BRIEF DESCRIPTION OF THE COMPANY

Equitable Health Access Initiative (EHAI) Nigeria is a Tech-Driven Non-Governmental Organization; fully committed to positively impacting humanity through research, training, and implementation of innovative public health projects in the control of Infectious diseases. We are focused on supporting the Government of Nigeria at the Federal and State level in building a high-performing sustainable health system to ensure that Nigerians, especially those living in rural and underserved areas, have access to affordable, equitable, and quality healthcare services in Nigeria.

JOB SUMMARY

Under the direct supervision of the Head of Admin and HR department or in his/her absence, the incumbent ensures the execution of transparent and efficient HR, procurement and administrative services and processes in the organization. S/he pursues a client-focused, quality and results-oriented approach. 

This Position is open to all qualified candidates

Work Hours shall be: 8:00am to 5.00pm daily (Monday to Friday)           

This position reports to:  Head of Admin and HR 

Job Type: Full-time

Job Opening date: 2nd, August 2024

Job Closing date: 21^st August 2024

Location: Lagos, Nigeria

MAIN TASK INCLUDE:

HR Operations

• Maintain an up-to-date employee record both electronically and manually. Support in the management of employee records and contracts.
• Coordinate and support HR-related duties such as audits, employee relations, recruitment, onboarding, training, and induction.
• Support onboarding staff members in Administration and HR procedures and exit process.
• Support in the formulation and implementation of HR policies and procedures.
• Coordinate the collation of monthly timesheets for all employees
• Ensure communications and updates on policies and company information are adequately circulated to all members of staff
• Assist in compensation, benefits administration, and record-keeping (NHF, Pensions, etc.).
• Maintain the leave management system and determine/reconcile leave entitlements.
• Work closely with the HR/Admin team to organize company events

Administration, Office Management & Procurement

• Update and manage the filing of office documents for both hard and electronic copies.
• Ensure timely processing and payment of facility bills (Estate, LAWMA, Electricity, maintenance, security, cleaning, etc.).
• Supervise all aspects of fleet management (fueling, repair/maintenance, logbooks, and reporting.
• Support smooth functioning of office infrastructure including immediate repairs of facility equipment, furniture, fire safety tools, and appliances to avert further degeneration and ensure that they reach their expected life span and are replaced promptly where required.
• Oversee hotel bookings and flight tickets as required including ensuring prior approval by an authorized supervisor and recording of accounting expense codes reservation of accommodation and provision of all required services at meetings and for trainings.
• Lead the planning and coordinating of office events and meetings by providing logistics support to workshops and assisting with catering arrangements where necessary.
• Ensure that meetings rooms are set up / prepared for functions and meetings when required
• Collaborate with the cleaning service provider to ensure cleanliness and fumigation of the office. Supervise the security Operatives to ensure that the standards required of an enabling working environment are provided and maintained by them.
• Ensure timely servicing and maintenance of generators, prompt procurement of diesel as well as tracking usage.
• Procure and coordinate the disbursement of office supplies and equipment. Ensure all office equipment is stocked with required supplies (stationary, cleaning and kitchen supplies, toner, paper etc.). Take proper inventory of supplies and update records as at when due.
• Maintain service level agreements and monitor performance against these, taking improvement actions where necessary.
• Process approved Purchase requisitions NAV ensuring data accuracy. Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
• Prepare bids analysis and other bidding documents for approval
• Review and verify bills received for the office, including utilities, maintenance, provision of standard supplies, new furniture or equipment, and prepare payment requests; undertake analysis of bills to make recommendations on the most cost-effective billing approaches.
• Assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits, etc.
• Lead supplier relationships and performance to ensure that Suppliers adhere to Service Level Agreements (SLAs). Maintain supplier files and documentation, monitor and document supplier performance, and maintain the supplier performance scorecards.
• Provide consistent and constructive support to other departments and perform other relevant duties as assigned in the interest of the organization.

JOB COMPETENCIES

• Vendor and Contract Management
• Strong organizational and multitasking abilities.
• Excellent interpersonal and communication skills, both written and verbal.
• Proficiency in Microsoft Office and database management.
• Attention to detail and accuracy.
• Ability to work well in a team and independently.
• Excellent analytical skills
• Ability to get things done while exercising good judgment.
• Experience in implementing and maintaining office systems and procedures.
• Good Knowledge of the Nigerian Labour Law

OH&S RESPONSIBILITY:

• Attend all health and safety awareness programs organized by the company.
• Report hazards and near misses.
• Ensure that all health and safety measures are implemented, communicated, and monitored
• Actively participate in all emergency drills/ HSE training at EHAI.

OH&S COMPETENCIES:

• Basic Fire-fighting training
• Basic first aid Training
• Hazard identification
• General Safety Knowledge

QUALIFICATION AND REQUIREMENTS

• To be successful you will have a Bachelor’s degree in Human Resources Management/ Business Administration or any other relevant field.
• Certifications required are B.A/CIPM/CIPS
•  3-5 Years Work experience as an HR & Admin Officer, HR Administrative Assistant or similar role.
• IT experience in Microsoft Office Package/HRIS/Outlook is required.
• Good knowledge of the Nigerian labor laws.
• Familiarity with Human Resources Information Systems (HRIS)

OVERALL JOB PURPOSE:

This job is fully on-site and may require more than 50% sitting time. The job also demands physical checks of assets and facilities hence the job holder will need to move around as often as necessary. The job holder supervises junior volunteers, drivers, cleaners, and security guards

SELECTION PROCESS 
Only shortlisted applicants will be contacted. 

METHOD OF APPLICATION 
Applicants should provide detailed curriculum vitae in Microsoft Word format and a typewritten cover letter with the position applied for clearly indicated on the subject of the mail and the cover letter/application letter and send these to the Head of HR, EHAI through: careers@ehainigeria.org 

EHAI is an equal-opportunity employer and does not discriminate based on race, color, religion, or sexual orientation.