HR & Admin Officer At Terre des hommes (Tdh)

About Terre des hommes Foundation (Tdh)

Terre des hommes (Tdh) is the leading Swiss child relief agency. The Foundation has been helping children in need for over 50 years, defending their rights regardless of their race, creed, or political affiliation. In over 30 countries, Tdh protects children against exploitation, and violence, improves children’s and their mother’s health, and provides emergency psychological and material support in humanitarian crises.

Organization: Terre des hommes – Nigeria
Position :         HR & Admin Officer
Location:         Maiduguri, Borno State, Nigeria (With visits to other locations)
Advert Closing date: 20^th December 2024.

General description of the position:

To provide efficient human resource and administrative support to ensure smooth office operations in alignment with Tdh policies, procedures, and local labor laws. The HR/Admin Officer is responsible for managing daily HR and administrative activities, including supervising support staff, overseeing volunteer and daily worker engagements, and ensuring the effective implementation of staff-related processes such as airtime management, claims, and record keeping.

Key Responsibilities

Human Resources Management

1. Recruitment and Onboarding:
2. Assist with the recruitment and onboarding of staff, volunteers, and daily workers.
3. Ensure staff and volunteers receive proper orientation and integration into Tdh operations.
4. Leave and Attendance Management:
5. Track and manage staff, volunteer, and daily worker attendance and leave balances.
6. Collaborate with field officers to ensure accurate and timely submission of attendance and time records.

3. Performance Management:
4. Support the implementation of performance appraisal processes for staff and volunteers.
5. Assist in coordinating training and capacity-building sessions for staff, volunteers, and daily workers.
6. Employee and Volunteer Relations:
7. Address routine staff, volunteer, and daily worker inquiries and escalate complex issues to the HR/Admin Supervisor.
8. Foster a positive and inclusive work environment for all personnel.
9. Airtime and Claims Management:
10. Manage monthly airtime allocations for staff in alignment with approved budgets and operational requirements.
11. Process staff claims and complaints related to health maintenance organizations (HMO), ensuring timely resolution.

Administrative Responsibilities

1. Office Management:
2. Ensure the office is well-organized, functional, and clean.
3. Oversee facility maintenance and coordinate repairs, including minor repairs for office, guesthouse, and kitchen furniture and equipment.
4. Supervision:
5. Supervise the Cook and Cleaner to ensure their tasks are performed efficiently and professionally.
6. Conduct regular performance discussions and provide feedback to supervised staff.
7. Procurement and Supplies:
8. Manage office supplies, ensuring adequate stock levels and timely reordering.
9. Liaise with the logistics team for procurement of materials and equipment.

4. Document Management and Reporting:
5. Maintain proper filing and archiving systems for HR, administrative, volunteer, and daily worker records.
6. Ensure general archiving of staff files, including records for volunteers and staff ID card management.
7. Prepare the monthly turnover report on expatriates’ immigration status and other required updates.
8. Travel and Accommodation:
9. Coordinate travel arrangements and accommodation bookings for staff, volunteers, and visitors.
10. Ensure proper management of guesthouses, including cleanliness and readiness for occupancy.
11. Volunteer Management:
12. Oversee the recruitment and onboarding of volunteers, ensuring alignment with operational needs.
13. Collaborate with field officers to manage volunteer time record sheets and ensure timely processing of payments.
14. Provide proper means of identification for volunteers (e.g., ID cards).
15. Maintain an updated database of volunteers and track their engagement and performance.
16. Daily Workers Engagement:
17. Facilitate the recruitment and onboarding of daily workers for short-term tasks.
18. Track and verify daily worker attendance, ensuring accurate record-keeping for payment processing.
19. Ensure daily workers adhere to Tdh policies and safety standards while on duty.

Key Working Relationships

• Internal: HR/Admin Supervisor, HR/Admin Manager, Logistics Team, Program Staff.
• External: Volunteers, Daily Workers, Vendors, Government Agencies, Local Authorities

Security

• Comply with Tdh Security Regulations.

Other

• Fully comply with Tdh Code of Conduct and ensure Child Safeguarding Policy is always upheld.
• Ensure adherence to Tdh standards and quality requirements in all the project activities.
• Adhere to and ensure the team under her/his responsibility follows Tdh administrative and logistical regulations and procedures.

Competencies and skills:

• University degree in Human Resources, Business Administration/Management, or related field.
• Minimum 3-year experience as a HR/ Admin officer or similar position.
• Previous experience with INGO strongly an asset.
• Knowledge in the following fields: Local labour law, Recruitment, Onboarding, Staffing, leave management, IT skills.
• Proven experience in team management and staff management.
• High sense of integrity, rigour, and flexibility.
• Strong organizational, time management, and negotiation skills.
• Excellent oral communication, writing, and reporting skills in English

Additional Requirements:

• Capacity to work within the framework of Tdh Nigeria’s core values.
• Previous experience in a similar role in the Northeast is considered an asset.
• Understanding the local language(s) is an added advantage.

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project’s needs.

Hiring Conditions

• Applications will be processed on a rolling basis.

Method of Application:

Interested and qualified candidates should go to: https://forms.gle/jsNfAiNjdyuYPj7PA to Apply.