[Vacancy]: Human Resources/Admin Officer Needed at Gibran Books and Values Society of Nigeria

Role Responsibilities

The HR/Admin Officer’s main responsibilities are to provide the necessary support to the Executive Director. His/her key role is to manage all staff data including information on contracts and other related data, and support the administration of staff benefits, Recruitment, Orientation, and performance management. This position maintains a high degree of confidentiality and a strong interpersonal skill; using his/her knowledge, the incumbent will deal with employees with high level of maturity, tact, and diplomacy. The HR/Admin Officer must provide excellent employee relations, demonstrate initiative, take ownership of responsibilities, and complete projects with positive results. The role also supports the effective implementation of human resources guidelines and management in the GBVS office and support the promotion of organizational culture.

Role Responsibilities

Staff Management: 

• Lead the promotion of organization culture by carrying out activities and demonstrating behaviors that deepen our values to build a values-based organization in the field office.
• Support Staff and line managers in effective people management.
• Support the effective management of the employee life cycle.
• Support proper implementation of GBVS’s performance management system for all staff, from the development of annual performance objectives, regular feedback, mid-term reviews, and annual performance appraisals.
• Proactively support line managers to address performance issues through regular, constructive, and honest feedback and coaching for direct reports
• Work with Line managers and the Executive Director to identify necessary staff development and development opportunities for direct reports.
• Ensure levels of authority and responsibility are clearly defined, understood, and followed by staff in the team.
• Support with the management of employee benefits.

Human Resource Administration and Operations: 

• Maintain updated staff filing for all staff (active and exited staff) in the organization – both soft and hard in the designated filling cabinet.
• Support with the development and maintenance of staff database for ease of report generation and contract tracking.
• Support with development and socialisation of organizational policies and procedures.
• Prepare and share quarterly staff reports with leadership

Management of Recruitment and onboarding process:

• Support the Executive Director in effective workforce planning ensuring that this fits into the Strategic plan for staffing.
• Lead an effective recruitment and onboarding process for all staff in the field office.
• Support hiring managers to prepare job descriptions with competency profiles.
• Receive the recruitment requisition, prepare appropriate vacancies for both internal and external announcements (and ensure timely placement of the vacancies.
• Manage the recruitment module on the HRIS software- Posting of adverts, circulation of advertisements, application screening process, and candidate feedback process.
• Working with the line manager, develop and maintain a database of written technical test and interview grids for all existing positions and work with the coordination team to develop these tools for new positions.
• Participate in interviews and prepare interview reports for approvals and documentation.
• Carry out all all-pre-employment processes/checks- reference checks etc
• Working with the line manager develop an onboarding plan for all new staff before resumption and ensure new staff are fully inducted into the organization before the end of the probation period as stated on the contract.

Management of staff benefits:

• Support the onboarding and management of staff registration medical insurance platform (upon resumption and end of contract)
• Support with Payroll administration by ensuring that all information related to payroll is received and filed in a timely manner.
• Act as contact person with the insurance providers to support staff access to care and resolve any challenge with registration for all staff in the field office.
• Support in the management of GBVS Staff Training plan- development, monitoring, and execution of the plan in line with identified capacity-building needs.
• Participate in staff salary and benefits reviews and analysis.
• Provide support to staff and guide staff on all benefits as it apply to staff during their employment with GBVS Nigeria.

Support effective Performance Review and Staff Development Process:

• Support all field office staff in the performance management process (goal setting, reviews, feedback session,s and appraisal)
• Monitor, follow up with staff and line managers, collect and inform the Executive Director of the status of probation for all new joiners, and prepare Confirmation letters upon completion of the probation.
• Ensure the implementation of identified staff training and development activities.

Other Responsibilities:

• Other Responsibilities as Assigned

QUALIFICATIONS

• A Bachelor’s degree in public administration, management, or business-related field and preferred in conflict, international economics or development, political science, or a related field is required, or an equivalent combination of education and experience.
• Three (3) or more years of related administrative experience, familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities.
• Strong skills in the Microsoft Office Suite, particularly Sharepoint, Teams, MS Word, MS Outlook, and MS Excel.
• Strong time management skills with the ability to prioritize work and meet deadlines.
• Strong interpersonal skills necessary, including working with diverse teams, including across cultures
• Candidate must demonstrate an ability to communicate effectively both in-person and electronically and be able to adapt communication approaches accordingly.
• Knowledge of program management processes, especially project planning, budgets, and monitoring and evaluation.
• Excellent writing skills, including experience with drafting program reports and supporting proposal writing processes.
• Experience organizing public events, roundtables, conferences, and meetings preferred.

Competencies:

• Approachability
• Building Effective Teams
• Customer Focus
• Integrity and Trust
• Drive for Results
• Comfort around Higher management
• Business Acumen
• Negotiating
• Organizational Agility

Duration:

This role is open for an initial 12 months and may be renewed based on available funding/satisfactory assessment.