Human Resources Assistant

Job title : Human Resources Assistant

ABOUT THE ROLE

Lindii Peace Foundation is seeking a detail-oriented, organized, and proactive Human Resources Assistant to support the day-to-day administrative and operational functions of the Human Resources Unit.

The successful candidate will assist with recruitment and selection, personnel documentation, staff records management, onboarding and separation processes, leave and attendance tracking, performance management documentation, HR data entry, and general HR correspondence. The role will help ensure that personnel information is accurate, properly maintained, confidential, and readily available to support effective HR operations.

The Human Resources Assistant will work under the supervision of the designated HR supervisor or manager and contribute to the consistent implementation of HR policies, procedures, and internal controls across the organization.

KEY ROLES AND RESPONSIBILITIES

Recruitment and Selection Support

• Assist in preparing and publishing vacancy announcements through approved recruitment channels.
• Support the collection, sorting, screening, and organization of applications in line with established recruitment procedures.
• Maintain recruitment trackers and update records on applications received, shortlisted candidates, interview schedules, and recruitment outcomes.
• Coordinate interview arrangements, including communicating with candidates, confirming interview schedules, preparing interview materials, and arranging venues or virtual meeting links.
• Assist in preparing interview attendance sheets, assessment forms, interview notes, and recruitment documentation.
• Support reference checks and verification of candidates’ documents, subject to authorization and established procedures.
• Ensure recruitment files are complete, properly labelled, securely stored, and accessible only to authorized personnel.
• Assist in preparing offer letters, employment contracts, and other recruitment-related documents for review and approval by authorized HR personnel.

Staff Documentation and Personnel Records Management

• Maintain accurate, complete, and up-to-date personnel files for all staff members in physical and electronic formats, as applicable.
• Assist in preparing, organizing, filing, and updating employment contracts, appointment letters, job descriptions, staff information forms, qualification documents, and other required personnel records.
• Track contract commencement dates, expiry dates, probation periods, and other key employment milestones, and promptly notify the HR supervisor of upcoming deadlines.
• Maintain an updated staff database containing relevant employment information, including job title, department or project, duty station, supervisor, employment status, and contract duration.
• Ensure personnel records are properly indexed, filed, and stored in accordance with organizational procedures and confidentiality requirements.
• Follow up with staff members and relevant supervisors to obtain missing or expired documentation.
• Support periodic reviews of personnel files to identify missing documents, expired records, inconsistencies, and other documentation gaps.
• Ensure changes to staff records are made only on the basis of appropriate authorization and supporting documentation.

Onboarding and Staff Separation

• Assist in coordinating onboarding activities for newly recruited personnel, including the preparation of onboarding checklists, personnel forms, and required documentation.
• Support the collection and filing of signed employment contracts, staff information forms, Codes of Conduct, safeguarding commitments, and other mandatory declarations.
• Coordinate with relevant units to ensure new staff receive required organizational information, policies, procedures, and induction materials.
• Maintain onboarding trackers and follow up on outstanding requirements to ensure personnel files are completed promptly.
• Assist in coordinating staff separation procedures, including the preparation of exit checklists, collection of required documents, and tracking of clearance processes.
• Support the documentation of contract completion, resignation, termination, and other approved separation arrangements.
• Assist with exit interview scheduling and the proper filing of exit documentation.
• Ensure onboarding and separation records are securely maintained and outstanding documentation is escalated to the HR supervisor.

Leave, Attendance, and Staff Movement Tracking

• Maintain and update staff leave trackers, attendance records, and other authorized HR monitoring tools.
• Receive and organize leave requests and supporting documents for review and approval by the appropriate supervisor.
• Track leave balances and approved leave periods in accordance with organizational procedures.
• Follow up on outstanding leave documentation and ensure approved requests are properly filed.
• Assist in monitoring attendance records, timesheets, and other staff attendance documentation where applicable.
• Compile routine information on staff leave, absenteeism, lateness, and attendance for review by the HR supervisor.
• Maintain records of staff movements, transfers, duty station changes, and other approved changes to employment arrangements.
• Report discrepancies, missing attendance records, or inconsistencies to the HR supervisor for appropriate action.

Performance Management and Probation Support

• Assist in maintaining performance appraisal schedules and trackers for probationary and existing personnel.
• Notify the HR supervisor and relevant line managers of upcoming probation reviews, performance appraisals, and other scheduled performance management activities.
• Distribute approved appraisal forms and follow up with line managers to ensure timely completion and submission.
• Organize completed appraisal forms, probation review documents, performance improvement plans, and related correspondence in the appropriate personnel files.
• Maintain confidential records of performance management activities and restrict access to authorized personnel.
• Assist in compiling performance management data and preparing routine status updates for the HR supervisor.
• Support the coordination of staff training and development records, including attendance sheets, training evaluations, and certificates.

HR Data Management and Reporting

• Enter, update, and verify HR information in approved databases, spreadsheets, and HR tracking systems.
• Assist in preparing routine HR reports covering staff numbers, recruitment status, contract expiry, leave utilization, training participation, and other relevant indicators.
• Maintain accurate and updated staff lists, organizational charts, contact directories, and personnel movement trackers as required.
• Support the preparation of monthly HR activity summaries and other internal reports.
• Review data for completeness, consistency, and accuracy before submission to the HR supervisor.
• Assist in compiling information required for internal reviews, management reports, donor documentation, and audits, subject to authorization.
• Ensure HR records and reports are handled securely and confidential personnel information is not disclosed to unauthorized persons.

HR Administration and Employee Support

• Provide administrative support for routine HR correspondence, meetings, staff briefings, training sessions, and other HR activities.
• Assist in drafting routine HR communications, reminders, staff notices, and internal memoranda for review and approval.
• Respond professionally to basic staff inquiries regarding HR procedures and refer complex, sensitive, or confidential matters to the HR supervisor.
• Support the distribution and acknowledgment of HR policies, procedures, staff handbook updates, and other approved organizational documents.
• Maintain an organized filing system for HR correspondence, forms, templates, and reference materials.
• Assist in coordinating staff orientation, learning activities, and internal engagement initiatives.
• Provide timely administrative support to line managers and staff on approved HR processes while maintaining appropriate professional boundaries.

HR Policy Compliance, Safeguarding, and Confidentiality

• Assist in maintaining documentation that demonstrates compliance with organizational HR policies, employment procedures, and applicable labour requirements.
• Support the distribution and acknowledgment of the Code of Conduct, safeguarding policies, anti-harassment provisions, and other mandatory organizational policies.
• Ensure personnel documentation is handled with discretion and stored in accordance with established data protection and confidentiality procedures.
• Treat staff records, compensation information, disciplinary documentation, complaints, and other sensitive HR information as strictly confidential.
• Promptly refer grievances, allegations of misconduct, safeguarding concerns, harassment complaints, and other sensitive matters to designated authorized personnel without independently investigating or making unauthorized commitments.
• Support the maintenance of HR compliance checklists and trackers for mandatory documents, policy acknowledgments, and staff training requirements.
• Uphold the organization's values, safeguarding standards, humanitarian principles, and commitment to a respectful and inclusive workplace.

Other Duties

Perform other HR and administrative duties reasonably assigned by the HR supervisor or authorized management, consistent with the purpose and level of the position.

KEY DELIVERABLES

• Accurate and regularly updated personnel files and staff databases.
• Updated recruitment, onboarding, separation, leave, attendance, and contract expiry trackers.
• Complete and properly documented recruitment and onboarding files.
• Timely follow-up on probation reviews, performance appraisals, and contract renewal deadlines.
• Organized and accessible HR correspondence, forms, and administrative records.
• Accurate routine HR data and reports submitted within agreed timelines.
• Properly maintained records of staff induction, training, and policy acknowledgment.
• Improved completeness, consistency, confidentiality, and traceability of HR documentation.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Education

• A minimum of a National Diploma (ND), Higher National Diploma (HND), or bachelor's degree in Human Resource Management, Business Administration, Public Administration, Management, Social Sciences, or a related field.
• Relevant training or certification in human resources, personnel administration, or office administration will be an added advantage.

Experience

• At least one to two years of relevant experience in human resources, personnel administration, office administration, or a related support function.
• Experience maintaining staff records, databases, filing systems, or administrative trackers.
• Basic understanding of recruitment, onboarding, leave administration, performance management, and other HR processes.
• Experience using Microsoft Office applications, particularly Microsoft Word and Excel, for documentation, data entry, and reporting.
• Experience working in an NGO, humanitarian organization, development organization, or other structured professional environment is an advantage.

REQUIRED SKILLS AND COMPETENCIES

• Strong organizational skills and attention to detail, with the ability to maintain accurate records and manage multiple administrative tasks.
• High levels of integrity, discretion, and confidentiality when handling personnel information.
• Good written and verbal communication skills and the ability to interact professionally with staff and external candidates.
• Working knowledge of Microsoft Word, Excel, email, and electronic filing systems.
• Ability to enter, organize, verify, and retrieve HR information accurately.
• Good time management skills and the ability to prioritize tasks, meet deadlines, and follow up on outstanding documentation.
• Ability to collaborate effectively with HR colleagues, line managers, Finance, Operations, and other organizational units.
• Professionalism, fairness, respect, impartiality, and a service-oriented approach to personnel support.
• Ability to identify documentation gaps, inconsistencies, and administrative challenges and escalate them appropriately.
• Willingness to learn organizational HR systems, policies, and procedures and apply feedback to improve performance.

DESIRABLE QUALIFICATIONS

• Familiarity with HR administration in an NGO or humanitarian setting.
• Experience using HR information systems, digital personnel databases, or electronic document management tools.
• Basic knowledge of Nigerian employment practices and personnel documentation requirements.
• Experience supporting recruitment exercises, staff induction, training coordination, or performance appraisal processes.
• Familiarity with safeguarding, prevention of sexual exploitation and abuse (PSEA), accountability, and staff Code of Conduct requirements.

REPORTING AND WORKING RELATIONSHIPS

The Human Resources Assistant will report to the designated HR supervisor or manager and work closely with line managers, staff members, and relevant units to support effective personnel administration.

The position is primarily a support role. Decisions relating to recruitment approvals, employment terms, disciplinary actions, grievances, contract changes, and other sensitive HR matters must be referred to the authorized HR supervisor or management.

SAFEGUARDING AND CODE OF CONDUCT

Lindii Peace Foundation maintains a zero-tolerance approach to sexual exploitation and abuse, sexual harassment, abuse of authority, fraud, and other forms of misconduct.

All personnel are expected to uphold the organization's Code of Conduct, safeguarding policies, confidentiality requirements, and commitment to protecting children, vulnerable adults, program participants, and colleagues.

The successful candidate will be required to comply with applicable safeguarding and personnel policies and participate in mandatory induction and training. Recruitment is subject to appropriate reference checks and verification procedures.