Overview
Provides administrative support for HR and related projects, coordinating and analysing information and trends related to staffing, organizational effectiveness, training and development, reward and benefits compensation. Establishes, administers, and communicates sound policies and practices that treat employees with dignity and equality while maintaining compliance with applicable law, policy and regulation.
Key Responsibilities
- Support HR Manager in scheduling induction for new joiners.
- Monitor and ensure that induction meetings are done timely and induction checklist is updated, signed and filed in personal file.
- Ensure file management is properly done, personal files and HR files are maintained and secured.
- Manage and maintain staff leave, R&R, time sheets and attendance schedules.
- Share joiner leavers list with security on regular basis.
- Support recruitment for vacancies, including but not limited to, ensuring prompt long listing and short-listing; screening CV’s; preparing written tests, scheduling interviews; contacting candidates, and writing regrets when needed.
- Ensure that all necessary and related documents for every recruitment is properly gathered and put in relevant file (requisition, job profile, short list, CVs, written tests, regret letters, recruitment summary).
- Ensure that all employment contract templates are updated, in line with the local labour law and Oxfam’s policy.
- Coordinate and facilitate all on boarding processes and have signed completed schedule filed for reference. This include ensure new staff undertake all mandatory courses. Welcome new and transferred employees ensuring that they have the tools and knowledge needed to perform their job properly and get engaged within the Organization, Assuring the proper arrangements of new staff equipment’s (ID, laptop, phone …Where applicable).
- Responsible for the essential part of reference checks in coordination with Oxfam HR Accredited Referee and OGB Reference Team.
- Support in the management and administration of volunteers’ contracts.
- Support in ensuring that employee medical records are up to date and that arrangements are facilitated if necessary for any medical treatment that is required.
- Manage relations with medical service providers, monitors medical expenses and ensures medical staff records are handled and kept in a confidential manner.
- Update medicals in GOLD and run GOLD reports for medicals.
- Update GOLD completely, timely and accurately in absence of HR Officer.
- Ensure GOLD reports are provided whenever needed.
- Ensure that absence (including annual leave and sick leave) is proactively managed.
- Provide leaves record report to Managers on monthly basis.
- Conduct regular quality control checks to ensure data accuracy.
- Coordinate absence data across hubs.
- Provide support to HR Manager to collect objectives and performance reviews.
- Support in creating awareness and understanding among current and new staff on the code of conduct and safeguarding.
- Supporting the HR Manager with key projects as required.
- Ensuring all leavers complete exit interview, analyse trends and make recommendations to the HR manager.
- Any other duties that may be reasonably required of the postholder.
Required Experience
Minimum of 2 years of experience in HR role in private or humanitarian sectors, or High secondary education 5 years of experience. This experience should include HR related roles within the preferably humanitarian or development sector, at either national or international levels. Experience in data base and absence management.
Qualifications
Bachelor’s degree in Human Resources, Business Administration, or a related field.
