• Application Deadline:
• Position: Human Resources Coordinator


• Job Type Full Time


• Qualification BA/BSc/HND


• Experience 3 years


• Location Abuja


• Job Field Human Resources / HR 
  

FUNCTIONAL AND HIERARCHICAL LINKS:

• Line Manager: Head of Mission;


• Technical Referent: Human Resources Referent Desk HQ;


• Staff under his/her hierarchical responsibility: HR Manager, HR Assistant. He/She is functionally responsible for the HR aspects of the Project Administrative Managers (Admin);


• He/She collaborates with the Coordinators (Capital and field).

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS:

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record check or character reference is not possible, a declaration of honor will be requested.

MAIN MISSIONS:

• To ensure the proper management of the mission’s human resources in accordance with the ALIMA management framework and local legislation;


• To be the leader in defining Human Resources strategy and advising managers;


• Be the focal point with the administrative authorities (Labour Inspectorate, Lawyer, Social Security, Taxes, etc.);


• Represent ALIMA in inter-NGO administrative forums.

MAIN ACTIVITIES:

Administrative management of the mission, legal monitoring:

• Ensure that the legal documents are updated for the proper functioning of ALIMA;


• Ensure annual registration of lease contracts, house contracts, coordination and projects;


• Ensure the legal monitoring of the mission by creating and maintaining a network of relevant information in its areas of responsibility and in particular on labor and tax legislation;


• Contribute to the definition, validation and application of documents, procedures and policies for personnel management (internal regulations, contracts, recruitment policies, etc.);


• Initiate the definition and revision of documents, procedures and policies for which he/she is responsible in accordance with local legislation and ALIMA procedures;


• Participate in the elaboration of the agreement protocols between ALIMA and the partners;


• Produce the monthly report of the mission on the human resources and administrative aspects.

Administrative Management of Human Resources:

Recruiting:

• Ensure the rigorous application of the recruitment policy at all bases and for all positions, from identifying the need to archiving recruitment files;


• Provide training to Administrate managers on ALIMA procedures, good recruitment practices, and recruitment techniques;


• Participate in the recruitment process for base managers, ensuring HR validation;


• Participate in the recruitment process for bases upon request from the PC and/or the Admins;


• Provide recruitment tests to Admins and team leaders when required or recommended;


• Conduct a general induction of ALIMA and the mission for Admins, supporting the updating of the project section, and ensuring that each collaborator benefits from this induction;


• Ensure that new employees recruited at the base are briefed on internal regulations, the code of good conduct, the anti-fraud policy, and the policy for the prevention of harassment and sexual and gender-based violence;


• Ensure that stakeholders understand and implement the induction process on the mission (coordination and bases) and provide HR induction for all managers.

Employment contract and follow-up:

• Ensure that personnel files are complete and maintained in electronic format;


• Implement and maintain efficient contract monitoring tools and ensure that Admins use them (monitoring of contract dates, leave, etc.).

Payment of wages, taxes and social security contributions:

• Supervise the use of the payroll software and train the Admins on their responsibilities;


• Validate payrolls each month for each base.

Life and team composition:

• Support the organization of monthly staff meetings;


• Participate in staff representative / coordination meetings;


• Participates in the resolution of work conflicts in collaboration with project coordinators, Admins and team leaders.

Operational Human Resources Management:

• Support project coordinators and department managers in defining the composition of their teams;


• Update and share mission organization charts with the bases, coordination and headquarters on a monthly basis;


• Participate in the elaboration of the mission’s budgets for the HR part (organization chart, salary, bonuses…), international transport, rent.

Quality management of personnel:

Job Profile – Performance Objective Plan – Review:

• Provide Admins and team leaders with standard job profiles;


• Ensure that updated job profiles are available for each employee and that each employee has read and signed them, support the Admins and team leaders in case of blockage;


• Train team leaders in the use of POP documents and reports;


• Check that team leaders set objectives at the beginning of the period and carry out staff reviews at the end of the period;


• Analyze personnel reviews from a career path perspective.

Training and capacity building:

• Develop an evaluation report including the training needs expressed;


• Be proactive in identifying sources of funding for training, and in identifying collaborations with other NGOs, training organizations present in the country;


• To be responsible for the organization of training taking place in the coordination or in the city of the coordination;


• Support the organization of training courses held at the base or at headquarters;


• Propose and anticipate the secondment of personnel to other ALIMA missions;


• Accompany the capacity building of all employees in support of team leaders;


• Collect data related to the training provided in the field and propose an analysis of these data;


• Apply post-training monitoring and evaluation methods to measure impact;


• Liaise with the Head of Training at headquarters.

Specific management of international staff:

Administration:

• In liaison with the administrative department in Dakar, ensure the administrative follow-up of the international staff: briefing and debriefing, arrival and departure dates, paid holidays, passports, visas and plane tickets;


• In collaboration with the HR Manager, ensures the renewal of expatriate visas, security visas and/or any other legal documents required by the police and the Ministry (Agreement, Convention with the Ministry of Trustees, Request for entry permit…);


• Monitor contract dates and bring to the attention of line managers at least 3 months in advance;


• Ensure that the files of internationals are prepared and provides the necessary documents for those who do not have them (ALIMA card, mission order, residence permit, etc.);


• Organize visitor briefings.

Recruitment and follow-up:

• Support the Head of Mission and the project coordinators in the planning of the breaks and provide a monitoring tool;


• In collaboration with the administrators, alert for interim and final reviews;


• Ensure the transmission of reports and end-of-assignment reports to the HR desk officer;


• Support the Head of Mission in the management of human resources of expatriate staff (conflict management, anticipation of recruitment, drafting of job profiles, etc.).

Team management and leadership:

• Set up an HR department for coordination with recruitment and training of a national team;


• Define job profiles and performance objectives for team members;


• To carry out the assessments of its team in an approach of professional course;


• Facilitating training actions to develop/reinforce team skills on HR and cross-functional themes;


• Propose and support job changes in accordance with ALIMA policies;


• Propose and anticipate secondments;


• Promote staff mobility (internal and external) within the framework of the policies in force;


• Identify the skills that team members need to acquire in order to master their positions and organize training to reinforce them;


• Organize and lead team meetings.

Reporting:

• Develop an evaluation report including the training needs expressed;


• Produce the monthly HR report and related documents.

Implementation of preventive measures against abuse of power, gender-based and sexual violence (PSEA):

• Support the Head of Mission in the implementation of the PSEA action plan;


• Implementing standards for abuse prevention, including safe recruitment procedures;


• Ensure that team members attend training and awareness sessions and follow abuse prevention rules;


• To help create and maintain a nurturing and protective environment.

SKILLS and EXPERIENCE:

Training:

• Training in Human Resources Management

Experience:

• At least 3 years of experience in a similar position


• Experience in emergency and degraded security contexts is highly desirable


• Previous experience in the humanitarian field, in the position of Human Resources Coordinator

Skills:

• Organizational skills, rigor and autonomy


• Excellent computer skills (Word, Excel…)


• Ability to prioritize and work under pressure


• Ability to work as a team in multicultural contexts


• Training and coaching skills


• Adaptability and diplomacy


• Knowledge of HOMERE software


• Writing skills


• Analytical and critical thinking skills

Languages:

• Fluency in English. Speaking French is an asset