Job Vacancies at Premiere Urgence Internationale (PUI)

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

The PUI Nigerian Mission has been officially opened in April 2016, with a focus on meeting urgent needs, including improving access to food commodities, primary health care and nutrition for Internally Displaced People (IDP) and host communities (HC) living in Maiduguri Metropolitan Council (MMC). The progressive sectorial widening allowed PUI to start implementing an integrated approach from 2017 in food security, livelihoods, nutrition and health sectors, with the support of ECHO, FFP, OFDA and CIAA/CDC, in line with PUI’s global strategy. From the launch of the health care services in February 2017 to the end of April 2018, a total of 119 913 OPD consultations were reached in Bolori II, while more than  60.000 beneficiaries have been reached by our cash project.

In mid-2018, PUI has developed its comprehensive response by adding Protection and Community Outreach (PCO) activities to the existing programs in Bolori II. In the month of October 2018 only, more than 3.500 households have received door to door visit from the PCO team. In 2018, PUI has also scaled up its intervention with the opening of Monguno LGA base, with the main objectives of reducing morbidity and mortality of the most vulnerable population and promoting protection amongst the whole affected community. This opening in Monguno allowed PUI to reach the vulnerable population in Kukawa and Cross Kauwa LGA.

We are recruiting to fill the position of:

Job Title: Human Resources Officer – Coordination

Location: Nigeria

General Objective

• Under the supervision of the Deputy HR Co, the HR Officer supports him/her with all HR related tasks and procedures
• S/he supports the human resources management of local employees at the coordination, and supervises the HR assistants and clerks (if relevant).

Responsibilities and Tasks
Team Management:

• Plan and supervise tasks of the teams on a weekly base
• Enable the team members to achieve their duties, by giving them appropriate briefings on their tasks and job description and by reporting any training or logistics needs to the Deputy HR Coordinator
• Ensure an effective dissemination of information between Deputy HR Co and the teams
• Solve team conflicts and ensure team building.
• Update the leave plan for the teams
• With the Deputy HR Coordinator’s support, conduct appraisals every 6 months and define and follow-up objectives for team’s members in order to improve their performance
• With the support of the Deputy HR Co and when delegated, train the HR team on HR components
• Support the Deputy HR Co in the staff’s recruitment process
• Ensure that the team complies with PUI policies and procedures, including security rules

Human Resources and Administrative Follow-up:

• Ensure the compliance with HR policies and procedures
• Ensure that HR databases and follow-up tools are updated on a regular base, including but not limited to Payroll, Leaves Follow-up, Recruitment follow up and Organizational Chart
• Follow up of administrative documents and track personnel files deadlines (probation period, appraisals, contracts, amendments, ID cards etc…)
• Ensure that all staff are enrolled in the social and medical covers provided by PUI
• Follow up of attendance, days off and leaves
• Ensure fulfilment of salaries’ process (salary advances, pay slips signatures…)
• Ensure the preparation of contracts (new recruitments, contract extensions or renewals) and the awareness of the employees of contract terms and conditions, internal HR policy and PUI other policies
• For each end of the contract, ensure that the exit process is followed as per written in the ISR
• Support in meeting: preparation, minutes records…etc.
• With the support of the Deputy HR Co and when delegated, will ensure that departments implement HR tools and procedures on a daily basis
• Support Deputy HR Co in ensuring that administrative personnel files are created and that employees’ documents are in accordance with PUI policies and donors requirements

Archiving:

• Supervise the filing and archiving process and ensure the security of physical and digital documents
• Monitor the preparation of HR files for any internal/external audit.

Recruitment:

• Ensure that all recruitment done at Coordination level are in compliance with PUI procedures
• When requested, support the managers in the recruitment process (applications shortlisting, interviews etc.)
• Ensure the proper filing of all recruitment files
• When requested, s/he will support other bases in all recruitment processes and ensure they are in compliance with the mission’s recruitment procedure.
• With the support of the HR team in various bases, ensure all new employee’s induction are planned and done on time.

Capacity Building:

• Support the Deputy HR Co in identifying training needs, work to organize or plan trainings and identifying external training sources.
• In collaboration with the Deputy HR Co, gather the training needs of the various departments in all bases as per the mission’s annual training plan.
• When requested, conduct internal trainings related to HR rules and policies in the mission.

Internal and External Coordination:

• With the support of the Deputy HR Co, enable an effective collaboration with the various departments as well as with the Coordination and other bases
• When requested, participate to external HR working group meetings.
• Assist the Deputy HR Co in developing and maintaining relationships with partner organizations, particularly within the area of coordinating with NGOs as regards administration and human resources.
• Support the Deputy HR Coordinator in ensuring HR coordination at mission level (workshops, regular visits to other bases, monitoring, follow-up, training, etc.)

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs. The employee could be requested to perform other tasks as his/her line manager may judge necessary.

Priorities of the Department

• Digitalization of the HR files
• Follow up on the trainings and capacity building of the national staff
• Ensure confidentiality on all HR matters
• follow up on the evaluation/appraisal deadlines for national staff in Coordination
• In collaboration with the Deputy HR Coordinator, ensure the good HR reporting to the concerned department and to coordination

Mandatory Requirements

• Education Degree: University Degree in Human Resources, Public Administration, Social Sciences or related field.
• Languages skills: Fluent in English (speaking & writing). Good knowledge of local languages (Hausa / Kanuri… etc.)
• Work experience: Minimum of 1-year experience in any relevant HR position (NGOs/private companies)
• Knowledge and skills
• Good analytical and writing skills
• Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel.

Assets
Interests:

• Strong motivation to help people in need. Proven working experience in a humanitarian organization.

Transversals Skills:

• Well organized and hard worker
• Ability to take initiative, to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing situation
• Ability to analyze and suggest improvements of the activities
• Autonomy, reliability, neutrality
• Good communication skills
• Conflict resolution and diplomacy skills
• Team Management.

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

Job Title: Deputy Human Resources Coordinator

Location: Maiduguri, Borno

General Objective

• Under the supervision of the HR Coordinator, the Deputy HR Coordinator ensures the human resources management of the Coordination office and provides technical support to both bases.
• She / he works with the HR coordinator to ensure that all HR policies and processes followed at mission level are in compliance with the PUI and donors procedures and National and local regulations.

Responsibilities and Tasks
Internal staff regulations:

• Participate with the HR Coordinator in drawing up and suggesting possible updates to the HR policy for procedures and tools, regarding recruitment, payment, administrative management, disciplinary issues and the management of individual career path within the organization
• Guarantee with the HR Coordinator, the implementation and application of the policy, once validated by the Head of Mission and Head Office, and consequently ensure the dissemination of any new policies, and ensure that these rules and procedures are known, understood and implemented by the HR team and that the latter have all the tools for applying them at their disposal
• In collaboration with the HR coordinator, take part in the update or amendment of the internal regulations

Administration, Management and Career Path Management:

• With the support of the HR Coordinator, work on clear integration plans and on comprehensive capacity building plan
• Validate by delegation of the HR Coordinator, recruitment requests and amendments to contracts (job description, payments, working hours, ending date, etc.)
• By delegation of the HR Coordinator, review and validate employment contracts that are drafted by the HR team and sent to Coordination for signature
• Ensure that administrative personnel files are created and ensure that employee documents are in accordance with PUI policies and donors requirements
• Participate to the organization of the recruitments for the admin team and may support the recruitments for other departments/bases, and key strategic positions on the field.
• Responsible for the induction process in coordination with the HR Coordinator, and create any possible support process for integrating new employees;
• Support the HR Coordinator in updating the salary grid (fixed and variable terms), outline the associated benefits package (compulsory or otherwise: medical cover, daily allowances, insurance, transport allowances, etc.), and ensure these are implemented, subject to validation by the Head of Mission.;
• By delegation of the HR Coordinator, validate the monthly payroll of the mission
• Contribute to the optimization of HR, administration and payroll tools and procedures
• By delegation of the HR Coordinator, monitor the correct progress of assessment and appraisal procedures for all employees of the mission
• Support in identifying training needs and work to organize or plan trainings

Team Management:

• Participate in the recruitment process of the staff under his/her direct supervision
• Support the staff under his/her direct management in the fulfilment of their duties
• Provide training to the HR staff on the HR components in order to build their capacities
• Ensure team-building among the team
• Conduct appraisals every six months for the staff under her/his supervision

Organization of Work:

• Assist in drawing up organizational charts, and be mindful of coherence in the composition of teams, in terms of task division and responsibilities, defining hierarchical and functional relationships, function titles, etc
• Take part in drawing up job descriptions and confirm these against the job categories table
• By delegation of the HR Coordinator support in validation of all job descriptions that are drafted on mission level
• Take part in outlining human resources requirements within the framework of drawing up project proposals and possible amendments.

Managing HR Risks:

• Ensure that HR management rules and procedures, are compliant to the current employment law, and monitor social and legal issues and report where necessary
• Participate in defining and implementing suitable working conditions particularly those concerning rules and regulations on health and safety
• With the HR Coordinator, monitor situations in order to anticipate and avert social conflicts and take part in crisis management, if necessary
• Be attentive for any risk or abuse of power (whether this is between local employees, or between an expatriate and local employees or any other type of abuse of power) and report any inappropriate behavior to the Head of Mission;
• Ensure staff understanding on PSEA policy and steps of reporting
• Responsible in coordination with the HR Coordinator for keeping records for all current and previous employees and update this information on paper and electronic files

Internal and External Communication and Representation:

• Ensure that information is circulated effectively between operational bases and the coordination office;
• Edit or take part in drafting internal activity reports for everything involving HR, administrative and legal issues for the mission
• Support the HR Coordinator in ensuring HR coordination at mission level (workshops, regular visits to the bases, monitoring, follow-up, training, etc.)
• By delegation of the HR Coordinator, internally, be the representative of PUI before any employee representation bodies, whether or not these are compulsory by law, in addition to being PUI’s representative for all personnel for any matters relating to human resources
• When requested, externally, represent PUI before any legal, or administrative authorities (employment inspectors, taxation authorities, social security/insurance payment collection bodies, etc.)
• Develop and maintain relationships with partner organizations, particularly within the area of coordinating with NGOs as regards administration and human resources.

Priorities Of The Department:

• Monitors the good application of the ISR and guidelines
• Digitalization of the HR files
• Follow up on the trainings and capacity building of the national staff
• Ensure confidentiality on all HR matters
• Update and sensitize the staff on any new insurance policies department
• Carry out periodical refresher trainings on PUI ethical framework

Mandatory Requirements
Education degree:

• University Degree in Human Resources, Public Administration, Business Management, Social sciences or related field

Work experience:

• Minimum 2 years of experience in a similar position (NGOs/private companies)

Knowledge and skills:

• Good analytical and writing skills
• Good management capacities and team leadership spirit

Language Skills:

• Fluent in English is mandatory and Hausa is a plus

Computer Skills:

• Good knowledge of the MS office software including Word, Outlook. Excellent in Excel

Other:

• Good skills in reports and contracts redaction
• Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines
• Knowledge of humanitarian actor

Assets:

• Interests
• Strong motivation to help people in need
• Understanding of the political situation in the area

Transversal Skills:

• Well organized
• Conflict resolution and diplomacy experience
• Able to analyze and suggest improvement
• Able to take initiative to deal with difficulties encountered in daily work
• Able to adapt or change priorities according to the changing situation within a mission or the organization itself;
• Autonomous, neutral, hard worker
• Team Management
• Able to manage stress and pressure

Deadline: 8th October, 2020.

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

Note: For Nigeria Nationals only.