Human Resources Assistant

  KEY RESPONSIBILITIES:   a)     Assist with maintaining and updating the computerised HR systems (to include GOLD, leave database and various HR tracking systems) by ensuring that they have 100% accuracy. b)    Oversee the maintenance of the manual human resources filing system for National, National Plus and Global staff in-country. c)     Ensure that all HR documentation kept in personal files (paper and electronic) is maintained and archived in a consistent manner in line with minimum standards and data protection regulations. Follow up and inform relevant stakeholders on missing information and/or incomplete staff files. d)    Maintain the In-country Programme job profile database and other Oxfam formats on computer and maintain organograms up to date. e)     Coordinate the collection of absence, leave statistic, sickness reports, new/end of contract statistics and information in order to ensure that staff files are up to date.  f)     Provides HRO with payroll information on new starters, leavers and changes/amendments to terms and conditions of employment. g)    Track and monitor expiry dates of contracts, end of probation periods, expiry or work permits and visas and report to HR Officer for follow up actions with the line managers. h)     Assist in the management of the HR Folder in the ‘O’ Drive, by conducting regular review of the drive to ensure that all information and forms are up to date and shared information are accurate and stored in a proper manner, e.g. contracts, leave balance report, sickness and medical reports. i)      Support the recruitment processes including but not limited to, ensuring prompt long listing and short-listing; downloading CV’s from I-grasp; preparing interview packs; contacting candidates, and writing regrets. j)      Assist with medical reconciliation. k)     Support on the development of Induction programmes l)      Update Welcome Pack on regular basis m)   Facilitate the job of the Liaison Officer for visa renewals and work permits. n)     Issue salary certificates and certificates of services for staff when requested. o)    Perform other duties as may be assigned.   SKILLS AND COMPETENCE:   An interest or experience in HR Management, Business Administration or any other related subjects Good knowledge management of communication systems and office management. Excellent organization skills. At least one year experience in an administrative role Able to work under pressure and in insecure areas. Strong computer skills including ability to work with windows competently and accurately. Email operation. Good communication skills, both oral and written. Creative thinking Strong attention to detail   OTHER: : Patient, courteous, empathic, and fun personality Efficient and organized Ability to prioritize work according to importance and deadline; meeting conflicting work demands. Has initiative, patience, tact, and able to work with minimum supervision Manages own time and deals with some conflicting priorities without upward referral. Demonstrates adaptability and flexibility in all aspects of working. Influences decision-making on specific issues relating to routine projects and tasks. Ability to work effectively in a team and support others in their work. Makes decisions on routine matters without close supervision. Takes responsibility for expanding own knowledge. Shares knowledge and improvements and may supervise the workflows of others.