HR/ADMINISTRATION OFFICER

Job Title: HR/Administration Officer

Department: Finance and Admin

Reports to: Executive Director

Direct Reports: • IT/Administration Support • Office Assistant

JOB PURPOSE

The purpose of the position is to provide support in all HR, procurement, and general administrative
function to the entire company and all members of the IMLU secretariat.

MAIN RESPONSIBILITIES OF THE JOBS
Managerial / Supervisory/ Operational Responsibilities or roles:

1) Works in collaboration with all departments to analyze recruitment challenges, identify methods and processes, optimize recruitment tools, and attract the most suitable candidates in a timely manner.
2) Manage the full cycle of talent sourcing, recruitment, and onboarding
3) Ensure registration of new employees to Insurance medical schemes and update the medical scheme database including processing staff badges and business cards for all employees
4) Organize the employee onboarding process, including setting up HR records, registering statutory deductions; and ensuring availability of email, laptop, and other ICT equipment at the start of employment.
5) Coordinate the staff induction process; introduce the HR Manual, employment contract, policies, etc
6) Ensure coherence and continuity in the administration and management of employees’ files
7) Ensures proper job descriptions are available for all functions and continuously adapts them in coordination with the relevant supervisor to operational requirements.
8) Handle employee grievances and disciplinaries within the provisions of staff regulations and labour laws, participating actively in conflict resolution
9) Support the handling of legal cases in liaison with the Executive Director
10) Manage the performance process and ensure procedures are communicated and followed, from the initial performance reviews to ensuring periodic supervisor-supervisee conversations are happening to the formal annual performance evaluations process.
11) Monitor probation periods, contract duration, and notice periods; report timely to the ED for action and communication to the employee.
12) Serve as subject-matter expert in HR management and advise on HR actions to mitigate risk and protect the organization.
13) Manage the periodic analysis and improvement in human resources strategies, policies, and practices to support a dynamic team.

14) Assess staff capacity and identify training needs for continuous professional development of all staff
15) Monitor legislative changes to employment regulations, ensure the HR Policy Manual is updated accordingly and HR function employs work best practices
16) Monitor various types of leave according to the entitlements reflected in the HR Manual and ensure proper documentation
17) Responsible for the management of all Human Resources Records and data
18) Draft all HR and administration letters while managing incoming and outgoing correspondences
19) Provide reports on various aspects relating to staff e.g. turnover rates, exits, and leave numbers to the ED
20) In consultation with the ED, renew all staff contracts and coordinate updating of all Job descriptions
21) Assist in the implementation of the IMLU’s welfare programs and participate in appointed committees.
22) Participate and provide advisory support to the Extended Senior Management Team (ESMT)
23) Model and promote IMLU’s values, culture and inclusive practices and promote disability and gender equality with colleagues.
24) Champion PSEA, DEIB initiatives, and staff wellness programs.
25) Take on other tasks that are aligned to the position, as may be assigned by the line manager

Responsibility for physical assets

• Computer
• Office Furniture
• Office phones

Nature of Decision Making

Operational

KNOWLEDGE, SKILLS AND EXPERIENCE

Minimum level of academic qualification, skills, and knowledge required to perform effectively in the role:
Bachelor’s Degree in Human Resource Management, Business Administration, or any other related
field.

Minimum level of professional qualification required to perform effectively in the role:
Higher Diploma in HRM or CHRP or a related field

Minimum level of personal and professional experience required to perform effectively in the role:
Experience in employee relations, welfare, and general office administration.

Minimum months or years of experience required to be appointed to the position:
Minimum: 3 years experience in relevant field.

Desirable: 4 years experience

KEY PERFORMANCE INDICATORS

• Accuracy of HR records
• Effective administration of HR Registry – Database/HRIS
• Compliance with HR Policies
• Clean and tidy work environment

SKILLS

Technical: Accuracy, Numeric/ Measurement/ computing, Analysis /Statistics, Budgeting, Record Keeping, Report Writing
Human Relations: Leadership, Communication, Training and Development, Group Dynamics/Team Building, Conflict Resolution,  Negotiation skills.
Conceptual: Environmental Scanning, Objective Setting and Planning, Organisational Design, Monitoring and Evaluation

COMPETENCIES

1. Working with Others
a) Team working: Contributes to team development, seeking and testing improvements to the team’s outputs/service.
b) Customer Focus: Works to identify customer needs. Seeks feedback and develops service delivery accordingly. Influences and develops ideas to enhance customer satisfaction.
c) Communicating and influencing: Communicates information effectively to a wide range of diverse stakeholders, influencing events.

2. Delivering Results
a) Making informed decisions: Uses analyses, reports, and data to test the validity of options and assess risk before making decisions. Ensures optimum decisions are taken.
b) Organisation Delivery: Plans time taking account of organisational priorities and other colleagues’ work roles to achieve results.
c) Adaptability: Responds positively to change, supporting others in managing transition and being flexible in approaches to the job role. Is aware of own strengths and areas for development. Seeks feedback on own work.

3. Focusing on the future
a) Entrepreneurship and Commercial Focus: Understands the financial context and budgets for expenditure and plans income accordingly.
b) Creativity and Innovation: Seeks out, reviews, and implements new ways of working to improve the delivery of service
c) Leading and Coaching: Builds a productive team environment. Delegates appropriate tasks and support colleagues to deliver better results. Develops and coaches individuals to improve their skills. Takes responsibility for the team and manages performance.

WORKING RELATIONSHIPS

Internal customers
● IMLU Staff

External Customers
● Consultants
● Clients
● Hotels
● Car hire companies
● Regulator (IHRM)

APPLICATION PROCEDURE:
Do you have the experience and qualifications we are looking for? If so, please send your one-page application letter and your CV, including your current salary, expected remuneration, three professional referees (one of which must be your current or recent line manager), and daytime telephone contacts to: jobs@imlu.org with the job title as the subject matter by 5.00 pm on 14th June 2024. A thorough reference check will be conducted. IMLU’s selection processes reflect our commitment to a diverse and inclusive environment.
For further details on the vacancy visit: https://imlu.org/wp-content/uploads/2024/05/HR-Administration-Officer-REVISED-final.pdf

N/B: Please beware of fraudsters. We do not ask for any fees from applicants. Please call us on 0724 256800 in case this happens to you.

To apply for this job email your details to jobs@imlu.org