Human Resources (HR) Assistant at Lindii Peace Foundation (LPF)

Lindii Peace Foundation (LPF) is a non-profit, non-governmental national organization established in Nigeria in July 2014 with the aim to improve the lives of people through effective and efficient humanitarian and developmental assistance in communities where such supports are essentially necessary within Nigeria. Through international and national networking, LPF provided humanitarian and developmental assistance to individuals, families, schools, Health facilities, and communities in more than twelve (12) states within Nigeria regardless of their ethnicity, political and religious affiliation.

LPF fundamentally intervenes in multi-sectoral humanitarian activities majoring in Protection and Nutrition mainstreamed Water Sanitation and Hygiene (WASH) interventions. Other activities include stand-alone Programmes on Nutrition, Protection, Food Security & Livelihood, Education, and Cross-Sectoral areas.

To sustain the Organizational reach (Programmatically and Operationally), we are recruiting to fill the position below:

Job Title: Human Resources (HR) Assistant

Locations: Borno, Adamawa and Yobe (BAY)

Employment Type: Contract

Duration: 6 Months (with possible extension upon satisfactory performance)

Intervention Type: Multi-Sectoral

Duty Description

• The Admin & Human Resource Assistant shall provide appropriate administrative and human resources (HR) support for the effective delivery of Admin and HR functions relating to this project
• Maintain the HR Data Base, regularly update employee information, maintain an accurate, timely employee filing system, advising Line Managers and staff on all HR matters, performance management, HR administration and employee relations in accordance with LPF administrative standards and with local laws and regulations to all staff and volunteers employed for the implementation of this project.
• The role shall facilitate smooth movement of Personnel to and fro Maiduguri Field Office and Bama/Dikwa office including processing and forwarding completed requests to necessary agencies.

Job Description

• Be actively involved in recruitment by preparing job descriptions, posting ads, and managing the hiring process
• Support in Reviewing employment and working conditions to ensure legal compliance
• Support the managers and staff on HR policies and procedures and monitor the implementation of the rules in line with the Internal Regulations and Labour Law.
• Under the supervision of the Head of Admin and Human Resource, she/he will execute administrative, legal related tasks and payroll procedures ensuring that all data related to the monthly salary calculation of employees of the project are correctly collected (days off, unpaid leaves, sick leaves, overtime, etc.).
• Ensures that all staff in the project are properly briefed and/or inducted.
• Supports the bases with performance management, capacity building, disciplinary measures and other HR matters.
• Support and implement effective onboarding plans, develop training and development programs
• Assist in performance management processes
• Support the management staff’s disciplinary and grievance issues
• Support in Maintaining employee records (attendance, personal data etc.) according to policy and legal requirements
• Support during interviews and selection of applicants who meet the specified criteria for the position as per the recruitment process and in close coordination with the line managers.
• Ensures hiring, carries out amendments and contract termination formalities for employees at the project level, according to labor local laws, preparing all mandatory tax declarations in order to ensure legal compliance.
• Assists the managers to draw up annual holiday planning and staff shifts in order to forecast HR needs and to ensure HR availability for the project activities.
• Support in entering data into the HR database and personal files and kept them up-to-date in order to facilitate HR processes management. Archive the personnel documentation and keep it in order.
• Support in updating national health insurance, employee pension information, and local indigene reports in order to meet legal requirements and duties.
• Support in updating regularly the project’s organizational chart and Job Descriptions in consultation with relevant staff (i.e., Head of Department, Response Coordinator, Executive Director, etc.)
• Follow up on the implementation of the staff’s performance appraisal system (probationary & annual performance reviews).
• Ensures all administrative information is available to the staff (posting, meetings, etc.)
• In close collaboration with the Operation Manager/ Project Manager, looks for the best options to avoid and/or solve possible labor conflicts.
• Prepares and shares statistical HR reports as requested.
• Collaborates with the Logistics department for movements and/or accommodation of staffs in the project.
• Sustain regular participation and Cooperate with beneficiaries or staff around during their work.
• Support the induction, debriefs and all exit processes are done as per LPF procedures.
• Facilitate the timely production of HR reports from the field including attendance, payroll input, turnover, leave tracker, and nominal rolls.
• Support in the Planning and conducting of internal HR workshops, induction, and training for staff according to organizational needs.
• Supports in detecting training needs through consolidating staff’s performance results, properly evaluating of people’s performance and potential identification, and following up on action plans to improve people’s capabilities.
• Support in the preparation of final Payslips and employment certificates at the end of a contract in order to meet legal requirements while defending LPF’s interests and based on Internal Regulations.

Other Compliance Information:

• Eager and required to adhere to LPF’s principles and values and promote gender justice and women’s rights.
• Adhere to implementation standards, LPF ways of working, and the terms of the LPF Code of Conduct; including the commitment to zero tolerance on SEA and the obligation to report SEA cases.
• He / She must not use their position of being engaged in LPF work to gain favors or material advantage.
• Understanding of and commitment to adhere to equity, diversity, gender, child safety, and staff health and wellbeing principles.
• Ensure that the properties in the place of work are respected and that no damage is caused to them.

Requirements

• Candidates should possess minimum of HND or Bachelor’s Degrees in any relevant degree with 1+ years relevant work experience.

Skills:

• Proven experience as HR officer, administrator or other HR position
• Knowledge of HR functions (pay & benefits, recruitment, training & development etc.)
• Understanding of labour laws and disciplinary procedures
• Problem-solving and decision-making aptitude
• Strong ethics and reliability
• BSc/BA in social Sciences or relevant field; further training will be a plus
• HR Credentials (e.g. PHR from the HR Certification Institute)
• Proficient in MS Office; knowledge of HRMS is a plus
• Outstanding organizational and time-management abilities
• Excellent communication and interpersonal skills

Selection Criteria Core Competencies

Skills:

• Ability to work independently and as a team player who demonstrates leadership and is able to support and train staff and also able to work with disaster-affected communities in a sensitive and participatory manner.

Communication Skills:

• Well-developed written and oral communication skills.
• Able to communicate clearly and sensitively with internal and external stakeholders as a representative of LPF.
• This includes effective negotiation and representation skills.

Integrity:

• Works with trustworthiness and integrity and has a clear commitment to LPF’s core values and humanitarian principles.

Resilience/Adaptability and flexibility:

• Ability to operate effectively under extreme circumstances including stress, high-security risks, and harsh living conditions.
• Works and lives in a flexible, adaptable, and resilient manner.

Awareness and sensitivity of self and others:

• Demonstrates awareness and sensitivity to gender and diversity.
• Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner.
• Has a capacity to make accurate self-assessments, particularly in high-stress and high-security contexts.

Work style:

• Is well-planned and organized even within a fluid working environment and has a capacity for initiative and decision-making with competent analytical and problem-solving skills.

Knowledge and skills:

• Knowledge of LPF policies and procedures.
• Requires general information management and telecommunication skills and proficiency in information technology/ computer skills.
• Qualifications and / or experience in professional information and communication-related fields.
• Strong assessment, evaluation, analysis, and strategic planning skills.
• Knowledge of Humanitarian /Human rights / Refugee Law.
• Basic knowledge of contract employment and experience and skills in recruitment and selection.
• Minimum of 2 – 5 years of humanitarian aid experience.
• Multiple language skills desirable.
• Graphics technical competencies required for this position
• High level of experience in developing information and communication related technical tools guidelines and systems.

How to Apply

Interested and qualified candidates should send their Resume, Cover Letter, and Credentials (as a single file) to: [email protected] using the Job Title as the subject of the mail.

OR

Submit the hard copy of their Resume, Cover Letter, and Credentials at:

LPF Maiduguri Office,

No 1, Sugun Mai Mele Close,

Mustapha Goni Street, New GRA

Maiduguri, Borno State.

Application Deadline  4th July, 2024 (on or before CoB).

Note

For an application to be valid, an applicant’s Application Letter and CV must contain the following information:

• Name of the Applicant (Must be the same as Name on Bank / Account Information)
• Gender
• Phone Number and/or Email Address and/or Contact address (Residential)
• Nigerian Government-Approved ID Card (Either NIMC / National ID, National Voter’s Card, International Passport, or Driver’s License)
• Indigene certificate (if Any)
• Birth certificate / Declaration of age
• Language proficiency (List the Language and State your Proficiency level)
• Referee (minimum of 2 referees).

Other information:

• For an application to be valid, responsive References / Referees should be captured in the application with full and accessible contact information / details.
• Only applicants who scale through the prerequisite conditions will be invited for an interview.
• The application will be assessed on a rolling basis