Hr And Administration Coordinator

• The HR and Administration Coordinator will oversee key HR processes, including workforce planning, recruitment, onboarding, employee relations, performance management, learning and development, HR policy implementation, personnel records, and staff welfare. The role will also coordinate administrative services, office management, facilities, records management, and other support functions required for the smooth running of the organization.
• The successful candidate will work closely with the Country Director, departmental heads, programme managers, Finance, and field teams to promote a professional workplace culture, strengthen management capacity, improve staff accountability, and ensure compliance with organizational policies, applicable labour requirements, donor obligations, and safeguarding standards.

KEY RESPONSIBILITIES

Human Resource Planning and Coordination

• Coordinate the implementation of the organization\\\'s HR strategy, annual work plans, and priorities in alignment with organizational objectives and operational needs.
• Support workforce planning, staffing reviews, organizational restructuring, and the development or revision of Job Description s in collaboration with departmental heads.
• Maintain an updated overview of staffing levels, vacancies, contract timelines, deployment arrangements, and workforce requirements across the organization.
• Advise management on HR priorities, staffing risks, employee relations, organizational development, and people management practices.
• Support the establishment and continuous improvement of HR systems, procedures, tools, and reporting mechanisms.

Recruitment and Selection

• Coordinate end-to-end recruitment processes, including vacancy announcements, application management, shortlisting, interview scheduling, assessments, reference checks, and documentation of selection decisions.
• Work with hiring managers to ensure that Job Description s, person specifications, and selection criteria accurately reflect approved staffing needs.
• Ensure that recruitment processes are transparent, fair, competitive, merit-based, and consistent with organizational policies and donor requirements.
• Maintain recruitment trackers and ensure that recruitment files contain complete and appropriately authorized documentation.
• Support timely communication with applicants and hiring managers throughout the recruitment process.
• Promote equal opportunity, diversity, inclusion, and safeguarding considerations in recruitment and selection.

Onboarding, Induction and Separation

• Coordinate staff onboarding, including employment documentation, contract issuance, orientation, induction, policy acknowledgment, and assignment of responsibilities.
• Ensure that new personnel receive appropriate information on the organization\\\'s structure, policies, Code of Conduct, safeguarding obligations, and performance expectations.
• Coordinate probation monitoring and ensure that supervisors complete probationary assessments within the required timelines.
• Manage employee separation processes, including resignation and contract-end documentation, exit interviews, clearance procedures, and handover arrangements.
• Ensure that staff records are updated promptly following appointments, transfers, promotions, contract amendments, and separations.
• Support structured handovers and knowledge transfer to reduce operational disruption during staff transitions.

Employment Contracts and HR Documentation

• Prepare, review, issue, and maintain employment contracts, contract amendments, Job Description s, appointment letters, and other HR documentation in accordance with approved procedures.
• Monitor contract expiry dates and notify management and relevant supervisors of upcoming renewals, extensions, or separations in a timely manner.
• Ensure that employment documentation reflects approved terms and conditions and is appropriately authorized before issuance.
• Maintain a secure and organized personnel filing system, including physical and electronic records, with access restricted to authorized personnel.
• Review HR documentation periodically to identify gaps, inconsistencies, expired documents, or areas requiring corrective action.
• Ensure that personnel records are accurate, confidential, retrievable, and managed in accordance with applicable data protection requirements.

HR Policies, Procedures and Compliance

• Coordinate the implementation, communication, and periodic review of the organization\\\'s HR Manual, employee handbook, Code of Conduct, and other relevant HR policies and procedures.
• Support management in developing or updating HR policies to address operational needs, employment standards, staff welfare, workplace conduct, and organizational effectiveness.
• Ensure that staff and supervisors understand relevant HR policies, procedures, responsibilities, and approval requirements.
• Monitor compliance with organizational HR procedures and applicable Nigerian employment requirements, escalating identified gaps to management.
• Provide guidance on leave administration, attendance, working hours, staff conduct, disciplinary procedures, grievance handling, and other HR matters.
• Maintain an HR compliance tracker and follow up on corrective actions arising from internal reviews, audits, or management decisions.

Employee Relations and Grievance Management

• Support the consistent and fair management of employee relations matters, including workplace concerns, grievances, interpersonal conflicts, misconduct allegations, and disciplinary issues.
• Advise supervisors and managers on appropriate people management practices, documentation, and adherence to established procedures.
• Coordinate the receipt, documentation, referral, and follow-up of employee grievances in accordance with approved channels and confidentiality requirements.
• Facilitate appropriate resolution processes while maintaining impartiality, procedural fairness, and respect for the rights of all parties.
• Refer safeguarding-related concerns, harassment allegations, and other sensitive cases to the designated authorized channels without conducting unauthorized investigations.
• Monitor recurring employee relations issues and recommend preventive measures to improve workplace culture and reduce organizational risk.

Performance Management and Staff Development

• Coordinate the organization\\\'s performance management cycle, including objective setting, probation reviews, periodic performance assessments, performance improvement plans, and end-of-contract evaluations.
• Ensure that supervisors understand performance management procedures and complete assessments within established timelines.
• Support managers in documenting performance concerns, providing constructive feedback, and agreeing on appropriate improvement measures.
• Track completion of performance reviews and follow up on outstanding assessments and agreed actions.
• Identify learning and development needs through performance reviews, management consultations, and organizational capacity assessments.
• Coordinate staff training, management development, induction sessions, and other learning activities in line with organizational priorities and available resources.
• Promote a culture of continuous learning, professional accountability, recognition, and performance improvement.

Leave, Attendance and Staff Welfare

• Coordinate leave administration and ensure that leave requests, approvals, balances, and supporting records are maintained accurately.
• Monitor leave planning and follow up on outstanding leave records to support workforce continuity and compliance with organizational policy.
• Coordinate attendance monitoring and support managers in addressing persistent lateness, absenteeism, and other attendance-related concerns through established procedures.
• Support staff welfare initiatives, workplace well-being, and appropriate communication on employee benefits and entitlements.
• Liaise with Finance on approved HR-related payments, staff entitlements, benefits, and other employment matters requiring financial coordination.
• Ensure that staff welfare concerns are handled professionally, consistently, and in accordance with organizational policies.

Payroll and Benefits Coordination

• Coordinate with Finance to ensure that approved staff information affecting payroll, allowances, benefits, and other employment-related payments is accurate and submitted within established timelines.
• Communicate authorized changes in staffing status, contract terms, salary adjustments, leave status, and other relevant employee information to Finance.
• Support the verification of personnel records and authorized changes required for payroll processing.
• Coordinate documentation relating to pension, health insurance, statutory contributions, and other applicable employee benefits, in collaboration with Finance and relevant service providers.
• Maintain confidentiality of employee compensation and benefits information.
• Report discrepancies in employment records or staff entitlement calculations to the appropriate responsible department for review and correction.

Organizational Development and Management Support

• Support organizational development initiatives aimed at strengthening management practices, team effectiveness, accountability, and workplace culture.
• Work with management to identify HR system gaps and recommend practical improvements to organizational structure, reporting relationships, role clarity, and staff coordination.
• Support the development and implementation of staff engagement initiatives, internal communication practices, and change management activities.
• Facilitate management discussions and staff orientations on performance expectations, workplace standards, HR policies, and organizational values.
• Support managers in building their capacity to supervise teams, manage performance, address workplace concerns, and apply HR procedures consistently.
• Contribute to organizational reviews and reform initiatives by providing relevant HR data, analysis, and recommendations.

Administrative Services and Office Management

• Coordinate general administrative services to ensure the efficient functioning of the head office and support to field locations.
• Oversee office facilities, utilities, office supplies, equipment, maintenance requests, and other administrative requirements.
• Ensure that office assets, equipment, furniture, and other administrative resources are properly recorded, allocated, maintained, and safeguarded.
• Coordinate office access, meeting arrangements, official correspondence, records management, and other administrative support services.
• Monitor administrative service requirements and ensure that requests are handled promptly and in accordance with approved procedures.
• Liaise with the Supply Chain function on procurement, repairs, maintenance, and other administrative requirements requiring specialist support.

Facilities, Accommodation and Service Provider Coordination

• Coordinate the maintenance and upkeep of office premises, staff accommodation, and other facilities managed by the organization, where applicable.
• Monitor the condition and availability of facilities and ensure that maintenance issues are reported and followed up promptly.
• Support the administration of tenancy documents, service agreements, utility arrangements, and other facility-related records.
• Coordinate with landlords, maintenance providers, cleaners, utility providers, and other service providers in accordance with organizational procedures.
• Ensure that facilities meet reasonable standards of safety, cleanliness, functionality, and suitability for staff and visitors.
• Escalate significant facility-related risks, contract issues, or unplanned expenditure to management.

Records Management and Administrative Controls

• Establish and maintain organized administrative filing systems for correspondence, office records, service agreements, facility documents, and other relevant records.
• Ensure that administrative records are complete, appropriately authorized, securely stored, and readily accessible to authorized personnel.
• Monitor office supplies and administrative consumables and coordinate replenishment through approved procurement procedures.
• Support the maintenance of administrative trackers, including office assets, service agreements, maintenance schedules, utilities, and other relevant records.
• Ensure that confidential HR and administrative documents are handled in accordance with organizational information management and data protection requirements.
• Identify weaknesses in administrative systems and recommend improvements to documentation, recordkeeping, and internal controls.

Safeguarding, Health, Safety and Workplace Conduct

• Promote a safe, respectful, inclusive, and professional working environment in line with the organization\\\'s policies and values.
• Ensure that staff receive relevant information on the Code of Conduct, safeguarding, Prevention of Sexual Exploitation and Abuse (PSEA), workplace harassment, discrimination, and reporting channels.
• Coordinate the referral of safeguarding and serious misconduct concerns through established reporting procedures.
• Support the identification and reporting of workplace health, safety, and facilities-related risks.
• Promote compliance with workplace rules, professional standards, and organizational procedures.
• Maintain confidentiality and protect individuals from retaliation or unfair treatment when concerns are raised in good faith.

HR and Administration Reporting

• Prepare regular HR and administrative reports covering staffing levels, recruitment progress, contract status, leave, performance reviews, training, staff movements, and administrative service delivery.
• Maintain HR dashboards, personnel trackers, contract expiry schedules, recruitment records, and other management information tools.
• Monitor HR and administrative indicators to identify recurring issues, compliance gaps, and areas requiring management attention.
• Provide accurate and timely information to management to support workforce planning, organizational decisions, and operational continuity.
• Ensure that HR and administrative reports are factual, appropriately authorized, and handled in accordance with confidentiality requirements.

Coordination, Team Leadership and Capacity Building

• Coordinate the work of HR and administrative personnel, where applicable, and ensure that responsibilities are clearly assigned and monitored.
• Provide technical guidance to field teams and supervisors on HR procedures, personnel documentation, and administrative requirements.
• Promote consistent implementation of HR and administrative procedures across the organization\\\'s locations.
• Identify capacity gaps and coordinate relevant training, coaching, and support for staff responsible for HR and administrative tasks.
• Work collaboratively with Finance, Supply Chain, programme teams, MEAL, and management to resolve cross-functional issues.
• Promote professionalism, teamwork, accountability, confidentiality, and continuous improvement within the HR and Administration function.

Other Responsibilities

• Perform other HR and administration-related duties assigned by the supervisor, provided they are consistent with the purpose of the role, the officer\\\'s competence, and organizational policies.

KEY DELIVERABLES

• Updated HR plans, staffing records, organizational charts, and workforce trackers aligned with organizational requirements.
• Timely and properly documented recruitment, onboarding, probation, performance review, and separation processes.
• Accurate and up-to-date employment contracts, Job Description s, personnel files, and contract expiry trackers.
• Improved implementation and monitoring of HR policies, procedures, employee relations processes, and compliance requirements.
• Functional performance management and staff development systems, with completed assessments and tracked follow-up actions.
• Accurate leave, attendance, staff movement, benefits, and payroll-related information submitted to the appropriate departments within agreed timelines.
• Effective coordination of office facilities, administrative services, service agreements, and office resource management.
• Regular HR and administration reports providing reliable information for management decision-making.
• Documented staff orientations, policy communication, management support, and capacity-building activities.
• Practical recommendations and corrective actions to strengthen HR systems, administrative controls, workplace culture, and organizational effectiveness.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Minimum Qualifications

• A bachelor\\\'s degree or equivalent qualification in Human Resource Management, Business Administration, Public Administration, Industrial Relations, Management, or a related field.
• At least five (5) years of relevant professional experience in human resource management, HR administration, organizational development, or a combined HR and administration role.
• Demonstrated experience coordinating recruitment, employment contracts, onboarding, employee relations, performance management, leave administration, and personnel records.
• Practical knowledge of HR policies, employment documentation, staff welfare, workplace conduct, and applicable Nigerian employment requirements.
• Experience coordinating administrative services, office management, facilities, records management, or related support functions.
• Demonstrated ability to handle confidential information and sensitive employee matters with discretion and professionalism.
• Strong writing, communication, analytical, organizational, and problem-solving skills.
• Good computer skills, including Microsoft Word, Excel, email, and HR information management tools.
• Ability to work collaboratively with senior management, departmental heads, supervisors, and field teams.
• Ability to manage competing priorities and deliver accurate work within established timelines.

Desirable Experience

• Previous experience working with local or international NGOs, humanitarian organizations, or donor-funded programmes.
• Experience strengthening HR systems, developing HR policies and procedures, improving performance management, or supporting organizational reform.
• Relevant professional certification or membership with the Chartered Institute of Personnel Management of Nigeria (CIPM) or an equivalent recognized HR professional body.
• Experience coordinating HR and administrative services across multiple offices or field locations.
• Familiarity with donor compliance requirements, safeguarding standards, and HR documentation practices in humanitarian settings.
• Experience working in Borno State or other conflict-affected areas of Northeast Nigeria.
• Experience using digital HR systems, personnel databases, recruitment trackers, and performance management tools.

CORE COMPETENCIES

• HR Technical Expertise: Demonstrates sound knowledge of HR processes, employment documentation, employee relations, performance management, and policy implementation.
• Planning and Coordination: Organizes HR and administrative activities effectively and manages competing priorities.
• Integrity and Confidentiality: Handles employee information and sensitive workplace matters with discretion, fairness, and professionalism.
• Communication and Interpersonal Skills: Communicates clearly and works effectively with staff, supervisors, and senior management.
• Employee Relations and Conflict Resolution: Addresses workplace concerns objectively and supports fair, consistent, and procedurally appropriate resolution.
• Organizational Development: Identifies opportunities to improve systems, role clarity, management practices, and workplace culture.
• Attention to Detail: Maintains accurate personnel records, contracts, trackers, and administrative documentation.
• Analytical and Problem-Solving Skills: Uses HR and administrative information to identify risks, resolve issues, and recommend practical improvements.
• Leadership and Teamwork: Provides guidance, supports staff development, and promotes accountability across the organization.
• Adaptability and Resilience: Responds effectively to changing organizational priorities and operational demands.
• Service Orientation: Provides timely, professional, and responsive HR and administrative support to colleagues.
• Commitment to Safeguarding: Upholds safeguarding principles, ethical conduct, non-discrimination, and respect for staff and programme participants.