Human Resources / Admin Officer (Volunteer) at Media Communication for Health and Development Initiative (MECOHEDI)

Media Communication for Health and Development Initiative (MECOHEDI) is a women-led, impact-driven, non-profit, and non-governmental organization with a strong commitment to empowering humanity through the transformative influence of media and communication. Our organization is dedicated to addressing humanitarian issues, particularly those affecting women and children, while actively promoting sustainable development. We operate in collaboration with a wide range of stakeholders to facilitate positive change, encourage empathy, and advocate for healthier living across diverse borders, cultures, and communities.

Through innovative and culturally sensitive media initiatives we strive to raise awareness promote understanding and encourage behavior change on essential health and development issues.

We are recruiting to fill the position below:

Job Title: Human Resources / Admin Officer (Volunteer)

Location: Maiduguri, Borno
Employment Type: Volunteer

Job Overview / Summary

• The HR/Admin Officer is responsible for providing sound people management, administrative, office, and logistics support to MECOMHEDI’s office in line with the organization’s 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 tasks. The incumbent will employ 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 programme 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 HR documents such as leave requests, timesheets, ensuring they are filed both in hard and soft copy.
• Support the staff appraisal process during bi-annual review. Manage award and/or disciplinary action to staff as per MECOMHEDI HR Manual after approval of the Director of Programmes (DoP).
• Management/follow-up of staff leaves; provide necessary forms for staff when needed.
• Follow up on MECOMHEDI HR standards templates in line with MECOMHEDI HR Manual/internal regulations.
• Update and maintain MECOMHEDI Maiduguri Organization Chart in accordance with the size of the program (new staff, new departments, and 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 payslips for staff salaries.
• Provide brief training for all new national staff on MECOMHEDI systems, procedures, code of conduct, and internal regulations.
• Answer employees’ questions and provide requested information.
• Maintain schedule and coordinate calendar activities.

Recruitment (20% of the time):

• Support the recruitment process as needed:
• Prepare vacancy announcements for national staff recruitment in the area of intervention after the Recruitment Request Form has been duly signed and approved by the DoP or designated person.
• Ensure that JDs are prepared by the line manager(s) prior to the release of the vacancy announcement.
• Ensure that relevant departments or requesters review all CVs prior to shortlisting.
• Prepare a comprehensive/clear shortlist for successful candidates to attend for interviews.
• Ensure to collect all necessary documents of applicants as indicated in the MECOMHEDI HR Manual.
• Ensure to check successful candidates’ references prior to 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 panellists.

Filing (10% of the time):

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

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

• Update the MECOMHEDI Contact list for all staff on a monthly basis and ensure monthly dissemination of such to the DoP.
• Support the management of MECOMHEDI premises leases and ensure contracts are updated and renewed for each premise.
• Support the process for registration as needed.
• Ensure MECOMHEDI office lease follow-up is in place.
• Track MECOMHEDI’s consumption of electricity, water, office consumables, data, etc.
• Manage the cleaners for all MECOMHEDI office premises.
• Ensure adequate availability and timely replenishment of office cleaning supplies as identified by the cleaners.

Logistics (15% of the time):

• Ensure that daily and weekly vehicle and stand-by generator inspections are performed and that regular servicing is carried out.
• Facilitate the repair or recovery of vehicle and generator breakdowns when required, including repair/recovery outside of working hours; follow up on periodic services of the vehicles.
• Ensure that assets are received, coded, and registered in the assets register, and ensure disposal of assets is carried out according to existing policies and specific donor rules.
• Assist in coordinating and updating the daily movement board (airport drop-offs/pick-ups and movement within/outside the town).
• Ensure that vehicles are checked daily and are roadworthy, logbooks are maintained, and records of all vehicles are updated.
• Use systems and processes to ensure 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.

Reporting and Working Relationships:

• Position Reports to:Project Manager.
• Position directly supervises:Admin & Log Assistant, Cleaners and Security Guards.
• Indirect Reporting:Response Manager, Director of Programmes.
• Other Internal and/or External Contacts:
• Internal:Project staff, Finance Unit.
• External:Donor staff, government ministry.

Job Specification
Education:

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

Experience:

• Minimum of 2-3 years of relevant professional experience in administration/human resources and in a similar position.

Essential Knowledge and Skills:

• Good knowledge and application of Nigeria Labour Laws.
• Ability to maintain the highest degree of discretion and confidentiality.
• Detail-oriented and able to work independently with minimal supervision.
• Good working knowledge of relevant Microsoft Office tools such as Word, PowerPoint, Excel.
• Good business communication skills.
• Ability 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 MECOMHEDI’s core values.
• Good inter-personal and conflict resolution skills, ability to work under pressure and manage personal stress.

Standards of Professional Conduct:

• MECOMHEDI and its workers must adhere to the values and principles outlined in the EMPATHIC values – Code of Conduct.
• These are reflecting on our core values of Empowerment, Multiculturalism, Partnership, Advocacy, Transparency, Human-centeredness, Innovation, and Community-Focus. In accordance with these values, MECOMHEDI operates and enforces policies on Client Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Gender Equality, Whistle-blowing, Combating Trafficking in Persons, and several others.

Gender Equality:

• MECOMHEDI is committed to promoting gender equality within its workforce and creating an inclusive environment. We recognize the importance of a diverse and equitable workplace and actively support initiatives and practices that foster gender balance.
• MECOMHEDI offers supportive benefits and allowances to encourage the professional growth and development of all employees, regardless of gender.

Equal Opportunity Employer:

• MECOMHEDI considers all applicants based on merit without discrimination based on race, sex, colour, national origin, religion, sexual orientation, age, marital status, veteran status, or disability.
• We believe in equal opportunities for all and are dedicated to creating a workplace that reflects the diversity of the communities we serve. Our commitment to diversity and inclusion is fundamental to our mission and impact.

Application Closing Date
22nd September, 2024.

How to Apply
Interested and qualified candidates should:
Click here to apply online