HR Assistant at Premiere Urgence Internationale (PUI)

WHO ARE WE ? Emergency First International is an international NGO, non-profit, apolitical and secular. Emergency First International was born from the merger between two French NGO Première Urgence and Aide Médicale Internationale. First International Emergency assists civilian victims, marginalized or excluded by the effects of natural disasters, wars and economic collapse situations. Our vocation is to defend the fundamental rights of the person, as defined in the Universal Declaration of Human Rights of 1948 man. Let's help them do without us Our goal is to provide a comprehensive response to all the basic needs of populations affected by humanitarian crises in the urgency to help them regain independence and dignity. Our mission: to help populations affected by humanitarian crises by giving them the ability to regain control of their destiny Currently our projects are conducted in 22 countries by dan s 2650 national staff, 145 expatriates and 63 employees at headquarters.

General Objective / Summary

• Under the supervision of the HR Officer, the Human Resources Assistant assists him/her in all the activities related to human resources management at the base office.

Responsibilities And Tasks
Administrative management & follow-up:

• Organize the necessary personnel and contractual documents for all base staff
• Ensure that all HR files are complete and updated
• Manage the physical and electronic archival of HR files as per the archiving and filing process
• Prepare administrative equipment of base staff (ID cards,, medical insurance cards, etc.)
• Record minutes of meetings when asked by the line manager
• Receive and compile any claims from base national staff, and report them to his/her line manager
• Prepare, compile, and share mission documents on a weekly basis (job announcements, recruitment follow up, etc.)
• During the onboarding of new staff, prepare all documentation for base staff to ensure they benefit from all social covers offered by PUI
• Update the base internal contact list on a monthly basis by compiling and verifying data received from bases
• Prepare the HR files for audit and verification visits
• Assist the Deputy HR manager in the preparation of meetings when needed

Human Resources Management for national staff:

• Maintain confidentiality of HR information
• Assist the Deputy HR Coordinator in the implementation and respect of HR policy and procedures
• Prepare local staff contracts and amendments and ensure each staff is aware of contract terms & conditions
• Keep track of the base staff leaves and update concerned tools accordingly
• Follow up on the evaluation/appraisal deadlines for national staff and inform their managers accordingly
• Regularly update the coordination HR database,
• Ensure the respect of termination procedures and prepare all necessary documents
• When delegated, update the base and key staff organizational charts

Recruitment:

• Maintain and ensure the completion of all recruitment documents in HR files
• File and archive the resumes received on the email address and transfer them to recruiters
• Be the focal point for communication with candidates throughout the whole process
• Schedule technical tests and interviews
• Assist the Deputy HR manager in the recruitment at base level and attend interviews when needed
• Prepare the integration of any new employee
• Capacity building
• Assist in identifying training institutions as per the identified needs
• Assist the line Manager to organise or plan trainings
• Archive training certificates and attendance sheets in HR files as per the archiving process
• Forward to line manager the identified skills to be improved that were reported in performance appraisals
• Update the concerned tools according to training received
• Payment
• Collect, monthly, the advances on salaries request
• Update all changes related to change of bank account for Base staff in the HR database
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Priorities of the Department:

• Assist in the good application of the ISR and guidelines
• Digitalization of the HR files Assist in the physical and electronic archival of hr files as per the archiving and filing process
• Ensure confidentiality on all HR matters
• assist in the implementation of a capacity-building plan
• follow up on the evaluation/appraisal deadlines for national staff
• ensure that all base staff are well registered to benefit of all social and medical coverage provided by PUI

Qualifications & Required Skills
Mandatory requirements

• Language skills: Fluent In Hausa And English, Kanuri is a plus
• Education Degree: University Degree in Human Resources, Public administration, social sciences or related field
• Work experience: at least 6 months Experience in Human Resources Management (in a NGO would be preferable)

Knowledge and skills:

• Good analytical and writing skills;
• Knowledgable about the Nigerian Labor Law and the provisions of the National Social Security law;
• Computer skills: Good knowledge of MS Office software including Word, and Outlook. Excellent in Excel.

Assets

• Interests
• Committed to engaging in the humanitarian field

Transversal skills:

• Well organized
• Detailed-oriented
• Autonomous
• Able to take initiative to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Ability to work under pressure

Method of Application

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