Innovations for Poverty Action Human Resources Administrative Assistant Jobs in Nigeria

Innovations for Poverty Action Human Resources Administrative Assistant Jobs in Nigeria

Summary

The Human Resources (HR) and Administrative Assistant will support the Operations Coordinator in running the Country Office including Procurement, Recruitment, and Replacement of Employee, Performance Management, and Training.

The candidate must be well-organized when performing administrative and strategic hiring duties to ensure compliance to IPA policies and processes. The candidate also has the crucial task of ensuring that IPA HR policies and procedures comply with all State and Federal Labor regulations. The candidate must manage and update relevant office files.

Responsibilities

Administrative Support

Assist the Operations Coordinator in the running of Nigeria office operations;

Welcome visitors to the office and manage the IPA office phone;

Manage office cleaners;

Support the coordination of logistics for visitors and traveling staff;

Conduct office tours for new staff, interns, and visitors, and assist with onboarding;

File documents as directed and required;

Assist with inventory management and stock-taking as assigned;

Provide logistical and administrative support to project teams as and when required;

Monitor the stock of office supplies and stationaries, and purchase additional items as needed;

Prepare procurement requests for country office purchases and utility bills;

Support immigrations activities and engage with government officials involved in the process;

Manage staff calendars ensure important event, information, and activities are updated;

Handle office repairs and maintenance by seeking necessary approvals and coordinating with service providers;

Support the implementation of safety and security policies and procedures as directed by the Operations Coordinator

Coordinate logistics for staff meetings, conferences, office lunch and other fun activities; and

Take and share notes at staff meetings.

Human Resource Support

Support the recruitment and hiring of diverse and talented staff;

Processing and filing of contracts and staff records;

Manage staff onboarding activities;

Management of the contracts database for all staff;

Management of field team rosters;

Management of consultancy contracts;

Manage staff insurance renewals and ID card management;

Organize country office trainings and knowledge events;

Keep abreast with changes in HR laws and regulations and advice the Country Office Management; and

Support the organization of fun/wellness activities.

Procurement Support

Prepare technical specifications for request for proposal, including terms, conditions and evaluation criteria.

Work with suppliers to obtain quotations, and direct other IPA staff in obtaining quotations;

Review quotations

and procurement forms with respect to quality, accuracy, suitability, delivery and pricing;

Prepare and maintain accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up;

Expedite outstanding purchase orders to ensure delivery requirements are met;

Coordinate and resolve problems with suppliers;

Ensure that all procurement is in compliance with IPA standard practices;

Ensure that the vendor database is regularly updated and used in the selection of vendors;

Prepare and develop bid documents, supplier bid lists to obtain competitive quotations on goods and services; and

Work with the Operations Coordinator and Country Director to create and continuously improve Procurement systems.

Perform other duties as assigned.

Qualifications

At least 2 years of experience in a similar position

Bachelor’s degree in a relevant field

A Professional certification e.g. SHRM, CHRMP SPHRi/PHRi, CIPD

Conversant with the Nigeria labour laws

Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers

Excellent computer proficiency (MS Office – Word, Excel and Outlook)

Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service

Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices

How to Apply

For more information and job application details, see; Innovations for Poverty Action Human Resources Administrative Assistant Jobs in Nigeria

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