HR and Administration Coordinator

Lindii Peace Foundation (LPF) - HR and Administration Coordinator

The Foundation was formed by some eminent survivors of the Insurgency in North-east Nigeria and a few well-meaning Individuals who came together with a vision to see Nigeria a poverty free place where peace will abide and humanity can live freely in harmony.

We are recruiting to fill the position below:

Job Title: HR and Administration Coordinator

Location: Maiduguri, Borno

Role Summary

• The Supply Chain Coordinator will provide technical oversight and coordination across procurement, logistics, inventory and warehouse management, fleet operations, asset management, supplier management, and distribution support.
• The role will ensure that supply chain activities are conducted in accordance with organizational policies, donor requirements, internal controls, and applicable regulatory standards.
• The successful candidate will work closely with programme teams, Finance, Administration, field offices, suppliers, and other stakeholders to strengthen supply chain planning, improve operational efficiency, manage risks, and ensure that programme teams receive the goods and services required to deliver quality assistance to affected communities.

Key Responsibilities

Human Resource Planning and Coordination:

• Coordinate the implementation of the organization's HR strategy, annual work plans, and priorities in alignment with organizational objectives and operational needs.
• Support workforce planning, staffing reviews, organizational restructuring, and the development or revision of job descriptions in collaboration with departmental heads.
• Maintain an updated overview of staffing levels, vacancies, contract timelines, deployment arrangements, and workforce requirements across the organization.
• Advise management on HR priorities, staffing risks, employee relations, organizational development, and people management practices.
• Support the establishment and continuous improvement of HR systems, procedures, tools, and reporting mechanisms.

Recruitment and Selection:

• Coordinate end-to-end recruitment processes, including vacancy announcements, application management, shortlisting, interview scheduling, assessments, reference checks, and documentation of selection decisions.
• Work with hiring managers to ensure that job descriptions, person specifications, and selection criteria accurately reflect approved staffing needs.
• Ensure that recruitment processes are transparent, fair, competitive, merit-based, and consistent with organizational policies and donor requirements.
• Maintain recruitment trackers and ensure that recruitment files contain complete and appropriately authorized documentation.
• Support timely communication with applicants and hiring managers throughout the recruitment process.
• Promote equal opportunity, diversity, inclusion, and safeguarding considerations in recruitment and selection.

Onboarding, Induction and Separation:

• Coordinate staff onboarding, including employment documentation, contract issuance, orientation, induction, policy acknowledgment, and assignment of responsibilities.
• Ensure that new personnel receive appropriate information on the organization's structure, policies, Code of Conduct, safeguarding obligations, and performance expectations.
• Coordinate probation monitoring and ensure that supervisors complete probationary assessments within the required timelines.
• Manage employee separation processes, including resignation and contract-end documentation, exit interviews, clearance procedures, and handover arrangements.
• Ensure that staff records are updated promptly following appointments, transfers, promotions, contract amendments, and separations.
• Support structured handovers and knowledge transfer to reduce operational disruption during staff transitions.

Employment Contracts and HR Documentation:

• Prepare, review, issue, and maintain employment contracts, contract amendments, job descriptions, appointment letters, and other HR documentation in accordance with approved procedures.
• Monitor contract expiry dates and notify management and relevant supervisors of upcoming renewals, extensions, or separations in a timely manner.
• Ensure that employment documentation reflects approved terms and conditions and is appropriately authorized before issuance.
• Maintain a secure and organized personnel filing system, including physical and electronic records, with access restricted to authorized personnel.
• Review HR documentation periodically to identify gaps, inconsistencies, expired documents, or areas requiring corrective action.
• Ensure that personnel records are accurate, confidential, retrievable, and managed in accordance with applicable data protection requirements.

HR Policies, Procedures and Compliance:

• Coordinate the implementation, communication, and periodic review of the organization's HR Manual, employee handbook, Code of Conduct, and other relevant HR policies and procedures.
• Support management in developing or updating HR policies to address operational needs, employment standards, staff welfare, workplace conduct, and organizational effectiveness.
• Ensure that staff and supervisors understand relevant HR policies, procedures, responsibilities, and approval requirements.
• Monitor compliance with organizational HR procedures and applicable Nigerian employment requirements, escalating identified gaps to management.
• Provide guidance on leave administration, attendance, working hours, staff conduct, disciplinary procedures, grievance handling, and other HR matters.
• Maintain an HR compliance tracker and follow up on corrective actions arising from internal reviews, audits, or management decisions.

Employee Relations and Grievance Management:

• Support the consistent and fair management of employee relations matters, including workplace concerns, grievances, interpersonal conflicts, misconduct allegations, and disciplinary issues.
• Advise supervisors and managers on appropriate people management practices, documentation, and adherence to established procedures.
• Coordinate the receipt, documentation, referral, and follow-up of employee grievances in accordance with approved channels and confidentiality requirements.
• Facilitate appropriate resolution processes while maintaining impartiality, procedural fairness, and respect for the rights of all parties.
• Refer safeguarding-related concerns, harassment allegations, and other sensitive cases to the designated authorized channels without conducting unauthorized investigations.
• Monitor recurring employee relations issues and recommend preventive measures to improve workplace culture and reduce organizational risk.

Performance Management and Staff Development:

• Coordinate the organization's performance management cycle, including objective setting, probation reviews, periodic performance assessments, performance improvement plans, and end-of-contract evaluations.
• Ensure that supervisors understand performance management procedures and complete assessments within established timelines.
• Support managers in documenting performance concerns, providing constructive feedback, and agreeing on appropriate improvement measures.
• Track completion of performance reviews and follow up on outstanding assessments and agreed actions.
• Identify learning and development needs through performance reviews, management consultations, and organizational capacity assessments.
• Coordinate staff training, management development, induction sessions, and other learning activities in line with organizational priorities and available resources.
• Promote a culture of continuous learning, professional accountability, recognition, and performance improvement.

Leave, Attendance and Staff Welfare:

• Coordinate leave administration and