Human Resources & Administration Officer

Purpose of the Position
• The Human Resources & Administration Officer will support effective human resource management, administrative systems, and organizational efficiency at VISTA Initiative.
• The position ensures compliance with Nigerian labor laws, donor requirements, and organizational policies, while also contributing to proposal development through HR staffing inputs, costed positions, and compliance documentation.

Key Responsibilities

Human Resources Management:
• Support recruitment processes including job advertisements, shortlisting, interview coordination, reference checks, and staff onboarding.
• Maintain accurate and up-to-date personnel files physical and electronic for all staff and consultants.
• Manage staff contracts, renewals, leave records, probation tracking, and exit procedures.
• Support performance management processes, including probation reviews and annual appraisals.
• Ensure compliance with Nigerian labor laws, internal HR policies, and donor requirements.
• Support staff welfare, disciplinary procedures, and grievance handling in line with organizational policies.

Administration and Office Management:
• Oversee day-to-day office administration to ensure smooth and efficient operations.
• Manage office assets, inventory, and supplies with proper documentation and tracking systems.
• Coordinate office logistics including utilities, maintenance, travel arrangements, and accommodation for staff and visitors.
• Support organization of meetings, workshops, trainings, and official events.
• Maintain structured filing systems for administrative and operational documents.

Proposal Development and Donor Support HR Focus:
• Contribute to proposal and concept note development by providing HR inputs, including staffing structures, organograms, job descriptions, and recruitment plans.
• Support preparation of HR-related budget components, including salary scales, benefits, and staffing cost projections in line with donor guidelines.
• Ensure HR staffing plans are aligned with project objectives, organizational policies, and labor regulations.
• Provide HR documentation and compliance inputs during donor engagement, due diligence processes, audits, and grant negotiations.

Policy Compliance, Safeguarding, and PSEA:
• Support implementation and dissemination of HR, Administrative, Safeguarding, PSEA, Child Protection, and Code of Conduct policies.
• Ensure all staff sign and adhere to the Code of Conduct and safeguarding policies.
• Support staff orientation and induction on organizational policies and procedures.
• Promote safe, confidential, and accessible reporting mechanisms for staff complaints and concerns.
• Support internal and external audits by ensuring availability of HR and administrative documentation.

Coordination and Reporting:
• Coordinate closely with Finance, Programs, and Field Teams to support operational effectiveness.
• Prepare and submit periodic HR and administrative reports to management.
• Support donor compliance reporting related to staffing and HR management as required.

Key Deliverables
• Well-maintained, compliant, and up-to-date personnel files.
• Timely recruitment and onboarding of staff.
• Effective office administration and asset management systems.
• HR staffing inputs and costed positions contributed to proposals and concept notes.
• Regular HR and administrative reports submitted on time.

Required Qualifications and Experience
• Bachelor’s Degree in Human Resource Management, Business Administration, Public Administration, or a related field Master’s degree is an added advantage.
• Must have 3-5 years’ experience in HR and administrative roles, preferably within NGOs or humanitarian organizations.
• Strong knowledge of Nigerian labor laws and HR best practices.
• Experience supporting recruitment, staff administration, and HR compliance.
• Experience supporting proposal development or donor-funded projects is an advantage.

Core Competencies and Skills:
• Strong organizational and time-management skills.
• Excellent interpersonal, coordination, and communication skills.
• High level of integrity, confidentiality, and professionalism.
• Ability to manage multiple tasks and work under pressure.
• Proficiency in Microsoft Office applications Word, Excel, PowerPoint.
• Experience working in fragile or conflict-affected settings is an advantage.
• Fluency in English; Kanuri, Hausa, or Fulani is an advantage

Safeguarding and Code of Conduct:
• The HR & Administration Officer must adhere to VISTA Initiative Code of Conduct, Safeguarding Policy, Child Protection Policy, and PSEA Policy. Any form of exploitation, abuse, harassment, or misconduct will not be tolerated.