JOB TITLE: HR/Administrative Assistant
TEAM: Nigeria Country Office LOCATION: Adamawa
GRADE: 5
POST TYPE: National
CHILD SAFEGUARDING: Level 3- The responsibilities of the post does not require the post holder to have regular contact with children or young people but would be responsible to ensure employee and other representatives adhere to child safeguarding policy.
ROLE PURPOSE:
The role holder is responsible for providing professional Administrative and HR support to Save the Children’s programme team based in Adamawa.
He/she is responsible for providing efficient and effective administrative support to the Adamawa Field office by ensuring all Administration Standard Operating Procedures are adhered to.
SCOPE OF ROLE:
Reports to: State Team Lead, Adamawa
Staff directly reporting to this post: Office Assistant.
KEY AREAS OF ACCOUNTABILITY:
Human Resource Management
Support Adamawa Field Manager and Senior HR Manager in the development of training needs.
Organize training and maintain records.
Support the Senior Human Resource Manager in researching training opportunities as prioritized by the Senior Management Team or as requested by supervisors.
Follow up with staff on timely submission of monthly timesheets.
Prepare the Adamawa office Weekly/monthly HR/Admin report.
Update staff list and organogram monthly.
Recruitment
Develop a standard induction pack and maintain an induction schedule for new staff.
Coordinate recruitment processes:
Long/Short-listing of candidates.
Interviewing candidates.
Conduct reference checks and criminal record checks.
Prepare contracts and offer letters.
Coordinate the process of new staff induction on the global and national policy guidelines and procedures.
Staff Welfare Management
Registration of staff with Health Management Organizations (HMO) and administration of other updates with the HMO.
Maintain records of all incident reports.
Provide relevant information necessary for the management of the combined accident and employee compensation and group life insurance cover for staff.
Child Safeguarding
Ensure all new employees at the office have had a thorough child safeguarding policy induction.
Training staff and consultants on the CS Policy (awareness raising, management systems, prevention, monitoring and responses)
Ensure that representatives and beneficiaries of SCI programmers are made aware of the conduct they can expect of SCI Staff in line with the requirements of the CS policy and how to report concerns.
Under the supervision of the Field Manager, disseminate, implement and monitor the Child Safeguarding Policy across SC Adamawa Field Office
Other - Other tasks as requested by Line Manager.
General Administration
Management of the office premises. Ensuring the office is clean and all facilities are in good working condition.
Supervise the cleaners and ensure cleaning items are always available.
Ensure the office is opened and locked at appropriate times daily.
Ensure staff have access to the office if they are required to work on a weekend after obtaining the required approval.
Facilitating hotel booking, air ticketing and other arrangement in the field office
Register, submit and file daily incoming and outgoing correspondence; and maintain a filing system
Receive and attend to delegated procurement requests.
Regularly maintain and update inventories under the supervision of the Line Manager.
Update staff attendance list.
Maintain Office meeting room-booking register and liaise with IT Department that all gadgets are in place and in proper working condition.
Store Management
Manage stationery and consumable store effectively and efficiently.
Receive requisitions and provide supplies to staff.
Issue out requested items for training/workshops/meetings to request staff upon receipt of the request.
Ensure the minimum stock levels are maintained to avoid stock out.
Regularly maintain and update inventory cards.
Hotel and venue bookings
Make Hotel/Venue Bookings and provide updates to requesting staff.
Liaise with the required facilities to decide on the most suitable option while ensuring value for money.
Timely communication to requesting staff on the booking information.
Facilitating hotel booking, air ticketing and other arrangement in the field office.
Programme Administration
Provides administrative support to Adamawa Program teams: tracking actions, key dates, organizing events, meetings/workshop logistics e.g., booking venue/room, setting up conference calls etc.
Documentation system: receiving and filing official documents, publications, and manuals and ensuring their security.
Processing payments related to flight and accommodation bookings at most 3 days after SCI has been invoiced.
Arrange Hotel/Venue Booking and provide feedback to the requester.
Point of contact to receive/send communication to/ from states on behalf of the team.
Liaise with all other departments for administrative needs e.g. stationery, procurement etc.
Front Desk
Greet and welcome all visitors and direct them to the relevant staff/persons.
Manage the office switchboard, answer telephones and direct calls to relevant people.
Carry out all duties associated with the Front Desk function including; welcoming guests professionally; receiving and transferring phone calls; and directing visitors appropriately.
Deal with all queries/general enquiries by telephone, e-mail, in-person, from internal and external contacts.
File and maintain files of front desk documents.
Utilities & Payments of Office Rent and Bills.
Send and receive office mail and parcels via courier and maintain a tracker for the same.
Maintain a tidy, clean and professional appearance for the reception area at all times.
SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same.
Widely shares their personal vision for Save the Children, engages and motivates others.
Future orientated, thinks strategically.
Collaboran:
Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters.
Values diversity and sees it as a source of competitive strength.
Approachable, good listener, easy to talk to
Creativity:
Develops and encourages new and innovative solutions.
Willing to take disciplined risks.
Integrity:
Honest, encourages openness and transparency; demonstrates highest levels of integrity.
SKILLS & EXPERIENCE
Essential
A bachelor's degree in management, Business Administration or Social Sciences.
At least 2 years' experience in a similar role.
Computer literacy
Ability to draft well-written, professionally presented documents.
Proficient in the use of Microsoft Office packages (Word, Excel, PowerPoint, and Outlook).
Excellent verbal communication and listening skills.
Highly proficient in spoken and written English.
Sound knowledge of office practices, procedures and administrative systems including filing systems
High level of personal integrity, commitment and professional responsibility
Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety, security, equal opportunities, Child Safeguarding Policy and other relevant policies.
Desired
Previous INGO/NGO experiences