assignment (in this specific case, Nigeria)

Applications close on the 13 November 2024 at midnight (GMT-time). Applications submitted after this date will not be considered.

Due to the urgency of the position, DRC has the right to recruit a candidate who matches the required profile before the above deadline.  

Apply now