HR/Admin Officer at the Danish Refugee Council (DRC)

The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organisation founded in 1956 that works in more than 30 countries throughout the world.

DRC fulfils its mandate by providing direct assistance to conflict-affected populations – refugees, internally displaced people (IDPs) and host communities in the conflict areas of the world; and by advocating on behalf of conflict-affected populations internationally, and in Denmark, on the basis of humanitarian principles and the Human Rights Declaration. We understand "durable solutions" as any means by which the situation of refugees can be permanently and satisfactorily resolved, enabling them to live normal lives. Durable solutions can be voluntary repatriation, local integration or resettlement. In Denmark, DRC assists refugees in all aspects of integration as well as asylum procedures. Internationally, DRC actively participates in supporting the protection of refugees, and promoting durable solutions for conflict-affected populations.

HR/ADMIN OFFICER (NATIONAL STAFF ONLY)

ABOUT THE JOB
DRC is the process of scaling up and emergency program in Nigeria focusing on responding to the huge humanitarian needs and challenges in the North East of Nigeria. Nigeria’s northeast is currently experiencing a significant humanitarian crisis, which has been the result of the ongoing-armed conflict between Boko Haram, the Nigerian military and the Multi-National Task Force in the north-east. 
Focal person for HR in office at location. Supports the preparation of HR tasks and maintenance of staff information. Works within the HR administration procedures of DRC, municipal policies and procedures and in compliance with all national acts and legislation. The HR Admin Officer supports the Area Manager with reports for senior management in country. Your main duties and responsibilities will be: 

Administration:
Time Sheets
Ensure monthly time sheets are correctly filled by staff including expatriate staff, approved by Line Supervisors in coordination with
Finance Department and forward HSS on or before 10th of following month. 
Coordinate with field offices to obtain the monthly time sheets check for correctness (project codes, number of hours) with Finance
department, scan and forward HSS on or before 10thof following month.
Leave Management
Coordinate with Head of Base on Annual Leave, sick Leave forms, review for correctness (for approval, availability of leave), update the data base for leave and file in staff personal file.
Assist staff in preparing Leave forms, as and when required.
Coordinate with Head of Base on Annual Leave Plan for all national staff at location and obtain CD’s approval through HRA Officer/HR Manager. 
Follow-up with the staff on monthly basis on leave plan and obtain justification for not following the leave plans by national staff and obtain CD’s approval through HR Manager. 
Local Legislations/Taxes
Ensure all staff taxes and legislative obligations are done on time as per the government deadlines.
Office Management: 
Ensure all administrative matters are properly followed up and legally standing according to the Nigerian legal systems/requirements.
Keep track, record and properly manage the issue and letters which DRC gets from governmental departments.
To ensure staff requiring Visas and other legal documents are organized in timely manner. 
Filing of all project related documents and development of a transparent and efficient filing system of all administration records as per DRC filing procedures. 
Ensure all office utilities and infrastructures are appropriate, safe and functioning. (Electricity, gas, security, up keeping of premises, health and safety, internet, telephones, photocopiers etc.). 
Ensure all necessary office resources (Stationaries, office supplies, drinking water are stocked and managed. 
Manage the expat staff guest house
Organize meetings, trainings and other events. 
Coordinate the flight bookings and organize pick up/drop off for the passengers in coordination with Logistics department.
Update, compile the local staff contact list & Institutional address list as per request from HRA Officer CO every month. 
Human Resources
Ensure all staff are given the contracts (along with the required attachment) & DRC ID cards on the first working day and staff information data is filled and filed. Follow up with the staff and obtain file one copy of staff contract along with the attachment in personal file.
Ensure all staff personal files are updated according to the checklist/DRC procedures on constant basis.
Ensure all staff complete the Induction (as per the DRC induction checklist) before sent to work.
Prepare the monthly Payroll Leave Schedule for national staff. 
Ensure that all recruitments are done in accordance with DRC recruitment processes.
Organize training on CoC for staff. Brief on other HR policies/procedures to staff when it is necessary. 
Review HR related documents before the Area Manager and CD approves. 
Performance Objectives
Follow up with Line supervisors and ensure the Performance (Probation) objectives are set and filed within two weeks of the
appointment date. 
Ensure the reminders on staff performance (Probation) evaluations are sent to the line managers and final evaluations are filed before the deadline of Probation evaluation. (Performance evaluations has to be approved by line manager and forwarded to the
Country Director’s approval before filing). 
Communications:
Facilitate regular staff communication, through arranging regular staff (preferably weekly) meetings and ensuring relevant information is being passed on to the field offices. 
Other:
Focal point for HR Administration in the office
Serve as technical resource person for the HR department. 
Report to the HR Manager any irregularities that occur within the DRC office, staff compound and sites on DRC policy and
procedures.
Follow any new procedures and guidelines designated in circulars from Country Director/HSS/RO and HQ. 

ABOUT YOU 
All employees should master DRC's core competencies: Communicating, Taking the lead, Collaborating, Striving for excellence and Demonstrating integrity. 
 Moreover, we also expect the following: 

ESSENTIAL:
At least two years’ work experience in field of Human Resources and Administration in an NGO/Commercial sector.
Hands-on experience/skills in MS Office applications
University degree in Finance/Accounting/Commerce/Business Administration.
Fluency in written and spoken English. Fluency in local spoken languages
Desirable:
Project Planning and Management is an added advantage
Experience working in emergency response with NGOs, preferably in a humanitarian context.
We offer
Contract length:  7 months with possibility of extension 
Level: SB3 (national contract) 
Start date: As soon as possible 

TO APPLY
All applicants must send a cover letter and an updated CV (no longer than four pages) in English.

CV and Cover Letter indicating and explaining the suitability to the position applied.

Provide contact details (name, position, email address and tel. no.) of 3 professional non-related references, whereas 1 must be for the latest employer. Please do not attach any written recommendations.

Applications should be addressed to: The Recruitment Manager.

Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered. CV-only applications will not be considered. Please note: The position title must be written in the subject line of the e-mail otherwise not considered.

CVs will be review on rolling bases.

Only short-listed applicants will be invited for written test and oral interview.

For general information about the Danish Refugee Council, please consult: www.drc.dk

CLICK HERE TO APPLY

DUE DATE: 5 June, 2017