Human Resources and Administration Assistant

GRADE: 5

POST TYPE:National

CHILD SAFEGUARDING:Level 3-The responsibilities of the post does not require the post holder to have regular contact with children or young people but would be responsible to ensure employee and other representatives adhere to child safeguarding policy.

ROLE PURPOSE:

The role holder is responsible for providing professional Administrative and HR support to Save the Childrens programme team based in Kaduna.

He/she is responsible for providing efficient and effective administrative support is to the Kaduna Field office by ensuring all Administration Standard Operating Procedures are adhered to.

SCOPE OF ROLE:

Reports to: HR/Admin Officer Kaduna

Staff directly reporting to this post: Janitors

KEY AREAS OF ACCOUNTABILITY:

Human Resource Management

Recruitment

• Coordinate recruitment processes for volunteers:
  • Long/Short-listing of candidates.
  • Interviewing candidates.
  • Conduct reference checks and criminal record checks.
  • Prepare contracts and offer letters.
  • Coordinate the process of volunteer induction on the policy guidelines and procedures.
  • Archiving all recruitment physical documents.
  • Up to date uploading recruitment documents on staff file on the Human resources share point.

Child Safeguarding

• Ensure all new volunteers have had a thorough child safeguarding policy induction.
• Ensure that representatives and beneficiaries of SCI programmes are made aware of the conduct they can expect of SCI Staff in line with requirements of the CS policy and how to report concerns.
• Under the supervision of your line manager disseminate implement and monitor the Child Safeguarding Policy across SC Kaduna field Office

• Other - Other tasks as requested by Line Manager.

General Administration

• Management of the office premises. Ensuring the office is clean and all facilities are in good working condition.
• Utilities & Payments of Office Rent and Bills
• Supervise the cleaners and ensure cleaning items are always available.
• Ensure the office is opened and locked at appropriate time daily.
• Ensure staff have access to the office if they are required to work on a weekend after obtaining the required approval.
• Process business cards for staff.
• Facilitating hotel booking air ticketing and other arrangement in the field office
• Register submit and file daily incoming and outgoing correspondence; and maintain a filing system
• Regularly maintain and update inventories under the supervision of Line Manager.
• Update staff attendance list
• Maintain Office meeting rooms booking register and liaise with IT Department that all gadgets are in place and in proper working condition.

Store Management

• Manage stationery and consumable store effectively and efficiently.
• Receive requisition and provide supplies to staff.
• Issue out requested items for trainings/workshops/meetings to requesting staff upon receipt of request.
• Ensure the minimum stock levels are maintained to avoid stock out.
• Regularly maintain and update inventory cards.

Hotel and venue bookings

• Make Hotel/Venue Bookings and provide update to requesting staff.
• Liaise with the required facilities to decide on the most suitable option while ensuring value for money.
• Timely communicate to requesting staff on booking information.
• Facilitating hotel booking air ticketing and other arrangement in the field office.

Programme Administration

• Provides administrative support to Kaduna Programme teams: tracking actions key dates organizing events meetings/workshop logistics e.g. booking venue/room setting up conference calls etc
• Documentation system: receiving and filing official documents publications manuals and ensuring their security.
• Process invoices and expense claims as required.
• Processing payments related to flight and accommodation bookings at most 3 days after SCI has been invoiced.
• Arrange Hotel/Venue Booking and provide feedback to the requester.
• Point of contact to receive/send communication to/ from states on behalf of the team
• Liaise with all other departments for administrative needs e.g. stationeries procurement etc

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self accountable for making decisions managing resources efficiently achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team) takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children engages and motivates others
• Future orientated thinks strategically

Collaboration:

• Builds and maintains effective relationships with their team colleagues members and external partners and supporters
• Values diversity sees it as a source of competitive strength
• Approachable good listener easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest encourages openness and transparency; demonstrates highest levels of integrity

SKILLS & EXPERIENCE

Essential

• A bachelor Degree in Industrial Relations & Personnel Management Business Administration or Social Sciences or any related course.
• At least 2-years experience in a similar role.
• Computer literacy
• Ability to draft well-written professionally presented documents
• Proficient in the use of Microsoft office packages (Word Excel PowerPoint Outlook).
• Excellent verbal communication and listening skills
• Highly proficient in spoken and written English.
• Sound knowledge of office practices procedures and administrative systems including filing systems
• High level of personal integrity commitment and professional responsibility
• Willingness and capability to comply with all relevant Save the Children policies and procedures with respect to health and safety security equal opportunities Child Safeguarding Policy and other relevant policies.

Equal Opportunities

Save the children is an equal opportunities employer qualified females persons with disability and candidates from diverse cultural backgrounds are encouraged to apply.

Child Safeguarding:

We need to keep children safe so our selection process which includes rigorous background checks reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.