Human Resource Asssitant Alliance for International Medical Action (ALIMA)
full-time
MISSION AND MAIN ACTIVITIES
FACILITATING STAFF MOVEMENT, VISA AND ACCOMODATION BOOKINGS
Support HR department in movement, visa and accommodation management. He/She;
Follows-up visa obtention of visitors and expatriates at the immigration services;
Is responsible for follow up in collaboration with Project Admin manager or HR Supervisors for the renewable for stay permitted for all the expatriate;
Does all flight bookings of international and National flight for all staff;
Liaise with Logistics in updating the mission movement board and movement tracking sheets on a weekly basis.
Arrange for hotel or guesthouse accommodation bookings for visiting staff in Abuja;
Does monthly tracking of all flight and hotel bookings;
Liaise with logistics and finance to ensure that ALIMA visitors are provided a phone, airtime, sim card, modem (for field visits), spare keys, per diem and security envelope on arrival.
STAFF/ADMINISTRATIVE MANAGEMENT
Manage the Staff annual leave planification with support of the HR manager
Ensure proper filing of all staffs' documents physically and on drive
Receive the office newspapers and magazines;
Does official letters, mission orders etc. at the Coordination level;
Liaise with other departments to organize staff send-forth, meetings, workshops, team building etc.
Can be called to assist the various fields in some recruitments;
PAYROLL MANAGEMENT
He/She captures the variable elements of the payroll in Odoo/Homere.
He/She validates the requests of instalments and records them on Odoo/Homere.
He/She collects the Time sheets attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Odoo/Homere payroll software.
He/she establishes the monthly pay slips.
Prints the pay slips and gives to staff and files acknowledged copy.
Closes the pay of the month.
Publishes the ballots and verifies that each ballot is correctly established,
He/She has checked and targeted salary listings by the logistician-administration or field administration manager.
At the end of the contract, He/She establishes the balances of all accounts.
Verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software.
He/She causes these elements to be targeted and transmitted to the employee.
REPORTING
Travel Information Tracker
Expatriate visa status tracker
Staff Contact List
Movement Tracking sheet
Ensure proper filing of all HR documents according to the Filing policy in place.
Monthly scanning and archiving of all Payslips, Overtimes, Leaves, etc.
Actively assist the Finance team with sample list gathering during audit exercise
This Job Description is not intended to be all inclusive and the employee is expected to perform other related tasks as required and assigned.
ESSENTIAL
Must Maintain confidentiality and must be highly discrete about Staff Information.
Strong office administration experience or front office experience in a busy environment.
Minimum one year working experience in a similar role.
Strong verbal and written communication skills.
Excellent attention to detail, multitasking and organization skills.
Self-motivated, ability to work independently, responsible and accountable.
Approachable, diplomatic, strong interpersonal and team working skills within a multicultural setting.
Excellent computer skills in Word, Excel, PowerPoint and Outlook. Capacity for analysis, synthesis and reporting of large amounts of information
LANGUAGE: English is mandatory (written, read, spoken)
FEATURES:
Remains discreet about the professional and personal life of team members
The responsibilities mentioned above are not exhaustive and other work may be requested depending on the needs of the mission.
You must meet the following qualifications:
Minimum of HND/BSc. in HR Management, Business Administration or related field of study from a recognized institution, or equivalent work experience.; MBA or similar higher degree is a plus.
3+ years of experience in one or more of the following areas: HR, Administration and Finance.
Exceptional organization and planning skills, ability to manage and follow work plans
Highly developed interpersonal, communication, able to negotiate, influence, give effective feedback, be a team player.
Able to manage stress effectively, juggle competing priorities, balance various programmatic, logistic and team needs.