Relevant Experience:

Minimum 2 years

Job Description:

Objective 1: Recruitment and Onboarding:

-        Create and post job advertisements on various job boards, company website, and social media platforms.

-        Ensure job descriptions are clear, concise, and attract suitable candidates.

-        Collaborate with hiring managers to understand job requirements and preferences.

-        Conduct initial screening of resumes to identify qualified candidates.

-        Schedule and arrange interviews, including phone screenings, video calls, and in-person interviews.

-        Communicate interview details to candidates, including date, time, location, and participants.

-        Prepare and distribute interview schedules to all involved parties.

-        Serve as the primary point of contact for candidates throughout the recruitment process.

-        Provide timely updates to candidates regarding their application status.

-        Address candidate inquiries and provide information about the organisation and position.

-        Conduct reference checks by contacting previous employers or provided references.

-        Coordinate background checks and ensure all required verifications are completed.

-        Coordinate with IT and other departments to ensure necessary equipment and access are ready for new hires.

-        Collect and verify new hire documentation, including employment forms, identification, and benefits enrolment forms.

-        Ensure all new hire paperwork is accurately completed and filed in compliance with company policies and legal requirements.

Objective 2: Employee Records Management:

-        Accurately input and update employee information in HRIS.

-        Maintain comprehensive, up-to-date records for all employees including personal details, employment history, performance evaluations, and training records.

-        Ensure all employee records comply with company policies, legal requirements, and industry standards.

-        Conduct regular audits of employee files to ensure accuracy and completeness.

-        Maintain records in a manner that ensures data integrity and confidentiality.

-        Prepare and manage employment documentation such as contracts, offer letters, and termination papers.

-        Assist in the preparation of reports related to employee data, such as headcount, turnover rates, and other HR metrics.

-        Coordinate the secure disposal of outdated or unnecessary records in accordance with legal and regulatory requirements.

-        Organize and maintain physical and electronic employee files, ensuring easy retrieval of documents when needed.

-        Manage the transition of records when employees are promoted, transferred, or leave the company.

-        Protect the confidentiality and security of employee information by adhering to data protection policies and best practices.

-        Implement and follow procedures for secure storage and access to sensitive employee information.

-        Prepare and organize employee records for internal and external audits.

-        Collaborate with auditors to ensure compliance with audit requirements and address any issues identified.

Objective 3: Payroll Support:

-        Assist in the preparation and processing of monthly payroll.

-        Address employee inquiries regarding payroll issues, discrepancies, and other payroll-related concerns.

-        Provide information and assistance to employees regarding payroll procedures, deductions, and benefits.

-        Assist employees in understanding their payslips and resolving any payroll-related issues.

Objective 4: Training and Development:

-        Collaborate with department heads and HR Manager to identify training needs across the organization.

-        Assist in conducting surveys, interviews, and consultations with employees to gather information on training requirements.

-        Analyse data to determine areas where training can enhance performance and productivity.

-        Assist in designing and developing training programs tailored to the needs of various departments.

-        Support the creation of training materials, including manuals, guides, online resources, and interactive modules.

-        Manage registration and track participation in training programs.

-        Assist in the facilitation of in-house training sessions, workshops, and seminars.

-        Provide administrative support to external trainers and consultants during training sessions.

-        Ensure the availability and functionality of training equipment and materials.

-        Develop and distribute evaluation forms to assess the effectiveness of training programs.

-        Assist in the organization of career development workshops and events.

-        Maintain accurate and up-to-date records of all training activities and employee participation.

-        Contribute to the continuous improvement of training processes and programs.

Objective 5: Employee Relations and Support:

-        Serve as a primary point of contact for employee inquiries regarding HR policies, procedures, and benefits.

-        Facilitate effective communication between employees and management, ensuring clarity and transparency in all HR-related matters.

-        Assist in drafting and distributing internal communications related to HR updates, policies, and organizational announcements.

-        Maintain confidentiality and impartiality while addressing sensitive employee issues.

-        Collaborate with HR Officer to escalate complex employee relations issues as needed.

-        Assist in the administration of performance management processes, including performance evaluations and goal-setting.

-        Provide guidance to employees and managers on performance management procedures and documentation requirements.

-        Promote a positive work culture by actively engaging with employees and seeking feedback on workplace satisfaction.

-        Coordinate the exit process, including the collection of company property and processing of final payments.

-        Ensure smooth transition and offboarding procedures, maintaining positive relations with departing employees.

Objective 6: Benefits Activities:

-        Communicate benefits information to employees, including new hires and during open enrolment periods.

-        Prepare and distribute benefits-related materials, ensuring clarity and accessibility.

-        Assist in conducting audits and reconciling benefits data with payroll records.

-        Stay updated on industry trends and best practices in benefits administration.

-        Assist in audits and provide necessary documentation and support.

Objective 7: Administration Activities:

-        Schedule and organize meetings, appointments, and conference calls for the HR team.

-        Prepare meeting agendas, take minutes, and distribute meeting materials as necessary.

-        Maintain calendars and schedules for HR managers and executives.

-        Draft and distribute internal communications, memos, and announcements on behalf of the HR department.

-        Respond to general inquiries from employees regarding HR policies, procedures, and administrative matters.

-        Maintain email correspondence and ensure timely responses to inquiries.

Objective 8: Coordination & Communication Activities:

-        Collaborate closely with the HR Officer and other HR team members to support daily HR operations and initiatives.

-        Coordinate recruitment activities including scheduling interviews, preparing interview rooms, and communicating interview schedules to candidates and hiring managers.

-        Assist in organizing and scheduling training sessions, workshops, and employee development programs.

-        Coordinate with IT department for onboarding new employees, ensuring they have necessary equipment and access to relevant systems.

-        Identify opportunities for process improvement and efficiency within HR coordination and communication activities.

-        Participate in departmental meetings and discussions to contribute ideas and feedback on improving HR operations.

-        Stay updated on industry trends and best practices related to HR coordination and communication.

Note: This position is required on an urgent basis, we recruit on a rolling basis and is contingent upon donor funding. Only shortlisted candidates will be called for an interview. As SIF reserves the right to accept or reject any or all CV(s) without assigning any reason. Preference will be given to local candidates. We are an equal employment opportunity employer and females are strongly encouraged to apply.