The Role

HR And Administration Officer
Full-Time

Reports to:

The HR and Administration Officer will report to the Country Director. For HR related matters the role will additionally work under the guidance of the Global Head of HR.

Job Overview and core purpose.

The role provides assistance to the Country Team ensuring efficient office administration to enable and facilitate the work for all departments. This includes the coordination of procurement processes in line with CBM Global procurement principles and processes. The job holder manages day-to-day HR administration and generally acts as first line of support for managers and employees on HR topics. As Health, Safety and Wellbeing Focal Point the job holder fosters a safe and healthy working environment and takes occupational safety related prevention and accident management measures.

Based:

We welcome applications from those with the right to work in Nigeria.

Hours:

Full-Time

Salary range:

The salary offered will be competitive, dependent on skills and experience. We offer a local contract

Responsibilities and Duties

Administration

– Ensure an efficient day-to-day administration of the office. Act as the point of contact for staff, answering queries related to administrative matters.

– Efficiently organize internal and external meetings, events, workshops, training sessions, etc.; take meeting minutes.

– Handle staff travel and visitor logistics including making travel bookings, supporting visa applications, arranging airport transfers and coordinating visitor schedules.

– Take responsibility for filing of physical documentation (not financial).

– Ensure office and property/facility management, including office cleaning services, organize and oversee maintenance and repair works on the premises and on (non-IT) specific assets.

– Organize security of the premises, manage the contract with the security company and oversee the security guards’ work.

– Ensure that CBM is complying with in-country regulatory requirements (except financial regulatory requirements).

– Put in place and maintain relevant insurance contracts.

– Maintain overview of consultancy and service contracts, and ensure their timely renewal.

– Handle incoming (physical) correspondence.

– Support the Country Director with the production of communication messages and materials (e.g., letters, presentations).

– Maintain the country pages on the CBM Global Intranet, regularly publish news items.

– Support the Country Director and CBM Global Senior Communications Officer with the development of country content for www.cbm-global.org.

Procurement

– Maintain an inventory of office supplies.

– Manage the procurement of office assets and supplies.

– Coordinate the timely procurement of goods and services based on departmental needs; collect quotations and prepare procurement recommendations.

– Act as a member of the procurement committee.

– Coordinate and document the preferred vendor selection process.

HR Administration

– Act as HR Focal Point for the Country Team, providing advice for managers and employees on HR topics;

– Maintain complete and accurate HR records; manage confidentiality of HR data access in line with CBM Global’s Data Protection Policy and guidelines.

– Support Global HR with recruitment processes, including supporting hiring managers with publishing vacancies locally, organizing interviews and collecting references.

– Prepare for signature and collect countersigned offer letters, employment contracts, contract extension letters, salary increase letters, etc.

– Monitor probation periods, contract duration and notice periods; report timely to the line manager for action and communication to the employee.

– Support the Finance Manager with HR budgeting and payroll administration.

– Support the Finance Manager by helping prepare documentation needed to manage the relationship with benefit providers such as Pension, Life Insurance, Medical Insurance etc.; manage employee registration with them.

– Organize the employee onboarding process, including setting up HR records, registering for statutory and voluntary benefits; ensuring availability of email, laptop and other ICS equipment at the start of employment.

– Coordinate the staff induction process; introduce the HR Manual, employment contract, CBM Global policies and HR system.

– Monitor various types of leave according to the entitlements reflected in the HR Manual and ensure relevant data is captured in the HR system.

– Coordinate the different tasks of the employment exit check list.

– Upon request, provide HR reports to the Country Director (e.g., leave balances) and/or Global HR (e.g., performance management completion rates).

– Orient the team on the annual performance management process, system and timelines; monitor performance management completion rates.

– Engage Global HR in all disciplinary or grievance cases.

– Provide refresher orientation sessions on the HR Manual and policies to the Country Team once a year.

– Support the Country Director in the creation of the Learning and Development plan for the country team; support Global HR to set up learning paths in the learning management system.

– Actively engage in HR Focal Point meetings for learning and sharing.

– Monitor legislative changes to employment regulations, ensure the HR Handbook is updated accordingly and brief the Country Team on the changes.

Health Safety and wellbeing (HSW)

– Act as the Health, Safety and Wellbeing Focal point for the Country Team.

– Closely monitor the health and safety regulations in the country, ensure compliance and recommend relevant action.

– Support the Country Director in establishing and tracking the office Health, Safety and Wellbeing Plan.

– Regularly conduct a Health and Safety Risk Assessment of the office premises and identify mitigation measures.

– Provide HSW inductions to new staff in liaison with the Security Focal point.

– Be the go-to person for reporting HSW related incidents and lead all actions required for their resolution (if so agreed with the Country Director)

– Take responsibility for the first aid kit and for compliance with fire evacuation and first aid requirements in the country;

– Regularly organize training sessions for the Team on: fire evacuation, first aid, desk ergonomics and wellbeing resources.

– With the Security Focal Point, make sure contingency plans (e.g., evacuation, medical emergencies) are accessible and in place.

– Liaise with the Security Focal Point to ensure visitors receive a safety briefing upon arrival in the office.

– Actively engage with fellow HSW Focal Points for sharing and learning.

Other

– Line manage the Administration Intern.

– Model and promote CBM Global’s values, culture and inclusive practices and promote disability and gender equality with colleagues.

– Take on other tasks that are aligned to the position, as may be assigned by the line manager.

Safeguarding responsibilities

Knowledge

Understand the incident management framework and the first responder role in recording, responding and reporting incidents.

Understand the survivor-centred approach and how to apply it when receiving a complaint or responding to an incident. Know local support services available in the community or region, and how to engage them.

Skills

Able to listen and accurately document reported concerns and complaints. Able to respect the confidentiality of safeguarding allegations. Able to appropriately apply the survivor-centred approach.

Behaviours

Treat the survivor and others involved in an incident with dignity and respect.

Be assertive in implementing the initial incident response protocols by gaining the trust and cooperation of parties involved.

Key outcomes expected from this role.

1. Office administration is run smoothly

2. Procurement processes are conducted in a timely and transparent manner

3. HR records are maintained

4. Staff and line managers feel fully supported in all aspects of HR

5. The office is a healthy and safe working environment

Person Specification

All of the following requirements are essential, unless marked with a * when they are desirable, and will be assessed from a combination of information provided from the application form and interview process.

CBM Global welcomes applicants from diverse backgrounds and people with lived experience of disability.

Experience/knowledge

· Proven experience as HR officer and/or administrator

· Good understanding of the labour law and HR processes

· Solid knowledge of standard office procedures

Skills/competencies/personal qualities

· Proficient knowledge and experience working with Microsoft word, excel, power point and Microsoft Teams

· Ability to multitask

· Excellent organisational and time management skills

· Effective communication skills (written and verbal)

· Excellent interpersonal skills

· Aptitude for problem solving

· Strong ethics and reliability

· Attention to detail

· Able to maintain confidentiality

Qualifications

· Bachelor’s degree in human resources, business administration or related field

· Proficiency in Microsoft Office applications

· Experience working with HR software is a plus

Employee Benefits

· We offer flexibility and working from home arrangements.

· As part of our commitment with inclusion, CBM Global aims to encourage applications from people with disabilities and those with health conditions. We have a comprehensive equality and diversity policy.

Useful Information
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Shortlisting and Interviews

CBM Global is an equal opportunities employer, committed to ensuring all applications are treated fairly.

All applications are subject to our shortlisting process; if you are shortlisted we will contact you and invite you to attend an online interview. You will also be advised at this point if there will be any skills tasks to complete as part of the recruitment process.

Diversity Policy Statement

Everyone has the right to be treated with consideration and respect. CBM Global is committed to achieving a truly inclusive environment for all, by developing better working relationships that release the full potential, creativity and productivity of each individual. CBM Global aims to ensure that all staff, volunteers, donors, partners, contractors, and the general public are treated fairly. This will be regardless of sex, sexual orientation, gender re-assignment, marital or civil partnership status, race (including colour, nationality, ethnicity, or national origin), disability, medical status, age, religion or belief, political opinion, social or economic status.

Employment Checks

CBM Global is committed to the safety and best interest of all children and vulnerable adults accessing CBM Global supported services and programmes. Relevant background checks including working with children, police and reference checks will be completed prior to the preferred candidate’s employment being confirmed.

All applicants must have the right to work in the relevant country. All offers of employment are made subject to the following criteria: Proof of eligibility and satisfactory employment screening, and three references satisfactory to CBM Global.

How to apply

More information about CBM Global Disability Inclusion can be found by visiting the CBM Global website: www.cbm-global.org

Closing date: 31st May 2024

Please:

Use this link: http://cbmglobal.peoplehr.net/Pages/JobBoard/Opening.aspx?v=af2337c6-e017-46ab-87a0-69324334b231 to apply.

Prepare your CV in English please, as you will need to upload it into our ATS system.
Download and complete the Application Form in English please, as you will need to upload it into our ATS system.

No email applications will be considered. If you have any problems with the system, please redirect them to our email address recruitment@cbm-global.org with the following format: Family Name First Name: (HR And Administration Officer, Nigeria).
We also welcome informal enquiries, which should also be sent to the above email address.