HR Officer

Hiring will done on rolling basis.

Whoever tries to influence the hiring process through calls or emails shall be Blacklisted from the process.

HR Officer will work under the direct supervision of the HR Manager. Being skilled in Personnel management and a key player of the HR Function team, HR Officer will:

Perform all actions and produce all documents, feedback and links that will allow the organization to achieve its objectives and provide self-audit and monitoring capacity.

Provide support in the various human resource functions, which include Payroll, Recruitment, Staffing, Training and Development, Compensation and Benefit, Performance Monitoring and Record Keeping, Internal and External Audits and Coordination & Communication.

Key Responsibilities:

• Assist HR Manager in Payroll and Benefits Administration
• Ensure the Salary charging is correctly done
• Collect & update leave data of all staff and timely share with line Manager
• Collect and check staff overtime of all staff and share with the line Manager
• Process staff Perdiems timely and keep a record of Perdiem data.
• Preparing monthly payslips for the base staff.
• Make the administrative follow-up of staff sick leave, annual leaves and others and ensure all documentation is completed timely and according to the procedure.
• Assist HR Managers in all mission and field bases with ongoing and new recruitment.
• Post job ads and organize resumes and job applications.
• Schedule job interviews and assist in interview process.
• Responsible for maintaining recruitment and selection notes and administrative records for each post
• Assist with the collection of candidate's background information and reference checks
• Prepare new employee files according to the instructions of the HR Manager
• Assist HR Manager with the orientation of the new employees to the organization
• Ensure the regular updating of their records based on personnel movements (end of probationary period, promotion, termination, resignation) ensure contracts comply with the HR manual
• Keep personnel files of all staff upto date (Contains all joining documents i.e. Offer Letter, EIF, Initial Contract, Educational documents, Experience letters etc)
• With the guidance of CO HR, maintain up-to-date and accurate computer and hard copy personnel files, prepare job announcements/job descriptions, file documents in personnel files, conduct interviews, recruit staff, and facilitate new employee orientations and trainings.
• Collect appropriate documents from new hires: CV, signed contract, signed job description, contact information, code of conduct and conflict of interest statement etc.
• To liaise with CO HR in ensuring that all staff have the Identity Cards.
• Assist in filling and maintaining HR Files & databases.
• Assist in updating and maintaining employee benefits, employment status, and similar records in staff files
• Assist staff to record grievances, performance reviews, and disciplinary actions.
• Assist in performing file audits to ensure that all required employee documentation is collected and maintained
• Complete exit clearance paperwork and assist with exit interviews
• Keep a record of base staff EOBI, health insurance and life insurance
• Provide all original documents listed above and ensure all files are constantly updated and shared with CO HR.
• Ensure confidentiality of sensitive matters and documents.
• Assist HR Manager in completing field bases ongoing and new recruitment.
• Schedule job interviews and assist in interview process
• Responsible for maintaining recruitment and selection notes and administrative records for each post.
• Prepare new employee files according to the instructions of the CO HR.
• Provide orientation to the new employees in the organization
• Ensure the regular updating of their records based on personnel movements (end of probationary period, promotion, termination, resignation).
• Keep personnel files of all staff up to date (Contains all joining documents i.e. Offer Letter, EIF, Initial Contract, Educational documents, Experience letters etc)
• Maintain all staff medical insurance and timely ensure new hires have medical coverage from day one
• Ensure current and new staff is enlisted into life insurance
• Ensure all staff is listed with EOBI and to process the claim of any staff that reaches the age of benefit eligibility as per policy
• Ensure to keep staff Leave benefits and provide data as and when required
• Assists in the design and implementation of the Performance Evaluation System.
• Coordinate with base HR to process the final settlements for the leaving staff as per policy
• Process staff compensation for their working on public holidays i.e. Overtime of the same day is to be added in payroll
• Ensure to process all health claims of staff i.e. OPD claims & IPD Claims.
• Support Country HR in training needs analysis and maintain training inventory database and training plan.
• Support HRM in devising training plans for base staff.
• Participate in professional training and development activities, design and implement the Performance Evaluation System.
• Under the supervision of HRM organize in-house training sessions and workshops.
• Manage and Provide staff orientation when needed.
• Assist CO HR in the Preparation of reporting and audit documentation.
• Ensure Internal control audits, and initiate and implement actions necessary to correct weaknesses.
• Prepare all staff files as per audit needs.
• Provide all files and folders to CO HR for internal and external audits.
• Responsible for all soft and hard data maintenance and provision to CO HR for audit purposes.
• With the guidance of HR Manager, provide local staff with information about their terms of employment, leave, as well as other relevant information.
• Assisting with employee relations matters as needed
• Assisting in the translation of memos, staff questions, official meetings.
• Supervision of office cooks and cleaners, preparation of their work plan, evaluations, supervision of requests for cleaning and hygiene materials and cooking etc.
• Ensure participation in coordination meetings of HR if any
• Communicate all matters related to employees to HR Manager in order to maintain office decorum

KNOWLEDGE/SKILLS/BEHAVIOR;

• The incumbent must have proficient knowledge in the following areas:
• Human resources management in general
• Payroll management
• Preparation of job descriptions
• Market survey related to staff salaries and benefits
• Interview techniques
• Performance review methods and techniques
• Staff training, development and recognition
• An understanding of relevant legislation, policies and procedures
• Knowledge of Recordkeeping
• Ability to organize work schedule on a regular basis and flexibility; discrete and respectful to confidentiality
• Good Team player and motivated to work in a remote and uncertain environment respecting standard operating procedures as devised and instructed.
• Organizational and writing skills.
• Strong command of the English language.
• Negotiation Skills
• Knowledge of MS Office (MS Word & MS Excel in particular).