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Human Resources and Admin Assistant at Save The Children

Ref No: 1900008V
Location: Ogoja, Cross River
Employee Status: Fixed Term

Role Purpose

  • To provide administrative support and assistance for the development and management of Human Resources functions, for the development and maintenance of policies & procedures, for ensuring the health and safety of staff and for the promotion of the Child Safe Guarding Policy

Key Areas of Accountability
The scope of this role will include:

Human Resources:

  • Maintaining leave-tracking sheet and performance review schedule.
  • Support in maintaining an updated personnel files in line with HR best practice standards.
  • Support the HR Coordinator in compilation of payroll related documents
  • Maintain proper and accurate records /inventory of Office supplies distribution and usage by each HR team member.
  • Organize central HR files.  Ensure documents are stored in an easy to access and understandable system.  Update and circulate the filing list regularly to HR team members
  • Process for payments to consultants and vendors for HR related expenses
  • Photocopying of documents when required
  • Ensure compliance with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies
  • Manage the scheduling and logistics of all interviews between candidates and the office.
  • Prepare candidates for interviews with office by providing detailed information on the location, job descriptions, and methodology.
  • Participate in the preparation for induction for new staff on the global and national policy guidelines and procedures
  • Provide administrative support to supervisors to arrange training opportunities for staff.
  • Ensure a timely and proper filing of all HR related documents and support in collecting and updating staff information

Administrations/Office Communications:

  • Welcome and receive visitors to the office.
  • Receive, collate and send letters and correspondence to field offices and partner offices.
  • Manage the diaries of the state team lead where required.
  • Maintain a general document-filing system.
  • Manage calendars and arrangement of meetings for the Cross River office
  • Ad hoc typing, scanning & photocopying for Staff
  • Co-ordinate and maintain the SCI resource centre documentation system: receiving and filing official documents, publications, manuals, text and other materials in an easily retrievable manner and ensuring the security of all materials, text and documents in the centre.
  • As delegated, to oversee minor repairs in the office
  • Assist the HR Coordinator in establishing and maintaining a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available on request.
  • Managing incoming and outgoing post.
  • Disseminate formal communications to staff.
  • Maintain current contact database of other INGO, Partners, Government, Embassies and Donor organisations.
  • Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner.
  • Ensure the staff movement board is well maintained and up to date.
  • To act as a cover for logistics functions in the field office in the absence of the Logistics/Admin Officer.
  • Assist in the production and publications of all SCI official text, reports and other materials.
  • Ensure the office is well stocked (procurement and monitoring) with necessary supplies stationeries and other consumables as well as maintaining and updating store records
  • Manage the procurement and distribution of Mobile phone cards to staff
  • Monitor and supervise the activities and performance of the office cleaner(s) and security personnel.
  • Ensure the First Aid kits are stocked and replenished with genuine drugs
  • In collaboration with line manager make arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost effectively
  • Facilitate flight bookings for staff with the Country office Admin Assistants
  • Ensure accommodation is arranged for travellers (based on request). Ensure best value for money and that travellers are clearly informed well in advance of the booked hotel(s)

Other:

  • Other ad hoc tasks as requested by Line Manager

Working Conditions

  • Ability and willingness to travel to projects and stay in basic conditions when necessary

How to apply

Interested and qualified candidates should apply here

Deadline: 15th February 2019

Do you know? MyFirstJobNG can position you for this opportunity by enhancing your CV and Cover letter. If interested, send a mail to services@myfirstjobng.com

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