Human Resource / Administrative Log OfficerRise to Inspire

• The HR/Admin Log Officer is responsible for providing sound people management, administrative, office and logistics support to RIA Initiative’s office in line with her policies and generally accepted best practices.
• The role will contribute to effective office management including support to store management, inventory/asset management, and supervision of janitorial services and some logistics task.
• The incumbent will employ the use of general office practices and administrative procedures to carry out assigned tasks.

Major Responsibilities
Human Resources Management - (60% of the time):

Staff Management - (30% of the time):

• Assist with the HR management of staff in the office.
• Liaise with program staff to support HR documentation and processes.
• Assist with contract follow-up for national staff, including management of notification of upcoming ends of contracts with respective managers for follow-up and decisions on staff contracts.
• Support in collecting and compiling all the HR documents such as leave requests, and timesheets, ensuring they are filed both in hard and soft copy.
• Support the staff appraisal process during bi-annual review Management of Award and or disciplinary action to staff as per RIA HR Manual after approval of the Executive Director (ED).
• Management/Follow up of staff leaves; provide necessary forms for staff, when needed.
• Follow up on RIA HR standards templates in line with RIA HR Manual/internal regulations
• Update and maintain RIA Maiduguri Organization Chart by the size of the program (new staff, new dept. & new projects).
• Responsible for tracking new employees, welcome packages, and arranging ID cards.
• Onboarding for newly employed staff.
• Conducting Orientation.
• Ensure timely preparation of payrolls and submission to the finance team at the earliest.
• Assist in the preparation of monthly pays lips for staff salaries.
• Brief training for all new national staff on the RIA system, procedures, code of conduct, and internal regulation
• Answer employees’ questions and provide requested information.
• Maintain schedule and coordinate calendar activities

Recruitment - (20% of the time):
Support to the Recruitment process as needed:

• Prepare vacancy announcements for National staff recruitment in the area of intervention after the Recruitment Request Form must have been duly signed and approved by the ED or designated.
• Ensure that JDs are prepared by the line manager(s) before the release of the vacancy announcement.
• Ensure that relevant dept. or requester before shortlisting will review all CVs.
• Prepare a comprehensive/clear shortlist of successful candidates to attend for Interview(s).
• Ensure to collect of all necessary documents of applicants as indicated in RIA HR Manual.
• Ensure to check the successful candidate “Reference Check” before offering the position.
• Draft employment contracts for staff and collect all information required for the contract. (ID card, passport, identification information, “recruitment package” etc.
• Ensure that recruitment analysis is prepared on time and shared with the respective interview panelist.

Filing - (10% of the time):
General Filing:

• Create a Standard RIA Admin/HR filing system (including official correspondences, premises contracts, governmental tax follow-up, recruitment process documents, etc);
• Create a thorough personal folders system for national staff;
• Store the staff's folders in a safe and secure cabinet with no access to unauthorized staff.
• Ensure that the personal folder database has been updated on regular basis;

Administration / Logistics: (40% of the time):
Admin duties - (25% of the time):

• Update the RIA Initiative’s Contact list for all staff every month and ensure monthly dissemination of such to the ED.
• Support the management of the RIA premises lease & ensure contracts are updated and renewed for each premise.
• Support the process for Registration as needed
•  Ensure RIA office lease follow-up is in place.
• Track RIA’s consumption of electricity, water, office consumables, data, etc.
• Manage the Cleaners for all RIA Office Premises.
• Ensure adequate availability and timely replenishment of office cleaning supplies as identified by the cleaners.

Logistics - (15% of the time):

• Ensures that daily and weekly vehicle and stand-by generator inspections are performed and that regular servicing is carried out.
• Facilitates the repair or recovery of vehicle and generator breakdowns when required, including repair/recovery outside of working hours; follows up on periodic services of the vehicles.
• Ensures that assets are received, coded, and registered in the assets register and ensures disposal of assets is carried out according to existing policies and specific donor rules.
• Assist to coordinate and updating the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town).
• Ensure that vehicles are checked daily and roadworthy, logbooks are maintained, and updated records of all vehicles are.
• Use systems and processes to assure a smooth and timely flow of work.
• Perform other administrative job-related duties and functions for the office, as may be assigned by the supervisor. 

Job Specification
Education:

• A minimum of a Bachelor's Degree or HND in Business, Public Administration, or a related field.
• Professional Certification/Master’s Degree will be an added advantage.

Experience:

• Minimum of 2 years of relevant professional experience in administration/human resources and a similar position.

Essential Knowledge and Skills:

• Must have good knowledge and application of Nigeria Labour Laws.
• Must be able to maintain the highest degree of discretion and confidentiality.
• Must be detail-oriented and able to work independently with minimal supervision.
• Must have an excellent working knowledge of relevant Microsoft office tools such as Word, PowerPoint, and excel.
• Must have good business communication skills.
• Candidate should be able to conduct Human Resources Analytics using available data.
• Excellent organizational, communication, and time management skills.
• Ability to organize tasks simultaneously, prioritize work and ensure tasks are completed by the deadline.
• Honest, reliable, and trustworthy.
• Willing to adhere to and implement the RIA’s core values.
• Good interpersonal and conflict resolution skills, ability to work under pressure and manage personal stress.