KEY RESPONSIBILITIES
1. Policy & Labor Laws:
2. Talent Acquisition & Management:
– Supports the hiring managers for all field office recruitment by:
· Ensure all recruitments process takes into account of IRC policies and procedures and in line with diversity and inclusion practices.
· Ensure all recruitment documentation are dully filled before advertisement.
· Ensure all positions are advertised on cornerstone and relevant job advert apps.
· Prepare the longlist and share the longlisted candidates to the HR Manager for final review before sharing to the hiring managers for further shortlisting.
· Lead the recruitment process with the coordination of the hiring managers by arranging interviews schedule, e.g., Time, quite place, and necessary equipment.
· Ensure to share with the hiring managers all necessary support needed from the HR department including both written and interviews templates.
· Ensure the selected candidates go through the employment process reference check and complete the process up to contracting.
· Coordinate a comprehensive orientation schedule for all new staff ensuring a sign off on orientation document with staff.
· Maintain updated recruitment files for each position recruited both physical and online.
· Keep the employee’s records in locked place and keep all key accessible only by authorized staff.
· Ensure all new staff are full signed all policies and have undertaken mandatory courses within the first two weeks of their reporting.
· Prepare COS (Change of Status) forms as required and draft /track Staff Contracts, termination forms/notifications.
· Sending unsuccessful candidates, regret letters immediately the position is closed.
· Ensure all new staff are appropriately enrolled onto the payroll and benefits schemes with the appropriate documentation.
3. Payroll Administration:
– Ensure the data on the payroll software is up to date.
– Verification of payroll information before approval.
– Ensure timely processing of IRC National staff payroll and share with the prospective finance for his/her review on time.
– Monitor and ensure timely preparation and payment of payroll for the seconded staffs, back pay, severance and other related pays due to staff.
– Custodian of all payroll documentation.
4. Performance Management:
– Take the lead of implementing performance management in the office, including:
· Provide induction/orientation for all staff on the performance management practices, polices and procedure.
· Assist all line managers working with their team for developing performance objectives every fiscal year and conduct midterm and final reviews.
· Updating the performance management trackers regularly during the review times.
· Provide and communicate in advance to line managers on reviews due.
· Ensuring that all staff Performance and Goal setting are reviewed on time.
· Ensuring that performance procedures are followed according to organization’s policy.
· Ensuring performance management documents such as goal setting & reviews are filed in each staff personal file.
· Ensuring the right performance management templates are used.
· Ensure performance files are scanned, filed both online and physical files.
5. Service & Administration:
– Monitor and ensure that all personnel documents are updated both online and physical files and maintained in the lockable personnel files at the field office.
– Ensure all employees database is maintained and updated both at the payroll system and the HRIS system.
– Ensure all employees Workday system is maintained and updated
– Prepare contracts of Consultants, Training Facilitators and Enumerators,
– Maintain up to date leave records for staff.
– Monitor and coordinate timely contract renewals, preparation of staff ID cards, termination, and resignation letters.
– Follow up and ensure to conduct exit interviews for exiting staff by making sure that staff separation process is smoothly conducted and keep copies in his/her personal file.
– Facilitate the inclusion of new staff into the appropriate medical coverage plan and Group Accident Scheme (GPA).
– Ensure and submit all Employees and their dependents Insurance documents are updated both online and physical and share to focal point/roving HR Officer.
– Follow up on all medical insurance matters for staff including adding and deleting staff to/from the employer’s liability and the medical and hospitalization insurance policy as well as follow up on payments and claims
– Regularly update all trackers courses, performance or any other tracker.
– Prepare the orientation schedule for newly recruited staff.
– Support the HR Manager in recruitment process.
– Any other task assigned by supervisor.
6. Information management: (HRIS):
– Supports the management of IRC HRIS system and ensuring that it is accurate and maintained up to date: – Input of changes to employee records including new staff, exiting staff & contract extensions/ terminations.
– Ensures all new staff has access to the HR manual and relevant updates on their benefit usage.
– Produces reports to monitor HR metrics on staffing, timesheets, and recruitment.
– Follows up on HR audit reports and effects agreed solutions on staff data and information management.
– Capacity building employees, management, and HR Focal points in use of HRIS and reporting.
7. Maintain up-to-date records for the following documents (forms, approvals, requisitions) for all staff in relation to:
– Time sheets
– Disciplinary and warning Letters
– Mandatory courses.
– Change of status
– Leave records and reports.
– Personnel files
– Exit reports
– Recruitment documents
– Training requests and reports
– Performance Management reports
– Benefits enrollment forms
– Payroll documentation and processing for both staff and seconded.
– Insurance documentations and updates.
8. Audit Facilitation:
– Prepares for audit by researching materials.
– Closely work with audit focal points ensuring the submission is on timely.
– Supports external auditors by coordinating information requirements.
– Ensure all Files and data are updated and prior communicated.
– Work closely with the auditor in submission and verifying the documents required.
– Ensure audit recommendations are documented and implemented.
– Attending audit closeout meeting and taking the meeting minuets for record.
9. Exit Management:
– Coordinate clearance of staff separating from the organization including exit interviews and final dues payments.
– Ensure timely deletion of staff from insurance benefits.
– Advising staff of exit policy & procedure.
– Providing exit documents as well as guide to the Separating staff.
– Preparation and sending of resignation acceptance letter to the staff.
– Timely preparation of final dues.
– Ensuring signed copies of the final due’s documents are received and filed in the staff file.
– Conducting exit interviews for the exiting staff.
10. Reporting:
Provide monthly reports to the HR lead, Field on the status of:
– Personnel files
– Leave
– Training
– timesheets
– Performance Management
– Benefits
– Mandatory courses
11. Employee Relations and Wellbeing:
– Closely work with staff on their work relates issues and wellbeing.
– Offering counseling services to employees.
– Contribute handling all grievances.
– Ensure that all employees have the necessary training, information, and resources to maximize their productivity within the organization.
– Assist in fostering positive employee relations and providing support throughout the employee lifecycle through creating conducive environment.
Assist in organizing duty of care sessions.
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