WHO ARE WE ?
Emergency First International is an international NGO, non-profit, apolitical and secular. Emergency First International was born from the merger between two French NGO Première Urgence and Aide Médicale Internationale.
First International Emergency assists civilian victims, marginalized or excluded by the effects of natural disasters, wars and economic collapse situations.
Our vocation is to defend the fundamental rights of the person, as defined in the Universal Declaration of Human Rights of 1948 man.
Let’s help them do without us
Our goal is to provide a comprehensive response to all the basic needs of populations affected by humanitarian crises in the urgency to help them regain independence and dignity.
Our mission: to help populations affected by humanitarian crises by giving them the ability to regain control of their destiny
Currently our projects are conducted in 22 countries by dan s 2650 national staff, 145 expatriates and 63 employees at headquarters.General Objectives
Under the supervision of the Admin HR Manager, 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 base, and supervises the HR assistants and clerks as relevant at base level.
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 HR manager
Ensure an effective dissemination of information between HR manager and the teams
Solve team conflicts and ensure team building.
Update the leave plan for the teams
With the Deputy HR Manager’s support, conduct appraisals and define and follow-up objectives for team’s member in order to improve their performance
With the support of the Deputy HR Manager, train the HR team on HR component
Support the Deputy HR manager in the staff’s recruitment
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 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 contract, ensure that the exit process is followed as per written in the ISR
Supervise the filing and archiving process and ensure the security of physical and digital documents
Support in meeting: preparation, minutes records…etc.
With the HR Manager, support departments in the implementation of HR tools and procedures on a daily base
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 base 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
With the support of the Deputy HR Manager, ensure all new employee’s induction
Capacity Building:
Support the Deputy HR Manager in identifying external training sources
In collaboration with the Deputy HR Manager, gather the training needs of the various departments
When requested, conduct internal trainings related to HR rules and policies
Internal and External Coordination:
With the support of the Deputy HR manager, enable an effective collaboration with the various departments as well as with the Coordination and others bases
When requested, participate to external HR working group
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 for the Department
Digitalization of the HR files
Follow up on the trainings and capacity building of the national staff
Ensure a confidentiality on all HR matters
In collaboration with the Deputy HR Manager, ensure the good HR reporting to the concerned department and to coordination
Qualification
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 1 year experience in a similar 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 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.