Human Resource and Admin Assistant Job at Albarka Health Spring Foundation

Albarka Health Spring Foundation (AHSF) is a non-governmental organization, fully registered with the Nigerian government through the Corporate Affairs Commission (CAC/IT NO: 91613). Existing since October 2016, AHSF focuses on improving the quality of life of vulnerable populations across communities in Nigeria. AHSF operates both in emergency and developmental context and have its program principally rooted in identifying gaps that affects population or increases vulnerability of population and bridging those gaps through resource base planning and implementation. AHSF has experience working with various partners in the Northeast and Northwest of Nigeria implementing Nutrition, WASH, GBV, Food Security, Livelihood, Protection, and Health.

Our mission is to improve the quality of lives of children, women, the elderly, and other marginalized vulnerable groups through human development and interventions to strengthen communities.

We are recruiting to fill the position below:

Job Position: Human Resource and Admin Assistant

Job Location: Tangaza, Rabah, and Illela LGAs, Sokoto
Employment Type: Contract
Contract Duration: 3 Months
Expected Start Date: As soon as possible

Project Implementation and Justification

• Northwest Nigeria is facing a food insecurity and malnutrition situation which continues to get worse because of banditry and conflicts between herders and farmers on one hand; and on the other hand, due to a volatile economic situation defined by inflation and devaluation of the Naira among others. The result of the recently concluded March 2024 Cadre Harmonise analysis indicates that 29 percent (6,285,032 individuals) of the estimated population in the three northwestern states are in CH phases 3-4; of which about 8 percent are in Sokoto. Since the year 2020, WFP had implemented several activities in response to the food and nutrition insecurity ravaging the NW of Nigeria.
• WFP plans to distribute 888MT of the wheat grain received from Ukraine to assist 39,084 of the vulnerable affected population in northwest Nigeria covering Sokoto for three months starting from the onset of the 2024 lean season, the month of July. This is part of an integrated approach that the WFP initiated to combine with other WFP ongoing/planned interventions to make a maximum impact on the food needs, well-being, and resilience of the affected population.

Job Summary

• The purpose of the assignment is to provide professional administrative and HR support to WFP Food Distribution programme under the leadership of the HR & Admin Officer.
• The Admin/HR Assistant will provide administrative/HR support for the effective implementation of WFP Food distribution activities in Sokoto.
• The job holder will also undertake other support duties including, but not limited to cover for front desk, arranging travel and meetings/workshops for Sokoto office.

Key Areas Responsibilities
General Administration:

• Carry out the filing of relevant materials and documents.
• Supervises Office Assistants and or cleaners to ensure office premises/guest houses and environs are clean and well maintained
• Co-ordinate and monitor usage of all office equipment & supplies by ensuring that the equipment in the office are working well and promptly reporting any malfunctions/repairs needed/changes to be made as they arise, and supplies replenished promptly.
• Maintain general office equipment tracker: regularly evaluate and request for repairs/replacement as and when required.
• Ensure that the front desk/reception is always kept tidy and presentable with all necessary materials (Pen, paper, visitors form etc.)
• Disseminate formal communications to staff as directed by Line Manager
• Ensure that meeting rooms for receiving guest and staff are kept clean and usage managed.  
• Take minutes of the weekly staff meeting
• As directed by Line Manager. Prepare meeting agendas, track actions and key dates.
• Coordinate team members to ensure that external guests are promptly attended to. Avoid prolonged stay of guest at the reception. 
• Receive AHSF staff visiting the Sokoto office and provide workspaces and relevant supplies as maybe required.
• Event planning and coordination – support program staff during workshops, trainings and events (local, internal and external – e.g., booking venue/room, setting up conference calls e.t.c and ensuring action points are shared in good time.
• Provide support to the Team Leader including diary and inbox management, arranging meetings, dealing with enquiries as requested.
• Ensure required cleaning items and toiletries are always available.
• Ensure the Sokoto Office is well equipped, has sufficient levels of supplies (consumables, stationery & equipment etc).
• Ensure compliance with Albarka Health Spring Foundation Quality Standards, Global policies and Guidelines.
• Assist in the purchase of small sundry office supplies from Petty Cash for the office at large, and process invoices and expense claims as required. 
• Ensure the staff movement board is well maintained and up to date.
• Perform other duties and responsibilities as assigned by Line Manager.

Other Responsibilities:

• The post holder may carry out other duties in addition to, or instead of those outlined above which may reasonably be required from time to time, to assist HR & Admin and Supply Chain department by providing cover when any of the colleagues are on leave or because of increased level of Field Office activities.

Human Resources:

• Support in maintaining personnel filing system in both soft and hard for HR/Admin department
• Assist the HR Officer with conducting recruitment for volunteers across thematic programmes.
• Follow-up with Head Office and Field HR focal persons on recruitment documents 
• Responsible for maintaining all recruitment documentation in line with AHSF guideline
• Track probation and prepare confirmation letters as required.
• Ensure compliance with all relevant Albarka Health Spring Foundation policies and procedures with respect to child safeguarding, code of conduct, Global anti-harassment policy, fraud policy, equal opportunities and other relevant policies

Requirements
Administrative & General Skills:

• Level of Education - HND/B.Sc. in Social AHSFences / relevant field of studies.
• Minimum of one-year relevant work experience.
• Must have NYSC discharge certificate/exemption certificate.
• Excellent planning and organisational skills, with proven administrative skills.
• Ability to manage competing priorities effectively in a constantly changing environment, meet deadlines and work calmly under pressure.
• Ability to manage time and diary.
• Ability to manage vendors.
• Excellent interpersonal and communication skills; written and verbal communication; fluent in English.
• Understand the local language is a plus.
• Strong teamwork, with the ability to support colleagues and request support as and when required.
• Commitment to Albarka Health Spring Foundation mission, vision and values.
• Computer literate and knowledge of Word, Excel and Outlook. 

Note

• Qualified female applicants are especially encouraged to apply.
• Qualified candidates with disabilities are equally encouraged to apply.
• Applications are on a rolling basis.

Inclusivity Statement

• Albarka Health Spring Foundation is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics.
• As part of their adherence to the values of AHSF, all AHSF Staff, Intern and Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other state.