HR & Administrative officer

About the job

The HR and Admin officer is responsible for performing general Human Resources and Administration functions, playing a key role in the overall HR functions including, contracts preparations, staff leaves/attendance, visas and work permits, lease agreements,

Your main duties and responsibilities will be:

Administrative Tasks:

• Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed.
• Manage all contract arrangements with lessors and ensure that contractual obligations are adhered to.
• Lease new offices and houses by selecting suitable locations and preparing contracts.
• Ensuring that stationery and other office materials are stocked and made efficient use of and where/when required, ensure kitchen/cleaning materials are maintained.
• Prepare payment requests and follow up on invoices.
• Receives and sends official correspondence and maintains a record of it.
• Preparing correspondence, documentation, or presentation materials, this includes updating the staff directory
• Performs administrative and archiving tasks.
• Maintain printed archive of important communications and contracts.
• Responsible for preparing and submitting timely visit visas, work visas, work permits, and residency permits.
• Arrange travel and accommodations for visitors and staff as and when required
• Prepare payment and follow up on invoices for training venues.
• Keep track of keys, IDs, and other administrative equipment distributed to staff, records should be established and signed by each staff member
• Manage all contract arrangements with lessors and ensure that contractual obligations are adhered to and payments are tracked and made on a timely basis
• Day-to-day supervision of the office cleaner.
• Oversee all repairs and ensure that work is completed on time.
• Perform other administrative tasks within the Admin scope of activities, as instructed by management.
• Deal with all administrative aspects of general office and housing, including necessary repairs & maintenance, which are completed promptly.
• Monitor stationary inventory and place orders when necessary

HR Tasks:

1. Recruitment and Selection:

• Maintain up-to-date recruitment progress reports, talent database and all related staffing communication.
• Process all recruitment requests in an effective and timely manner.
• Work with the management to improve recruitment in ways to minimize future faculty personnel problems and turnover.
• Manage orientation programs for staff and also present HR policies and procedures;

2. Human Resource Information System:

• Monitor timely update of personnel records (personal details, position, salary, appraisal outcomes, leave records, training and awards).
• Liaise with the programs to understand all necessary aspects and needs of HR, and are updated of any new policies/procedures.

3. Compensation and Benefits:

• Assist the finance department in payroll administration by providing input with respect to attendance, special payments, NSSF, etc.
• Provide information to all employees regarding their entitlements.

4. Training and Development:

• Continuous identification of training needs of the staff.
• Organize appropriate training programs for employees and follow up on all training activities and make suggestions for deployment to enhance utility of the human capital.

6. Employee Relations:

• Handle complaints, disputes and grievances of all employees.
• Foster a conducive working environment through employee relations activities and communication.
• Conduct exit interviews with employees leaving and provide feedback to their supervisors.

7. Rules and Regulations:

• Review the HR Manual on a regular basis and update with any new policies and procedures as per the law of the country, and communicate to employees.
• Maintain awareness and knowledge of latest HR developments, and communicate to relevant employees.

8. Reporting:

• The Human Resources officer reports to the Executive Director.

9. Support in the performance system:

• In direct coordination with the program’s manager, advising on disciplinary and employee performance problems.

Skills, Competencies and Qualifications:

• Bachelor’s degree in business administration, or related field.
• 2+ years in an advanced HR role; NGO experience is a must.
• Efficient organizational skills.
• The ability to form working relationships with people at all levels.
• Team working and interpersonal skills.
• Diplomacy and the ability to deal with situations that are stressful to others.
• Meticulous attention to details.
• Numeracy.
• Excellent communication skills.
• Strong working knowledge of Microsoft Office.
• Fluency in verbal and written English language.
• Abide by LUPD code of conduct.
• Respect for PSEA Policy.