Human Resources Officer

Lindii Peace Foundation (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.ABOUT THE ROLE 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 managers throughout the appraisal cycle. Track the completion and submission of probationary assessments, periodic performance reviews and annual appraisals, as applicable. Follow up with supervisors on overdue assessments and ensure that completed appraisal records are properly documented. Support the documentation of performance improvement plans, agreed objectives, review timelines and follow-up actions where required. Assist management in identifying staff development needs through appraisal outcomes, supervisory feedback and organizational capacity assessments. Coordinate training needs assessments and support the preparation of staff learning and development plans. Maintain training records, attendance registers and documentation of staff capacity-building activities. Support the organization of staff induction, policy orientation, leadership development and other approved training programmes. Promote a performance culture characterized by clear expectations, constructive feedback, accountability and continuous professional development. Leave, Attendance and Workforce Administration Maintain accurate leave records and monitor staff leave balances in accordance with LPF policies and employment conditions. Receive and process leave requests through the established approval process and ensure that appropriate authorization is obtained before leave is recorded as approved. Maintain a leave tracker covering annual leave, sick leave, maternity or paternity leave and other applicable leave categories. Monitor staff attendance and punctuality in coordination with line managers and designated administrative personnel. Identify attendance irregularities, unexplained absences and leave record discrepancies and refer them to the appropriate supervisor for review. Track staff availability, planned absences and handover arrangements to support workforce continuity. Support the monitoring of working hours and approved work arrangements in accordance with organizational policy and applicable requirements. Prepare routine attendance and leave summaries for authorized management use. Maintain confidentiality when handling medical documentation or other sensitive information associated with leave requests. Provide timely information on leave balances, attendance records and related HR requirements to authorized personnel. Employee Relations, Staff Welfare and Grievance Management Promote a respectful, inclusive and professional working environment consistent with LPF\'s organizational values and Code of Conduct. Serve as an HR contact point for routine employee enquiries, workplace concerns and requests for clarification on employment policies. Receive and document staff grievances in accordance with established organizational procedures. Support the appropriate referral, follow-up and documentation of employee concerns while maintaining confidentiality and impartiality. Provide procedural guidance to line managers on employee relations matters, workplace conduct and the consistent application of HR policies. Support the implementation of approved disciplinary procedures, ensuring that relevant documentation, authorization and procedural fairness requirements are observed. Assist with the coordination of staff consultations, welfare initiatives, engagement activities and other measures intended to strengthen workplace relationships. Identify recurring employee concerns and provide management with appropriately anonymized summaries and recommendations where suitable. Support exit interviews and staff feedback exercises to identify retention risks, workplace challenges and opportunities for improvement. Refer sensitive grievances, safeguarding complaints, allegations of harassment, discrimination, SEA or other serious misconduct to designated channels without conducting unauthorized investigations. Promote staff awareness of grievance procedures, whistleblowing channels and available support mechanisms. Maintain appropriate boundaries and protect employees from retaliation for raising concerns in good faith. HR Reporting, Workforce Planning and Data Analysis Prepare periodic HR reports covering staffing levels, recruitment progress, staff turnover, contract status, leave utilization, training and performance appraisal completion. Maintain workforce trackers to support staffing decisions, contract monitoring and organizational planning. Support the preparation and review of staffing plans in collaboration with management and programme leads. Monitor approved positions, vacancies, new staffing requests and changes to the organizational structure. Provide accurate HR data to support budget preparation, project planning and workforce allocation, in coordination with Finance and programme teams. Track staff turnover, recruitment timelines, probation outcomes and other relevant workforce indicators. Identify HR trends, documentation gaps and recurring administrative challenges and recommend practical improvements. Support the preparation of HR inputs for donor reports, organizational reviews, audits and management meetings where required. Ensure that workforce reports are based on verified information and appropriately protect confidential employee data. Use approved spreadsheets, databases and HR information systems to improve the accuracy and efficiency of HR reporting. Compensation, Benefits and HR Coordination Support the administration of approved employee benefits and entitlements in accordance with employment contracts, organizational policies and applicable regulations. Maintain accurate records of approved salary changes, allowances, benefits and other employment-related adjustments, subject to authorized approvals. Liaise with Finance to provide verified staff information and approved changes required for payroll preparation and reconciliation. Ensure that personnel changes affecting compensation or benefits are documented and communicated to authorized Finance personnel in a timely manner. Support the administration of pension, statutory deductions, insurance and other applicable employee entitlements in coordination with Finance and designated service providers. Maintain records of benefit enrolment, changes and other relevant employment-related documentation. Respond to routine staff enquiries regarding approved benefits and refer technical payroll, tax or statutory interpretation matters to the appropriate personnel. Protect the confidentiality of salary information, employee benefits and other sensitive compensation records. Safeguarding, Staff Conduct and Organizational Compliance Support the implementation of safeguarding requirements throughout the employee lifecycle, including recruitment, induction, training and separation. Ensure that required staff declarations, Codes of Conduct and other relevant compliance documents are completed and filed. Support appropriate pre-employment checks, reference verification and professional credential checks in accordance with approved procedures. Maintain records of mandatory staff training on safeguarding, prevention of sexual exploitation and abuse, workplace conduct and other required topics. Ensure that personnel are informed of reporting mechanisms for safeguarding concerns, harassment, fraud and other misconduct. Refer safeguarding allegations and other serious concerns promptly through established confidential reporting channels. Support the documentation and monitoring of required corrective actions within the scope of authorized HR responsibilities. Promote awareness of equal opportunity, non-discrimination, workplace respect and professional accountability. Maintain confidentiality and procedural fairness when handling sensitive employment matters. Coordination and Continuous Improvement Work closely with organizational management, programme managers, line supervisors, Finance and other relevant departments to support effective HR service delivery. Provide timely HR guidance and procedural support to staff across the head office and designated field locations. Participate in management, programme coordination and HR review meetings as required. Support the standardization and continuous improvement of HR templates, records, trackers and workflows. Identify opportunities to improve recruitment efficiency, personnel documentation, performance management and staff communication. Assist in developing practical HR tools and systems that strengthen transparency, accountability and compliance. Maintain professional working relationships and demonstrate discretion when dealing with sensitive organizational matters. Perform other HR-related duties assigned by the supervisor, consistent with the position\'s responsibilities. KEY DELIVERABLES The successful candidate will be expected to contribute to the following: Updated and complete personnel files for all assigned staff. Timely and properly documented recruitment and selection processes. Accurate employment contracts, job descriptions, onboarding checklists and offboarding records. Updated staff database, organizational staff list and contract expiry tracker. Functional leave, attendance and staff movement tracking systems. Timely coordination and documentation of probationary assessments and performance appraisals. Documented staff training activities and updated learning and development records. Properly documented grievance records and timely referral of sensitive cases through approved channels. Periodic HR reports covering staffing, recruitment, turnover, leave, training and performance management. Accurate and timely communication of authorized staff changes to Finance and relevant departments. Improved staff awareness of HR policies, employment procedures and organizational reporting channels. Compliance with safeguarding, confidentiality, employment documentation and applicable labour requirements. Practical recommendations for improving HR systems, employee relations and workforce management. REQUIRED QUALIFICATIONS AND EXPERIENCE Minimum Qualifications Bachelor\'s degree or Higher National Diploma (HND) in Human Resource Management, Industrial Relations, Business Administration, Public Administration or another relevant discipline. Minimum of three (3) years of relevant experience in human resources management or HR administration, preferably within an NGO, INGO or other structured organization. Demonstrated experience supporting recruitment, employee onboarding, personnel records management, performance appraisal and employee relations. Working knowledge of HR policies, employment documentation, staff leave administration and applicable Nigerian labour requirements. Experience maintaining HR databases, staff trackers, personnel files and routine HR reports. Demonstrated ability to handle confidential employee information with discretion and professionalism. Good knowledge of Microsoft Office applications, particularly Word and Excel. Strong written and verbal communication, organizational and interpersonal skills. Ability to manage multiple HR processes, maintain accurate documentation and meet deadlines. High levels of integrity, impartiality, accountability and attention to detail. Desirable Experience Experience working with NGOs, INGOs, UN agencies or donor-funded humanitarian and development programmes. Experience developing or reviewing HR policies, staff handbooks, employment contracts and HR standard operating procedures. Experience coordinating performance management systems, probationary reviews and performance improvement plans. Familiarity with workforce planning, organizational development, staff engagement and learning and development. Experience supporting HR compliance reviews, personnel file audits and donor verification exercises. Familiarity with digital HR information systems and spreadsheet-based workforce analytics. Experience managing employee relations matters and coordinating grievance procedures. Knowledge of humanitarian safeguarding standards, staff Code of Conduct requirements and prevention of sexual exploitation and abuse. Membership of a recognized HR professional body, such as the Chartered Institute of Personnel Management of Nigeria (CIPM), is an advantage. CORE COMPETENCIES The successful candidate should demonstrate: HR technical competence: Ability to implement HR procedures and support the full employee lifecycle. Integrity and confidentiality: Ability to handle sensitive personnel information responsibly and impartially. Employment compliance: Understanding of HR policies, employment documentation and applicable labour requirements. Organization and attention to detail: Ability to maintain accurate records, track deadlines and coordinate multiple HR activities. Employee relations: Ability to communicate professionally, listen objectively and support fair workplace processes. Performance management: Ability to coordinate appraisals, probation reviews and staff development activities. Analytical thinking: Ability to interpret workforce information and prepare accurate HR reports. Communication: Ability to explain HR procedures clearly and engage effectively with staff and managers. Problem-solving: Ability to identify HR process gaps and recommend practical improvements. Teamwork and collaboration: Ability to work effectively with management, programme teams and other departments. Accountability: Commitment to transparent processes, proper documentation and consistent application of policies. Adaptability: Ability to manage changing workforce needs in a demanding humanitarian environment. SAFEGUARDING, CODE OF CONDUCT AND ORGANIZATIONAL VALUES The post holder is required to: Adhere to LPF\'s policies, procedures, Code of Conduct and organizational values. Demonstrate commitment to safeguarding, gender equality, diversity, inclusion and respect for human rights. Maintain zero tolerance for sexual exploitation and abuse (SEA), harassment, fraud, corruption and abuse of position. Report safeguarding, SEA, fraud or other serious misconduct concerns through established organizational reporting mechanisms. Maintain strict confidentiality when handling personnel files, employee grievances, compensation information and other sensitive records. Promote fairness, equal opportunity, non-discrimination and professional conduct throughout HR processes. Ensure that recruitment, performance management and employee relations procedures are conducted transparently and in accordance with approved policies. Comply with applicable labour, health, safety and security requirements. Use organizational resources responsibly and protect organizational property.