Human Resources Officer

Lindii Peace Foundation (LPF)

LPF is a Non-Profit and Non-governmental Organization in Nigeria which was registered as a corporate body with the Corporate Affairs Commission on the Eleventh (11th) day of July, 2014.

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: Human Resources Officer

Location: Borno

Job Summary

• Lindii Peace Foundation (LPF) is seeking a qualified, proactive and detail-oriented Human Resources Officer to support the effective management of human resources functions, promote staff welfare and performance, and ensure compliance with organizational policies, employment procedures and applicable labour regulations.
• The Human Resources Officer will be responsible for supporting recruitment and selection, employee onboarding and offboarding, personnel records management, performance management, staff development, employee relations, HR policy implementation and workforce planning.
• The post holder will work closely with organizational management, programme managers, line supervisors and staff to ensure that HR systems are consistent, transparent, responsive and aligned with LPF's operational priorities.
• The successful candidate will support the implementation of HR policies and procedures, maintain accurate personnel documentation, coordinate performance appraisal processes, provide guidance on employment matters and promote a professional, inclusive and accountable workplace culture.
• The role will also contribute to HR reporting, workforce data analysis, staff capacity development and continuous improvement of HR systems.
• This position requires sound HR knowledge, discretion, strong interpersonal skills, organizational ability and a commitment to fairness, confidentiality, staff welfare and compliance in a humanitarian and development organization.

Key Responsibilities

Recruitment and Selection:

• Coordinate recruitment activities in line with approved staffing plans, budget provisions and LPF's recruitment policies and procedures.
• Support hiring managers in preparing job descriptions, person specifications, recruitment requests and other required recruitment documentation.
• Prepare and publish vacancy announcements through approved recruitment channels, ensuring that advertised requirements are clear, accurate and consistent with approved positions.
• Receive, organize and screen applications against established minimum qualifications and selection criteria.
• Prepare applicant shortlists and recruitment assessment materials for review by authorized hiring personnel.
• Coordinate interviews, written assessments, reference checks and other approved selection activities.
• Communicate recruitment schedules and relevant instructions to shortlisted candidates and interview panel members.
• Ensure that recruitment decisions are based on documented, objective and job-related criteria.
• Maintain complete recruitment files, including applications, shortlisting records, interview assessments, reference checks and approval documentation.
• Prepare recruitment status updates and monitor recruitment timelines to support timely filling of approved vacancies.
• Ensure that all candidates are treated fairly and respectfully throughout the recruitment process.
• Promote equal opportunity, diversity, inclusion and safeguarding considerations throughout recruitment and selection.

Employee Onboarding and Offboarding:

• Coordinate onboarding arrangements for newly recruited personnel to ensure that they understand their roles, responsibilities and employment conditions.
• Prepare employment contracts, appointment letters and other required employment documents for review and approval by authorized personnel.
• Ensure that all required documentation, including identity records, qualifications, references, professional licences where applicable and signed employment forms, is obtained and properly filed.
• Coordinate staff induction on LPF's HR policies, Code of Conduct, safeguarding requirements, organizational values, reporting channels and relevant workplace procedures.
• Ensure that newly recruited staff receive their job descriptions and understand their reporting lines, performance expectations and employment terms.
• Liaise with relevant departments to facilitate staff access, work tools, identification, systems and other onboarding requirements.
• Maintain onboarding checklists and follow up on outstanding documentation or induction requirements.
• Coordinate offboarding processes, including resignation documentation, end-of-contract procedures, exit interviews and clearance processes.
• Ensure that exit documentation, final administrative requirements and personnel file updates are completed in accordance with approved procedures.
• Coordinate the return of organizational property, withdrawal of system access and handover of assigned responsibilities with relevant departments.
• Maintain appropriate records of staff departures and support workforce transition planning.

HR Policies, Procedures and Employment Compliance:

• Support the implementation, communication and periodic review of LPF's HR policies, staff handbook, employment contracts and related procedures.
• Provide guidance to staff and supervisors on HR policies, employment conditions, leave entitlements, attendance requirements, workplace conduct and other routine HR matters.
• Ensure that HR practices are consistent with approved organizational policies, applicable Nigerian labour laws and relevant regulatory requirements.
• Monitor compliance with employment documentation requirements, contract conditions, personnel procedures and established approval processes.
• Support the development and review of HR forms, standard operating procedures, templates and administrative guidelines.
• Identify gaps or inconsistencies in existing HR processes and recommend appropriate corrective measures.
• Ensure that staff are informed of applicable HR policies and understand their responsibilities under organizational procedures.
• Maintain an updated register of employment contracts, probation periods, contract expiry dates, staff movements and other relevant employment information.
• Monitor contract expiry dates and notify management and line supervisors in advance to support timely decisions on renewal, extension or separation.
• Support the consistent application of HR policies across departments and field locations.
• Escalate complex employment, disciplinary or legal matters to the appropriate management level for review and decision.

Personnel Records and HR Information Management:

• Maintain complete, accurate and confidential personnel files for all staff in accordance with approved records management procedures.
• Ensure that personnel files contain the required employment documentation, including contracts, job descriptions, identification records, qualifications, emergency contacts, performance appraisals and relevant employment correspondence.
• Maintain and regularly update the staff database, personnel registers and approved HR information systems.
• Track staff movements, promotions, transfers, contract changes, leave records, probation outcomes and other relevant employment changes.
• Maintain an updated organizational staff list showing positions, duty stations, reporting lines, contract status and other approved workforce information.
• Ensure that personnel records are properly indexed, securely stored and accessible only to authorized personnel.
• Apply appropriate document control procedures to ensure that current employment records are accurate and outdated information is appropriately archived.
• Prepare routine HR reports and workforce summaries for authorized management review.
• Support internal audits, donor compliance reviews and other authorized verification exercises by retrieving relevant HR documentation.
• Protect personal and sensitive employee information and report suspected unauthorized access, loss or disclosure through established channels.

Performance Management and Staff Development:

• Coordinate the implementation of LPF's performance management and appraisal system in collaboration with line managers and organizational management.
• Maintain a performance appraisal calendar and communicate appraisal timelines, requirements and responsibilities to staff and supervisors.
• Ensure that staff have current job descriptions, clearly defined responsibilities and documented performance objectives.
• Distribute appraisal forms and guidance materials and provide administrative and procedural support to staff and line manager