To provide a wide range of HR administrative support services to the HR department. The Human Resource Associate provides support to the HR team, by assisting with the administration of the day-to-day operations of the HR functions
and duties. The HR Associate carries our responsibilities in the following functional areas: including filing, archiving, recruitment, benefits document collation, compensation record keeping, payroll document collation, HRIS. Maintain
employee files. Input employee personal data into HRM and IS database and generate reports as required.
Serve as a point of contact as assigned for employees requiring HR related information sessions.
KEY RESPONSIBILITIES:
Payroll Support
? Collate monthly payroll documentation in line with the set deadlines and submit for payroll input to VIP Super User and for HR Manager review
? Input data into benefits database provided by HR Manager
? Maintain payroll filing
? File monthly payroll for compliance
Benefits and Compensation
? Coordinate new starter forms for submission and addition of new dependents while ensuring compliance
? Update approved staff details on the database
Leave Tracking
? Run TESS leave reports
? Verify compensatory days with travel schedules
? Utilise TESS data to track all staff leave and utilise TESS as a tracking tool
Maintenance of Employee Records
? Maintaining HR records by recording employee personal details, new hires, terminations, changes in job classifications, merit increases, performance plans, development plans, tracking vacation, sick and personal time
? Keep personnel files up to date in line with USAID and FHI360 audit requirements
? Upload documents on the HR shared drive and Share Point, as part of electronic filing
Recruitment, Selection and Onboarding
Upload delegated positions onto the FHI 360 Recruitment Workday
? Support the scheduling of interviews and secure venues
? Obtaining new hire paperwork from selected applicants
? Book and secure departmental participants for on-boarding
? Prepare new-hire orientation files
Employee Relations
? File all employee relations notes, minutes, emails and outcomes (informal and formal sessions)
? Where delegated and required, take minutes in corrective counselling sessions
HR Policies Logging
? Collate signed copies of Conflict of Interest, Code of Ethics and all other relevant HR acknowledgement of receipts and knowledge and file accordingly
Timekeeping
? Support in tracking probation periods and set reminders for managers
? Record the submitted performance review documents for score input and submission to HR Manager and Country Director Adjudication
General Administration
? Provide administrative role for all HR related meetings
? Maintain up to date staff details of the Country Office
Qualifications and Skills Required
Degree or Diploma in Human Resources or recognized related fields
? Minimum of 2 years’ experience in a similar role
? Accreditation and proficiency on the VIP Payroll system would be an advantage
? Knowledge of HR policies and processes
? 2 years’ experience providing HR or administrative support in an office setting
? Proficiency with MS Office Suite (Word, Excel, Outlook, PowerPoint and Access) and HRIS/ Payroll Systems
? Exposure in a non-governmental organization (NGO) is an advantage
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package , professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.
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