ABOUT US: Overview | Millennium Promise
CAREER: Millennium Promise
JOB SUMMARY
Purpose of the Position
Reporting to the Regional Human Resource Manager WCA (operationally to the Finance and Administration Officer at the cluster), the HR and Administration Assistant will be responsible for providing Administrative and HR support to the cluster. This is a nationally recruited position and the incumbent will be based at the Pampaida Millennium Villages Project, Zaria, Kaduna.
Responsibilities/Duties
The Duties and Responsibilities of the HR and Administration Assistant shall include the following amongst others:
Entry Point for Stations
Contracts for Project staff
- Acknowledge receipt of emails
- Respond to their queries and provide information as and when required with guidance from the Regional HR Manager.
- Provide advice and interpretation of Personnel Policy Manual
Salary Updates:
- Liaise with team leaders in preparation of appointment letters for new national staff
- Follow-up on probation evaluation and confirmation of appointment for new staff
Registration of new members to Medical scheme
- Collect periodical salary updates from the cluster.
- Maintain salary records for all staff and liaise with Finance for onward transmission to UNOPS with approval of the Regional Human Resource Manager.
Group Life Insurance Scheme for staff
- Update Finance dept. on new staff members for medical scheme
- Compile personal details of new staff and forward to the insurance providers.
Establishment of Country Human Resources Manuals
- Facilitate registration of new staff to Group Life Insurance scheme
- Provide salary updates to insurers whenever salaries are adjusted
- Advise Insurers on terminated staff
- Collect details of deceased staff i.e. death certificate, salary details, etc and forward to Insurers and provide feedback to the regional office on progress of death claims
Personnel Staffing Information
- Collect Country Employment Acts and advise the regional Human Resource Manager
- Study above Employment Acts and compile differences occurring between Acts and MP policies and procedures.
- Establish Manuals for each country as per details of Millennium Promise and respective employment Acts
Policy Interpretation
- Maintain Personnel files for all staff by making sure that the staff file contain all staff information including academic qualifications and copies, Personal history form, conflict of interest, code of conduct document.
- Maintain and Update excel staff list on all staff.
- Keep check on incoming and outgoing staff and update as appropriate
Training
- Answer queries regarding interpretation of various issues in Personnel Policy, i.e. terminal benefits, study leave, terminations, etc.
- Quote policy on issues that require clarifications
Recruitment
- Maintain staff training database
- Receive and distribute relevant training programmes from various training consultants and institutions
- Provide above information whenever required
Travel
- Provide CAFs whenever there is need for recruitment
- On receipt of CAFs, verify information, i.e. budget codes, approval by Team leader/Regional HR manager, TOR and CV and circulate for approval
- Update on progress of CAFs
- On approval of CAFs, Scan signed copy to the Regional HR manager and file original copy in the site CAFs File.
- Provide job descriptions whenever required
- Follow-up on details for new staff
- Brief candidates during interviews whenever required
Conferences/Workshops/Meetings
- Making bookings and liaise with travel agents for tickets.
- Coordinating airport transfers and hotel bookings for staff and visitors.
- Managing travel authorization process for Project staff and collaborators.
- Facilitating visa applications, arrange for airport transfers and hotel bookings for collaborators, visitors and regional staff.
Student support
- Preparing and sending out invitations for workshops; managing participants’ travel and visa arrangements, accommodation and payments to hotels.
- Coordinating conferences and workshops both locally and internationally and providing secretarial, logistical and financial administration during the activity.
- Payment of per diems and reimbursements during workshops.
- Preparation of workshop reports as required.
General Administrative Duties
- Liaise with Project Team Leader on arrival of expected Project students
- Administrative and logistic support to Project students – contracts, accommodation, transport, insurance, etc.
- Liaise with the regional office on matters pertaining employment, HIV/AIDS policy, Training, etc.
- Assist during interviews at whenever required
- Prepare Introduction letters I.e. to Embassies, Banks etc
- Coordinate preparation of ID cards for site staff
- Provide Rapporteur services during High level workshop/meetings
- Provide back-up support to other positions
Qualifications/Requirements
- Undergraduate degree in Human Resource Management, Business Administration, Management, or other relevant subject with proven office management skills;
- Certification in Human Resource Management or equivalent
- At least two (2) years of relevant work experience in a closely related field gained in an International Organization;
- High level of computer skills, ability to handle basic accounting and ability to learn new applications quickly.
- Knowledge of HRIMS is an added advantage.
- Excellent interpersonal skills
- Fluency in English written and Oral.
- Excellent oral and written communication skills.
METHOD OF APPLICATION
Applicants should submit their applications including a cover letter and updated CV by electronic mail to [email protected] with a copy to [email protected] indicating “HR and Administration Assistant “in the subject line. Applications will be considered until 24th August, 2011 or until the position is filled.
Only short-listed applicants meeting the above requirements will be contacted.
