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Friday, August 3, 2012

Human Resources & Administration Assistant, FRIDAY 3 August, 2012


Post Date: 2012-08-03/Desired Course(s): Not Specified/Application Deadline: August 31, 2012/Experience: 3-5 yrs /Job Status: fulltime /Location:Abuja

The Open Society Foundations work to build vibrant and tolerant democracies whose governments are accountable to their citizens. To achieve this mission, the Foundations seek to shape public policies
that assure greater fairness in political, legal, and economic systems and safeguard fundamental rights. On a local level, the Open Society Foundations implement a range of initiatives to advance justice, education, public health, and independent media. At the same time, we build alliances across borders and continents on issues such as corruption and freedom of information. The Foundations place a high priority on protecting and improving the lives of people in marginalized communities.
 
 The Open Society Initiative for West Africa (OSIWA) is an advocacy and grant making foundation that forms part of the global Open Society Foundations Network. OSIWA is based in Dakar, Senegal and works to support the creation of open societies in West Africa marked by functioning democracy, good governance, rule of law, basic freedoms, and widespread civic participation. It has offices in Abuja, Monrovia, Freetown and Conakry.
 Purpose:
 The HRA contributes to the accomplishment of Human Resources practices and objectives that will provide an employee-oriented, high performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the recruitment and ongoing development of a superior workforce. The HRA helps with the implementation of services, policies and compliance with OSIWA’s mission and values; and programs through HR staff; reports to the HR Manager, and assists the Foundation Staff and Country Office with local HR issues.
 
Job Title: Human Resources & Administration Assistant (HRAA)
Location: Abuja
 
Duties and Responsibilities:
 The Human Resources Assistant assists with the administration of the day-to-day operations of HR functions and duties through the implementation of OSIWA’s Human Resource Strategy by undertaking all administrative functions to support the recruitment, performance evaluation and processes identified in the HR Strategy. The Human Resources Assistant carries out responsibilities in some or all of the following functional areas:
 Perform a wide variety of responsible clerical, technical, administrative and office support duties in support of the Foundation and Country Office HR Unit.
 Under the supervision of Dakar, Senegal HR Unit, plan and coordinate Country Office recruitments; prepare job descriptions, announcements and advertisements; maintain eligible candidate lists; and coordinate post-offer pre employment or other pre employment screenings as may be required.
 Maintain personnel records ensuring timely and accurate records.
 Log, track and perform the initial review of certain contracts.
 Remain current on legal and related issues affecting international foundations operating in Nigeria.
 Track projects for Country Office staff: develop, organize and maintain files, databases, and project records, anticipate information needs of the staff, provide background information, assemble materials for meetings and follow-up with deadline reminders.
 Understand the work flow of the Foundation and Country Office units and operations departments to anticipate and meet information needs.
 Assist in organizing staff and consultants travels: invitation letters, visa documents, travel insurance and any other logistics;
 Maintain comprehensive understanding of the work flow of the Foundation and Country Office staff: keep current about administrative systems used, understand scheduling issues, assist with projects, and communicate regularly with senior management and staff.
 Participate in activities and meetings and perform other tasks as assigned, including serving on foundation-wide committees and assisting with HR training of employees.
 Assist in the preparation of the agenda and administration for Country Office meetings.
 Implement document retention policies for Foundation and Country Office staff.
 Provide assistance to all OSIWA staff on administrative matters relating to medical/health programs. Follow-up on staff medical health insurance coverage by assisting OSIWA employees with administrative paperwork connected with admission, payment of bills, and claims for reimbursement to be honored by the Insurance Company within due deadline.
 Assist in the work of administering the insurance plan such as enrolling new employees ensuring they complete the registration form, discontinuing separating employees and notifying the insurance company for reimbursement of non covered period.
 Prepare Payment Requests for employees' medical expenses reimbursement. Relate with Finance department for full reconciliation of HR and finance records related to medical coverage;
 Assist in processing children school fees payment by checking on invoices and raising Payment Requests;
 Handle special projects, conduct legal research and draft memorandum and letters, as requested.
 
Accountability: The Human Resources Assistant will be accountable to the Human Resources Manager and the Country Officer.
 
 
 
Qualifications:
 BA or equivalent in Organization and HR management;
 Experience of at least 3 years working in international organizations and/or NGOs;
 Strong knowledge of labor law and practices in Nigeria.
 Comprehensive knowledge of Human Resources policies and procedures.
 Excellent English level and good working level in French.
 Good organizational skills with capacity to carry out several tasks with minimum supervision in a fast-paced, hectic environment.
 Flexible and willing to work long hours. Excellent team skills. Good computer skills.
 
Skills:
 Demonstrated commitment to office management.
 Experience in office management, staff supervision, computer skills (MS Word, Excel and PowerPoint), knowledge of basic accounting, excellent interpersonal and communication skills, as well as the ability to learn quickly and expand scope of functions.
 
Language proficiency:
 Complete fluency in English and a good working knowledge of French.
 
Additional requirements:
 Pleasant, diplomatic manner and disposition in interaction with officials at all levels and with the general public; Integrity, professional discretion and ability to handle confidential information; Ability to assume ultimate responsibility, work under pressure; Ability and volition to work extended hours and undertake professional travels.
 
 Applicants must be based in Abuja, Nigeria
 
 To Apply: send resume (in English), cover letter, brief writing sample and salary requirements, by cob 13 August 2012 to: osiwarecruitment@osiwa.org
 
 CORRECTION: PLEASE NOTE THAT THE DEADLINE FOR APPLICATIONS IS AUGUST 13th, NOT AUGUST 3rd AS PREVIOUSLY INDICATED. WE APOLOGIZE FOR THE ERROR.
 
 Note: Due to the number of applications we receive, only shortlisted applicants will be contacted by OSIWA.
 
 No phone calls, please. The Open Society Foundations are an Equal Opportunity Employer

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