HUMAN RESOURCE OFFICER

REPORTING TO : Manager- H.R

Position’s Objective:

Provide general day to day H.R support in the factory and ensure compliance with statutory obligations and best practice.

Duties & Responsibilities:

1. Maintaining an efficient filing system of employee records and contact database.

2. Drafting routine correspondence and initiating process for the preparation of all staff support documentation. (Bank introduction letters, internal memos etc).

3. Updating incoming and outgoing of personal files into the system- HRMS.

4. Properly indexing, classifying and tracking personal files for easy retrieval.

5. Maintaining daily staff attendance and taking corrective action to ensure minimal interruption of services. Providing daily attendance reports to the concerned persons.

6. Guiding team leaders, supervisors and managers on preparation of annual leave plans, ensuring they are adhered to and maintaining proper record of leave.

7. Submitting on a monthly basis current staff data and exits for Medical Insurance purposes to the insurer.

8. Issuance of job descriptions and KPIs to all staff within one week of joining.

9. Identify and coordinate training and development opportunities, organize staff trainings including NITA reimbursement, workshops and activities and co-ordinate external training sessions including evaluating training effectiveness. 

10. Manage/develop welfare and wellness programs and practices including employee health and safety in line with OSHA, welfare committee activities, Medical insurance, Personal insurance covers among others. 

11. Sitting in disciplinary hearing meetings, preparing minutes and communicating decision reached to the concerned staff.

12. Secretary of the various factory committees. Coordinate activities of the committees, prepare and file minutes.

13. Recruitment- Short listing, interviews, induction, placement and maintenance of employee files.

14. Preparation of Payroll data; overtimes, arrears, new hires & exits. Daily tracking of overtime for payroll preparation purposes. Verification of overtime sheets with biometric report.

15. Facilitating preparation of staff IDs tags & issuance of PPEs to all employees with the help of Health & Safety Officers.

16. Assist with the provision of reporting requirements for the unit including recruitment records, turnover, training, exit data and staff surveys among others.

17. Auditing of employees’ files to ensure all necessary documents are intact and licenses where applicable are up-to-date (renewed).

18. Coordinating staff welfare activities like monthly birthdays, monthly recognition and awards etc.

19. Any other duties as may be assigned to you from time to time.

Education, Experience & Skills

• A bachelor’s degree in Human Resources

• Diploma/ Higher Diploma in Human Resource Management

• 1-2 years relevant experience

• Excellence interpersonal skills ,with a strong ability to resolve disputes

• Thorough knowledge and understanding of legal and operational aspects of personnel administration and labor relations

• Good at problem solving ;able to find creative and pragmatic solutions 

• Ability to be responsive and to prioritize tasks in line with the changing needs of the organization

• Proficient with MS Word and Excel, as well as with HR Software.

Key Performance Indicators 

Key Performance Indicators (K.P.Is)

1. Employee satisfaction index of 90% and above as per annual employee survey. 20%

2. Arranging for all staff meetings including committee meetings as per schedule and maintaining all minutes of meetings 20%

3. Facilitate at least one training for 50% of staff every month. 15%

4. a) 95% adherence for staff file documentation and filing.

b) Ensuring all licenses are up to date. 25%

5. Maintaining leave plans for all employees and ensuring adherence. 20%