Human Resources Assistant Job at Alliance for International Medical Action

The Alliance for International Medical Action (ALIMA) is an independent humanitarian medical NGO that was created in 2009 by professionals of humanitarian medicine. ALIMA’s mission is to provide medical care in emergency situations or medical catastrophes.

We are recruiting to fill the position below:

Job Position: Human Resources Assistant
Job Location: Yobe
Employment Type: Contract
Report to (Direct): Project Administration Manager
Report to (Functional): Project Administration Manager
Staff Reporting to him: 3 cleaners and 1 cook

Main Activities
Administrative and Recruitment Management of National Staff:

• Under the Admin Manager’s supervision, execute Administrative and legal-related tasks, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on-time payments.
• Update the project organigram and submit to Admin Manager
• Supervise ALIMA premises in order to ensure working conditions are in conformity with legal requirements.
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure labour and tax compliance
• Inform in the systems all personal files and keep them up-to-date in order to facilitate HR processes management
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Update job descriptions and function grid classification in order to clarify accountabilities and rewarding practices.
• Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluation.
• Prepare and archive formal certificates and other HR documents when needed in order to facilitate hiring processes.
• Supervise all movements of personnel from/to mission/project/home and all related formalities (briefing, visa, accommodation, trial period, extension of mission, early return, etc.) in order to facilitate accommodation and relocation.
• Support line managers in recruitment and hiring process in case of absence of Admin Manager, ensuring administrative and legal accuracy, in order to meet HR needs.
• Communicate to and brief new employees on HR policies and regulations in order to facilitate onboarding processes.
• Assist the Admin Manager in following- up disciplinary measures and court cases in order to protect ALIMA interests and to ensure legal compliance.
• Registers applicants to training and follows-up with the HR Manager.
• Prepare all correspondence with local authorities (i.e. tax offices, ministry of labour) in order to maintain flow and soft relationships.
• Maintains staff and program information using spreadsheet and/or database software.
• Evaluates, develops and recommends office procedures and practices to senior management. Ensures that approved office policies, practices and procedures are understood and followed.
• Performs other related duties as required.

Payroll Management:

• He captures the variable elements of the payroll in Homere
• He validates the requests of instalments and records them on Homer,
• He collects the attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Homer payroll software
• He/she establishes the monthly pay slips
• It publishes the ballots and verifies that each ballot is correctly established,
• He has checked and targeted salary listings by the logistician administration or field administration manager,
• It prints the bulletins and closes the pay of the month.
• At the end of the contract, he establishes the balances of all accounts
• It verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software,
• He/she prints payslips and gives to staff and files an acknowledged copy
• He causes these elements to be targeted and transmitted to the employee

Required Skills and Qualifications

• Degree / Diploma in Business Administration or Finance, Accounting or any other Degree / Diploma related to the position requirements
• At least 2 years of experience in the same position 
• Good knowledge of HR software eg HIRS Odoo, and Homere.
• Good knowledge of Nigerian labor law
• Interpersonal skills
• Experience in working in harsh environments
• Experience in working under pressure
• Respect of deadlines
• Remains discreet about the professional and personal life of team members
• High level of Integrity.

Conditions

• Contract term: Contract under Nigeria Law, 6 months’ renewable.
• Salary: Level 7 of ALIMA function grid.