Human Resources Coordinator – Abuja – Nigeria – M/F At ALIMA

ALIMA in NIGERIA:

ALIMA has been present in Nigeria since 2016. Its actions are part of a regional response strategy to health and nutrition emergencies, with a focus on pediatric, maternal-infant and epidemic interventions. ALIMA is present in North-East Nigeria in Borno State (MMC and Jere LGAs) and in Yobe State (Bade and Karasuwa LGAs) where it provides outpatient and inpatient healthcare and nutrition services for IDPs and host communities. In North-West Nigeria, ALIMA is in Katsina State (Kaita LGA) to respond to increased nutritional needs. ALIMA is present in the South-West, in Ondo State (Owo LGA) where teams are treating patients for Lassa fever and conducting research into improved treatment.

IIn Borno state, ALIMA ensures outpatient and inpatient access to nutrition services, as well as outpatient health care in MMC and Jere LGAs. In 2022, ALIMA delivered 85,925 OPD consultations and treated 9,278 SAM cases without complications at the OTP level. 3,963 deliveries were conducted, and 2,446 mental health consultations were delivered. ALIMA also provided inpatient care for SAM cases with complications within 3 stabilization centres (University of Maiduguri Teaching Hospital -UMTH, Gwange II, and Fatima Ali Sherrif – in MMC) and treated 3,386 SAM children with complications.

In Yobe state, ALIMA supports 5 Primary Health Care Centers (PHCCs) – Waro, Jajeri, Jajimaji, K. Garun Guna and K. Galu – since May 2021 for nutrition and health care. ALIMA also provides inpatient care for SAM cases with complications within its 40 beds stabilization center located in Gashua General Hospital, Bade LGA. ALIMA also support hospitalization for children under five in Jajimaji. In 2022, ALIMA delivered 53,196 OPD consultations and treated 4,722 SAM children. 2,036 deliveries were conducted, and 976 mental health consultations were delivered.

In Katsina state, ALIMA ensures since August 2021 the provision of outpatient and inpatient nutrition and healthcare services for children under 5. ALIMA currently delivers OPD consultations, and supports the ambulatory management and referral of Severe Acute Malnutrition (SAM) cases in 5 Primary Health Care Centers (PHCCs) in Kaita LGA: Dankama, Sabon Birni (Ba’awa ward), Dankaba, Zabakau (Gafiya ward), Matsai. ALIMA also ensures inpatient healthcare and provides care for SAM cases with complications within its 110 beds stabilisation centre located in Kaita CHC. In 2022, ALIMA treated 2,171 SAM cases with complications at the ITFC level and 29,239 SAM cases without complications at the OTP level. ALIMA also delivered 36,851 OPD consultations for children under 5, while 4,906 were hospitalized at the inpatient department of Kaita CHC.

In Ondo State, ALIMA has been supporting the NCDC and the State Ministry of Health with case management, active case detection, patient triage, public awareness campaigns, and reinforcement of the Infection Prevention and Control (IPC) measures among health workers in the different hospital structures of Ondo State. In addition to prevention and case management, ALIMA is currently participating in the coordination of several studies to better understand the disease, including an observational cohort study (LASCOPE) to describe the clinical, biological course, management and outcomes of hospitalized patients with a diagnosis of confirmed Lassa fever and a phase II clinical trial (SAFARI) to evaluate the safety and efficacy of Favipiravir.

MISSION LOCATION: Abuja, Nigeria.

FUNCTIONAL AND HIERARCHICAL LINKS:

• Line Manager: Head of Mission;
• Technical Referent: Human Resources Referent Desk HQ;
• Staff under his/her hierarchical responsibility: HR Manager, HR Assistant. He/She is functionally responsible for the HR aspects of the Project Administrative Managers (Admin);
• He/She collaborates with the Coordinators (Capital and field).

PROTECTION OF BENEFICIARIES AND COMMUNITY MEMBERS:

Level 3: As part of his/her duties, the incumbent will visit programs and come into contact with children and/or vulnerable adults. Therefore, a criminal record check or a certificate of good character will be required. In situations where a criminal record check or character reference is not possible, a declaration of honor will be requested.

MAIN MISSIONS:

• To ensure the proper management of the mission’s human resources in accordance with the ALIMA management framework and local legislation;
• To be the leader in defining Human Resources strategy and advising managers;
• Be the focal point with the administrative authorities (Labour Inspectorate, Lawyer, Social Security, Taxes, etc.);
• Represent ALIMA in inter-NGO administrative forums.

MAIN ACTIVITIES:

Administrative management of the mission, legal monitoring:

• Ensure that the legal documents are updated for the proper functioning of ALIMA;
• Ensure annual registration of lease contracts, house contracts, coordination and projects;
• Ensure the legal monitoring of the mission by creating and maintaining a network of relevant information in its areas of responsibility and in particular on labor and tax legislation;
• Contribute to the definition, validation and application of documents, procedures and policies for personnel management (internal regulations, contracts, recruitment policies, etc.);
• Initiate the definition and revision of documents, procedures and policies for which he/she is responsible in accordance with local legislation and ALIMA procedures;
• Participate in the elaboration of the agreement protocols between ALIMA and the partners;
• Produce the monthly report of the mission on the human resources and administrative aspects.

Administrative Management of Human Resources:
Recruiting:

• Ensure the rigorous application of the recruitment policy at all bases and for all positions, from identifying the need to archiving recruitment files;
• Provide training to Administrate managers on ALIMA procedures, good recruitment practices, and recruitment techniques;
• Participate in the recruitment process for base managers, ensuring HR validation;
• Participate in the recruitment process for bases upon request from the PC and/or the Admins;
• Provide recruitment tests to Admins and team leaders when required or recommended;
• Conduct a general induction of ALIMA and the mission for Admins, supporting the updating of the project section, and ensuring that each collaborator benefits from this induction;
• Ensure that new employees recruited at the base are briefed on internal regulations, the code of good conduct, the anti-fraud policy, and the policy for the prevention of harassment and sexual and gender-based violence;
• Ensure that stakeholders understand and implement the induction process on the mission (coordination and bases) and provide HR induction for all managers.

Employment contract and follow-up:

• Ensure that personnel files are complete and maintained in electronic format;
• Implement and maintain efficient contract monitoring tools and ensure that Admins use them (monitoring of contract dates, leave, etc.).

Payment of wages, taxes and social security contributions:

• Supervise the use of the payroll software and train the Admins on their responsibilities;
• Validate payrolls each month for each base.

Life and team composition:

• Support the organization of monthly staff meetings;
• Participate in staff representative / coordination meetings;
• Participates in the resolution of work conflicts in collaboration with project coordinators, Admins and team leaders.

Operational Human Resources Management:

• Support project coordinators and department managers in defining the composition of their teams;
• Update and share mission organization charts with the bases, coordination and headquarters on a monthly basis;
• Participate in the elaboration of the mission’s budgets for the HR part (organization chart, salary, bonuses…), international transport, rent.

Quality management of personnel:
Job Profile – Performance Objective Plan – Review:

• Provide Admins and team leaders with standard job profiles;
• Ensure that updated job profiles are available for each employee and that each employee has read and signed them, support the Admins and team leaders in case of blockage;
• Train team leaders in the use of POP documents and reports;
• Check that team leaders set objectives at the beginning of the period and carry out staff reviews at the end of the period;
• Analyze personnel reviews from a career path perspective.

Training and capacity building:

• Develop an evaluation report including the training needs expressed;
• Be proactive in identifying sources of funding for training, and in identifying collaborations with other NGOs, training organizations present in the country;
• To be responsible for the organization of training taking place in the coordination or in the city of the coordination;
• Support the organization of training courses held at the base or at headquarters;
• Propose and anticipate the secondment of personnel to other ALIMA missions;
• Accompany the capacity building of all employees in support of team leaders;
• Collect data related to the training provided in the field and propose an analysis of these data;
• Apply post-training monitoring and evaluation methods to measure impact;
• Liaise with the Head of Training at headquarters.

Specific management of international staff:
Administration:

• In liaison with the administrative department in Dakar, ensure the administrative follow-up of the international staff: briefing and debriefing, arrival and departure dates, paid holidays, passports, visas and plane tickets;
• In collaboration with the HR Manager, ensures the renewal of expatriate visas, security visas and/or any other legal documents required by the police and the Ministry (Agreement, Convention with the Ministry of Trustees, Request for entry permit…);
• Monitor contract dates and bring to the attention of line managers at least 3 months in advance;
• Ensure that the files of internationals are prepared and provides the necessary documents for those who do not have them (ALIMA card, mission order, residence permit, etc.);
• Organize visitor briefings.

Recruitment and follow-up:

• Support the Head of Mission and the project coordinators in the planning of the breaks and provide a monitoring tool;
• In collaboration with the administrators, alert for interim and final reviews;
• Ensure the transmission of reports and end-of-assignment reports to the HR desk officer;
• Support the Head of Mission in the management of human resources of expatriate staff (conflict management, anticipation of recruitment, drafting of job profiles, etc.).

Team management and leadership:

• Set up an HR department for coordination with recruitment and training of a national team;
• Define job profiles and performance objectives for team members;
• To carry out the assessments of its team in an approach of professional course;
• Facilitating training actions to develop/reinforce team skills on HR and cross-functional themes;
• Propose and support job changes in accordance with ALIMA policies;
• Propose and anticipate secondments;
• Promote staff mobility (internal and external) within the framework of the policies in force;
• Identify the skills that team members need to acquire in order to master their positions and organize training to reinforce them;
• Organize and lead team meetings.

Reporting:

• Develop an evaluation report including the training needs expressed;
• Produce the monthly HR report and related documents.

Implementation of preventive measures against abuse of power, gender-based and sexual violence (PSEA):

• Support the Head of Mission in the implementation of the PSEA action plan;
• Implementing standards for abuse prevention, including safe recruitment procedures;
• Ensure that team members attend training and awareness sessions and follow abuse prevention rules;
• To help create and maintain a nurturing and protective environment.

This job description is not exhaustive and may be modified as the mission evolves.

SKILLS and EXPERIENCE:

Training:

• Training in Human Resources Management

Experience:

• At least 3 years of experience in a similar position
• Experience in emergency and degraded security contexts is highly desirable
• Previous experience in the humanitarian field, in the position of Human Resources Coordinator

Skills:

• Organizational skills, rigor and autonomy
• Excellent computer skills (Word, Excel…)
• Ability to prioritize and work under pressure
• Ability to work as a team in multicultural contexts
• Training and coaching skills
• Adaptability and diplomacy
• Knowledge of HOMERE software
• Writing skills
• Analytical and critical thinking skills

Languages:

• Fluency in English. Speaking French is an asset

CONDITIONS:

Contract term:**** 6 months, renewable

Desired start date:**** July 2023

Salary:**** Depending on experience + Per Diem

ALIMA pays for :

• Accomodation costs
• Medical cover from the first day of the contrat to a month after the date of departure from the mission country for the employee and their dependents
• Travel costs between the expatriate’s country of origin and the mission location
• Evacuation of the employee