HR Admin Assistant  At Concern for Women and Children Development Foundation (COWACDI)

HR Admin Assistant  

Background

Concern for Women and Children Development Foundation (COWACDI) is a woman- led organization born out of passion for the wellbeing of Women and Children in Nigeria. It has a special interest in mitigating the suffering of the vulnerable persons (mostly Women & Children) in times of crisis. Currently the organization has focused its attention on the Northeast of Nigeria with special emphasis in Borno, Yobe and Adamawa states (the BAY states) due to the decade old crises. COWACDI intervenes through community-based approach in addressing Gender-Based Violence prevention and response programmes, child protection, peace-building programmes and empowerment of youth and women. Since its establishment in 2005, humanitarian and developmental interventions have been implementing in Protection, Peace Building, Housing Land & Property (HLP), Non-food Items (NFI), Livelihood. COWACDI operates with full respect for humanitarian law and works with concrete policies and principles of international standard such as humanity, do no harm, impartiality, neutrality and independence and accountability to affected population and Zero Tolerance to Fraud and related activities.

We are recruiting to fill the position below:

Employment Type:        Full-Time

Job Title:                      HR Admin Assistant 

Qualification:                B.Sc. /HND

Experience:                   1 Year

Location:                      Yobe State

Job Field:                     Operations

Reports to:                    HR Admin Officer

Contractual Arrangement: Internal/External

Contract Duration: 24 Months

Planned Timelines: As soon as possible

Overall purpose of the role:

The HR Admin Assistant will assist in the implementation of project activities in Yobe State, He/she will oversee protection mainstreaming in all activities being implemented by the project.  

• Provides administrative or technical support within project area

• He/she will ensure quality of project implementation.

Core Functions / Responsibilities

• Answer phone calls and receive visitors.
• Be the focal point and provide general support to all visitors and partners of COWACDI.
• Schedule appointments and maintain calendars.
• Schedule and coordinate staff and other meetings and take detailed minutes.
• Write and distribute mail as well as prepare communications such as memos, emails, invoices and reports.
• File documents and correspondence in their respective file holders as per the established filing keys and procedures.
• Plan, organize and schedule priorities in handling multiple tasks and meet deadlines
• Create and maintain both physical and electronic filing system
• Manage petty cash accounts, perform bookkeeping, submit and reconcile expense reports.
• Gather payroll data like bank accounts and working days.
• Communicating with external partners and beneficiaries.
• Helping with various arrangements internally, from travel to processing expenses.
• Ensure the effective and efficient use of all resources to keep costs low and ensure the security of staff, equal opportunity and other relevant policies.
• Ensure office facilities, computers and accessories are always in good condition and ready for use.
• Ensure timely provision of office supplies and essential services such as cleaning/ sanitation of the office, toilets, surroundings and tea/coffee to employees.
• Liaise with the SMT to handle requests and queries from Line Managers
• Ensure all HR operations run smoothly and support the day-to-day activities of our Human Resources department, complying with COWACDI’s policies as well as employment and labor legislation for effective and efficient performance management system.
• Work with Heads of various departments to ensure that performance management is being practiced.
• Prepare all recruitment-related documentation in a timely and accurate manner including maintaining physical and digital personnel records like employment contracts etc.
• Ensure that computers are protected from viruses; maintain efficient utilization of administrative services: fax, telephone, courier, communication radio, photocopier services, etc.
• Ensure that administrative support is provided to other departments i.e. dealing with post, e-mail, filing and photocopying. Also ensure that the HR database of staff information is maintained and kept up to date.
• Create and maintain staff files, ensuring a high level of confidentiality and that staff files are complete, up-to-date and stored safely.
• Maintain recruitment files including keeping record of interview questions, job profiles, job advertisements, recruitment tracker.
• Update internal databases with new hire information
• Provide regular Support to heads of various departments or Field offices in Recruitment and other HR related issues.
• Create and distribute guidelines and FAQ documents about COWACDI policies and provide necessary support to the staff as required.
• Develop and maintain good networks and relationships to keep abreast of other HR and related information and to facilitate best practice information sharing externally and internally.
• Oversee the performance management system, personnel records, employee relations, as well as training and development of staff and volunteers. Also ensure that relevant reports are produced and dispatched timely to the pertinent organs in the organization.
• Create, publish and remove job adverts as well as prepare and amend where necessary HR documents, i.e. employment contracts and recruitment guides.
• Schedule job interviews and contact candidates as needed
• Prepare reports and presentations on HR-related metrics like total number of hires by department etc.
• Develop training and onboarding material
• Respond to employees’ questions about benefits (for example, number of vacation days they’re eligible for)

Required Competencies and Skills

The incumbent is expected to demonstrate the following values and competencies:

All COWACDI staff members must abide by and demonstrate these values:

• Inclusion and respect for diversity: Respect and promote individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintain high ethical standards and act in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, and makes people feel safe, respected, and fairly treated.

Core Competencies

• Teamwork: Develops and promotes effective collaboration between and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
• Minimum 2 years of relevant work experience
• Commitment to learning and implementing organizational policies and procedures
• Good skills in MS Word, Excel, and PowerPoint
• Fluency in local language
• Excellent oral and written communication skills.
• Must be able to read, write and speak fluent English.

Other:

• An appointment will be subject to certification that the candidate is medically fit for appointment, confirmation of all documents, and security clearances.
• The appointment is subject to funding confirmation.

Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Educational Qualification & Experience Requirements

• Bachelor’s Degree or Equivalent or an associate’s degree in Human Resources, Business Administration, or a related field.
• Certifications, for example, certifications like the Human Resources Assistant Certificate or similar
• Proficiency in basic computer skills, including the use of word processing, spreadsheet, and presentation software, is often required.
• Strong communication skills, both written and verbal, are essential for an HR Admin Assistant. The ability to interact professionally with employees, candidates, and external contacts is crucial.
• Good organizational skills are important for handling administrative tasks, maintaining records, and managing schedules.
• Attention to detail is critical in HR tasks such as maintaining accurate records, processing paperwork, and ensuring compliance with policies and regulations.
• HR Admin Assistants deal with sensitive information and must adhere to ethical standards, ensuring confidentiality and privacy.
• A customer service-oriented approach is beneficial, as HR Admin Assistants often interact with employees and external contacts.
• Familiarity with basic human resources practices and terminology is advantageous. This understanding may be gained through coursework, training programs, or on-the-job experience.
• The ability to identify and address routine HR-related issues and escalate more complex problems to higher-level HR staff.
• HR Admin Assistants need to be adaptable to changing priorities and be able to handle a variety of tasks efficiently.
• Prior work experience in a non-governmental organization (NGO) preferred.
• Proven experience in protection-related work, preferably in an NGO setting.
• Strong understanding of human rights principles and international humanitarian law.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Fluency in [relevant languages].

Language required:

Fluency in oral and written English is required. Hausa and Native Language of the area would be an added advantage.

Application Closing Date

19^th February, 2025 (2:00pm).

Method of Application:

Hardcopy Applications: Kindly submit your CV and Cover Letter at this location at House No. A 75B Muhammadu Buhari Estate Damaturu, Yobe State, stating the position on the envelope and ensure to sign an attendance for submission.

Additional Information

COWACDI is an equal –opportunity employer and does not discriminate based on race, gender, religion, etc. Kindly ensure that you can work in this location when applying. Qualified women are strongly encouraged to apply

No application after the closing date will be considered.

COWACDI regrets that, due to the large number of applications we receive, we are unable to reply to every applicant. If you are being considered for the role, a recruiter will contact you. If you are not contacted within 2 weeks, you should consider your application not successful on this occasion.

Note: Never pay for any training, certificate, assessment, or testing fee to the recruiter.