POSITION DESCRIPTION

FHI/NIGERIA

Position Title: Human Resources Officer, Administration & Operations

Supervisor: Human Resources Manager

Location: Abuja, Nigeria

Basic Function

Under the direction of the Human Resources Manager, she/he will be responsible for managing various administrative and operational functions including implementing and administering the FHI 360’s compensation and benefit systems. This includes salaries and bonuses plus employee benefits, such as pensions, life assurance, and medical insurance packages and leave tracking. S/he will be responsible for the provision of an efficient and effective payroll service ensuring service users are provided with accurate information at all times.

Duties and Responsibilities

• Manages the payroll system for the HR unit, including liaising with Finance unit on the monthly processing of payrolls.

• Prepares personnel action records (PARS) for Finance action informing of any payroll changes.

• Executes monthly payroll and coordinates with Finance to ensure timely and accurate remittance for employees every month prior to 25th.

• Maintains total pay computation spreadsheet, inputs payroll information in a precise and accurate manner.

• Monitors FHI 360’s salary structure and benefits provision to ensure a balance between control of costs and attracting and retaining staff.

• Establishes measures to ensure consistency in various HR practices as it relates to classification, compensation, job descriptions, job profiles including demand analysis and specifications, organizational structure as well as various related issues to above.

• Processes and monitors all staffing changes including new hires, secondments, transfers, leavers and other amendments to salaries and employee data in compliance with policy and payroll requirements.

• Researches and analyses salary rates and benefits offered by other employers in the same sector.

• Undertakes job evaluations to ensure that the differences in pay between those doing different jobs within the organisation are fair and are perceived to be so.

• Assisting where necessary in the assessment of the starting salary of all newly employed staff.

• Track and communicate changes on pension and insurance schemes.

• Periodically conducts payroll audits in liaison with Finance unit.

• Completes the final compensation and entitlements for leaving employees.

• Manage the HR information System–update and maintain employee compensation changes, leave records and ensuring high quality output and data integrity.

• Maintain a thorough awareness of developments in labor laws and legislations and advise management accordingly.

• Track and communicate probationary assessment schedules and follow up on outstanding assessments.

• Support the effective implementation of all employee welfare schemes including the Staff Group Life Assurance Scheme, the Health Insurance scheme. Liaise closely with benefits and pension administrators on behalf of management.

• Provide regular briefings to HRM on employee welfare, leave balances, etc.

• Consolidate and follow up with annual leave planning.

• Performs other duties as assigned.

Knowledge, skills and abilities:

• Ability to work with others and to develop and maintain compatibility among project staff, subcontractors, and recipients of assistance.

• Report to supervisor on variances and status on regular basis.

• Work independently with initiative to manage high volume work flow.

• Perform detail-oriented work with a high level of accuracy.

• Interact with diplomacy and tact and follow-up on requests in timely and efficient manner.

• Must exhibit high levels of professionalism, integrity and ethical values at all times.

• Ability to maintain confidentiality for sensitive Human Resources issues or projects and use judgment to execute duties and responsibilities.

• Record keeping, report preparation, filing methods and records management techniques.

• Use a computer to accurately and rapidly enter and retrieve data and information.

• Working knowledge of in-country employment regulations, e.g. Nigerian labor/employee relations statutes and capacity to apply them to FHI 360 Nigeria.

• Ability to intervene with all levels of staff, representatives of donors and collaborating agencies, individuals from diverse cultures, and the public with diplomacy and firmness.

• Strong knowledge in salary structure and development, benefits and compensation, surveys/benchmarking and job evaluation systems.

• Excellent written, oral and interpersonal communication skills with ability to work as a team member.

• Objectivity and the ability to apply HR rules and regulations in a fair and consistent manner.

• Ability to plan and prioritize own work under tight deadlines, as well as to work on own initiative and as a member of a team.

• Attention to detail with a high degree of accuracy.

• Ability to travel a minimum of 25%.

Qualifications and requirements:

• BS/BA degree in Business Administration, Social Sciences or its recognized equivalent with 3 – 5 years of relevant experience.

• Or MS/MA degree in Business Administration, Social Sciences or its recognized equivalent, and 1 – 3 years relevant experience.

• Demonstrated success in multicultural environments is required.

• Certified member of Chartered Institute of Personnel Management of related body is an advantage.

• Strong ability in using MS Office suite (MS Word, Excel & Power-point).

• Ability to handle data with confidentiality.

Safeguarding:

FHI 360 is committed to provide a safe environment for all employees, beneficiaries and anyone contracted by FHI 360. This Includes taking measures to protecting vulnerable people from Sexual Exploitation and Abuse (SEA) by either FHI 360 employees or associated personnel. FHI 360 abides by child safeguarding principles. FHI 360’s Safeguarding Policies apply and flow out to all FHI 360 staff, board members, volunteers, and partner staff (subcontractors, consultants, vendors, and sub-recipients), regardless of the funding mechanism or amount of contract, agreement, or purchase order.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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