John Snow Inc. (JSI) Jobs in Nigeria: Recruitment for Human Resources Administrator, Office Manager

John Snow Inc. (JSI) Jobs in Nigeria: Recruitment for Human Resources Administrator, Office Manager

THE FIRM:

John Snow Inc. (JSI), a US based international Public Health consulting firm, manages five (5) projects/contracts through its integrated office in Abuja, Nigeria. Through the Partnership for Supply Chain Management consortium, JSI implements the Supply Chain Management System (SCMS) project for the US Government as part of the US President’s Emergency Plan for Aids Relief (PEPFAR). The purpose is to establish and operate a safe, secure, reliable and sustainable supply chain management system to procure pharmaceutical and other products needed for the care and treatment of persons with HIV/AIDS and related infections. JSI implements the USAID /DELIVER project, funded by the United States Agency for International Development (USAID), a global technical assistance project aimed at increasing the availability of essential health supplies through procurement services and assistance designed to strengthen health commodity supply chains in developing countries. JSI also provides services under two contracts with the National Agency for the Control of Aids (NACA), a Principal Recipient of Global Fund Round 5 and Round 8 grants. Lastly, JSI is a subcontractor for the DFID-funded PATHS2 project, the purpose of which is to improve the financing, management, and delivery of sustainable, replicable, pro-poor health services for common health problems in five states.

At present, JSI is seeking to fill five (5) positions.

POST TITLE:   Human Resources Administrator

• John Snow, Inc. is seeking to fill a newly created position. Human Resources Administrator  be expected to assist the design and implementation of human resource policies and pro covering staff charged with supporting the five projects/contracts described above.
• The Human Resources Administrator will report to the Director Administration, who will be his/her supervisor.

JOB RESPONSIBILITIES:

Responsibilities may include, but are not limited to the following:

• In consultation with senior management, coordinate all hiring activities, including (but not limited to) writing of job descriptions, advertising of vacancies, organizing the review of applications, scheduling of interviews, conduct of reference and .document  checks, notification of candidates, and support and orientation of new hires.    Ensure proper documentation of all hiring activities,
• Support the Director of Finance and Administration in all matters related to the determination and  provision of staff benefits,
• Remain well informed regarding JSI, USAID, and Government of Nigeria (GON) policies (Laws) and administrative procedures relating to all aspect  of HR management, including but not limited  to:  compensation,  benefits,  working  conditions, grievances and complaints, and  disciplinary  measures and  dismissal;  and ensure that JSI Integrated Office policies and  procedures arc fully consistent with those  of the parent company, JSI, USAID, and  the GON and are reflected in an up-to-date JSI Integrated Office personnel Manual.
• Maintain up-to-date, properly documented personnel information on-all employees, ensure the security of all confidential information,
• In consultation with senior management and other supervisory personnel, ensure timely conduct and completion of all staff performance reviews,
• Remain well informed about, and communicate regularly as appropriate to senior Management available training and capacity building opportunities for staff; assist staff, to take advantage of and/or participate in available training and capacity building activities.
• In consultation with senior management, supervisors and staff, develop, facilitate, and monitor an annual development plan for staff,
• Monitor the impact of existing policies on the organizational culture and the overall success of JSI NIGERIA and advise senior management regarding recommended changes where necessary,
• Monitor trends in employee behaviour, e.g. absences, turnover and advaice supervisors and the COP as appropriate,
• Ensure timely submission of timesheets  and undertake  regular timesheet and pay-roll audits
• Conduct periodic surveys concerning staff comparisons over time and with other companies and/or the public sector; and advise senior management as appropriate,
• In consultation, with staff supervisors, maintain an up-to-date account of accrued staff leave (maternity, annual, compassionate, sick, etc) and make available to supervisors as appropriate; notify staff and supervisors when individual leave balances risk exceeding carryover ceilings,
• Advise me Finance and admin director on personnel matters,
• Ensure that JSI NIGERIA supervisors and management understand their personnel management roles, in particular in relation to performance appraisal and staff development.

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

• Applicants for this position should possess the following minimum qualifications:
• University degree (administrative or social sciences preferred),
• At least 5 years post graduation experience in HR administration (with an international NGO preferred),
• Excellent knowledge of Nigeria labour laws,
• Strong analytical and problem solving skills,
• Excellent writing skills,
• Good interpersonal relationship skills,
• Experience with tiling systems- electronic and hard copies,
• Knowledge of Microsoft Office, including Word, Excel, and Powerpoint.

 NOTE: Interested applicants should submit cover letter and resume by email to: hr_admin@ng.pfsem.org

POST TITLE:   Office Manager

• John Snow Inc is seeking to fill a newly created position. Office Manager, who will be expected to provide  and oversee all necessary management support to ensure smooth, efficient, and cost effective operations of the JSI Integrated Office and any field offices that may be established in the future, in connection with the support of the five projects/contracts described above.

• The Office Manager will report to the Director of finance and Administration, who will be his/her supervisor.

JOB RESPONSIBILITIES:

Abuja office operations

• In consultation with the Director of Finance & Administration (DAF) and the HR Administrator, supervise office administrative staff as assigned by the DAF, including but not limited to: project drivers; office cleaners; receptionists; and administrative assistants,
• Ensure the physical safety and security of the project’s Abuja office and in consultation with senior management, prepare and review periodically, a comprehensive security & safety plan for the JSI Integrated Office,
• Provide senior management regularly reports on security-related incidents encountered by project staff during official business, and on the security situation overall in Abuja and elsewhere; and advice senior management regarding needed protective actions as appropriate,
• Ensure constant provision of adequate back-up electricity  and  water supplies,   inch; negotiation and administration of existing service contracts (Car hire, private security, etc).In close consultation with the COP and DAF, ensure sufficient availability of accessible parking  for project and staff vehicles (per office policy) and for project visitors,
• Ensure that office premises are maintained in a clean and sanitary condition and that kitchen & bathroom fixtures, air conditioning units, water dispensers, and other office equipment are maintained in good condition and repaired/replaced promptly when necessary,
• Supervise the procurement of office equipment and supplies and ensure an uninterrupted supply of office consumables: ensure that all procurements are properly documented in accordance with JSI and USAID policies and procedures (multiple quotations VAT exemptions) and that newly acquired equipment  is properly tagged: and maintain an up-to-date inventory of all project-owned  assets.

 PROJECT REAL ESTATE OPERATIONS:

• In consultation with the COP and Director of Finance & Administration, coordinate JSI Nigeria office leasing in Abuja and elsewhere in Nigeria as necessary and appropriate, in  accordance  with clearly specified statement s of  requirements and with JSI and USAID standards, rule and procedures,
• When necessary, organize, schedule and oversee the physical relocations of offices.
• In close coordination with the HR manager and in accordance with JSl and USAID policies and procedures, maintain up-to-date information on housing availability and prices in Abuja (and other cities as necessary); and provide expatriate staff assistance in identifying, leasing, and occupying suitable local housing.

PROJECT TRANSPORTATION SERVICES:

• Supervise and schedule project drivers,
• Ensure that project vehicles are always clean, well-maintained, and fueled in accordance with JSl office policies and procedures: negotiate and administer long-term contracts with commercial transport providers in Abuja and elsewhere as appropriate, in order to ensure the provision of  reliable, cost-effective transportation services to project personnel   and others while on official business; and to project staff for their personal use in accordance with JSl office policies and on a full  cost-recovery basis.

ADMINISTRATIVE SUPPORT:

• In close consultation with COP DAF and other staff, assist expatriate project staff and local staff to obtain all necessary permits and documents from Nigerian Immigration and  other Government of Nigeria offices, including but not limited to: visas, residence permits licenses & customs clearances, vehicle registration & insurance, drivers’ licenses, etc,
• In consultation with DAF and other staff, arrange hotel reservations and airport transfers for visiting consultants and staff; and provide all visitors with an un-to-date information packet, in accordance with guidance from DAF and senior  management,
• Maintain an up-to-date 60-day forward calendar of project supported visitors and distribute regularly to senior management,
• Assist newly arrived expatriate staff and dependents to obtain temporary housing, to obtain local  transportation services as needed, and to identify and obtain other necessary service providers as appropriate (e.g. schools, healthcare): and provide general assistance  to expatriate and dependants with the aim of accelerating  their orientation and smoothing their transition to life  in Nigeria.

OCCASIONAL OFFICE-RELATED EVENTS:

• In close consultation with COP and DAF, identify possible venues and negotiate & administer contracts for the provision of meeting space, accommodations, transportation, food and refreshments, and other necessary services, in connection with periodic project-sponsored events such as management retreats. all-staff retreats, office celebrations, etc.

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Applicants for this position should possess the following minimum qualifications:

• University degree required (business or administrative sciences strongly preferred),
• At least five years’ work experience providing administrative and/or operations support to organizations in Nigeria required (Abuja location preferred),
• At least two years’ experience providing or assisting procurement services required
• Experience with USAI D  DFID,  and/or international NGOs strongly preferred
• Strong computer skills, including proficiency with Microsoft Office applications (Word, Excel, PowerPoint),
• Strong English language verbal and written communications skills,
• Good knowledge of Nigeria’s geography & transportation networks: previous work experience in multiple Nigeria locations preferred.

NOTE: Interested applicants should submit cover letter and resume by e-mail to: office_manger@ng.pfscm.org

APPLICATION PROCEDURE:

These are full-time position based in Abuja; Salary will be commensurate with experience history. JSI offers excellent benefits.

Interested applicants should submit cover letter and resume by e-mail to the email addresses indicated above for each position above. Salary requirement should be included with application. Be sure to write position applied for in the subject line of your e-mail.