Job Title: Administrative Officer People & Culture
Reporting to: People
& Culture Director
Grade Level: 13
Job description
Provide overall
administration and coordination services for the People & Culture
department ensuring that the department is administratively supported to
promote child wellbeing outcomes.
Responsibilities
Administrative Support to the People & Culture Directorate, 40%
- Support
the P & C department in the delivery of People & Culture services
- Participate
in the delivery of People & Culture functions including but not
limited to; Recruitment, Administration of Compensation & Benefits,
Employee Relations, Learning and development, Staff care and other P and C
functions as may be required from time to time
- Coordinate
administrative support for the People and Culture Directorate including
but not limited to offering secretariat services, consolidating reports,
maintenance of office assets, equipment and maintain adequate
supplies/stationary
- Prepare
correspondence on staff matters; bank, visa, certificate of service,
letters.
- Ensure
effective and efficient facilitation of departmental meetings, events,
activities and projects
- Ensure
timely disbursement of P & C correspondences.
- Ensure
provision of excellent front desk services to P & C visitors.
Personnel Records and People & Culture Information Management,
30%
- Develop
and maintain a People & Culture document management system that
ensures safe and orderly custody of P & C information both manually
and electronically.
- Create
and ensure completeness of personnel files that meet the compliance
standards
- Ensure
personnel files are up to date and are stored, updated, archived and
destroyed in accordance to the WVK Policies and government regulations.
- Support
in timely retrieval of personnel files for use by P and C officers,
auditors or any other authorized persons.
- Ensure
confidentiality of staff records in accordance to WVK polices and the data
protection regulations.
- Maintain
up to date key P & C records including, Polices, Business processes,
Organizational structures, Annual Operations Plans etc
Management of People & Culture Information Systems, 20%
- Ensure
that all People related data captured in the HRIS is 100% complete and
correct
- Build
capacity of staff and line Managers on utilization of People & Culture
information System
- Conduct
ESS/MSS orientation for new / existing staff and managers to ensure staff
data on OP is always 100% updated.
- Create
and update frameworks for enabling OP System functionality and ensure that
staff are correctly pinned for correctness of data.
- Liaise
with the P&C users on a regular basis to ensure that Our People data
is accurate
- Run
regular HRIS Reports to ensure that error rates are maintained at 0%
- Generate
reports (gender ratios, employment changes, leave balances, turnover
ratios etc..) for performance tracking and management decisions
- Ensure
accurate and timely submission of annual employee census report
Collaboration & Networks, 5%
- Actively
participate in roll out of P & C initiatives
- Participate
in committees and taskforces, as assigned
- Participation
in Inter agency workgroups and other Networks
Any other Duty assigned by supervisor or designee 5%
- Participate
in Trans teams and support other initiatives by partners in the spirit of
integration
- Any
other duties as might be assigned from time to time
Qualifications
- Must
have a university degree in Human Resource Management, Information
Sciences, Social sciences or related field
- A
professional Diploma in Human Resources Management is required if the
first degree is not in HRM
- Must
be a member of a recognized member of IHRM
- A
minimum of three years’ experience in human resources generalist role
- Experience
in use of Human Resources Information System
- Proficiency
in computer applications.
- Experienced
in cross-cultural environment.
- Must
be conversant with the local and international labor legislations
- Experience
in records management
How to apply