HR and Administration Officer at AMSCO (African Management Services Company)

Job description

Purpose and Scope:

To ensure that HR & Administrative tasks that support the business are carried out efficiently. Reports to the Chief Operating Officer.

Key Responsibilities:

• Work in liaison with the Managers to ensure staffing plans are done and reviewed frequently, to ensure the business is adequately staffed.
• Timely renewal and determination of staff contracts and close follow up of the probationer’s performance appraisals.
• Manage HR transitions effectively and ensure that the process of transfers, promotions, resignations and exits are well documented.
• Maintain an effective information flow for timely and accurate decisions by directors and managers.
• Follow the guidelines of the recruitment policy to ensure that recruits are qualified and motivated individuals.
• Regularly monitor data base of potential candidates created thereby reducing the recruitment turn-around time.
• Liaise with managers on recruitment of any short-term staff (casuals) for specific assignments and follow up and terminate contracts at the agreed time.
• Prepare accurate monthly reports pertaining to headcount, exits, promotions, leave, attendance, disciplinary issues, performance reports, and HR budgets.
• Oversee overall office administration- acquisition of licenses, cleaning, suppliers etc.
• Ensure supplier details are kept up to date and payments effectively tracked.
• Liaise with managers to ensure the performance appraisals are done as per the performance calendar.
• Ensure training needs analysis is conducted and informs the training calendar
• Manage training for the company and ensure trainings are carried out as per calendar.
• Ensure that all employees have a signed off goal setting template at the beginning of the year.
• Organize staff activities to ensure that the staff are motivated, and a healthy open culture is maintained.
• Ensure that employee records are up to date and well maintained.
• Conduct employee engagement surveys and guide management to ensure employees remain motivated.
• Update management weekly on human resource related aspects in the industry, trends and changes in law that affect the business.
• Support through onboarding the entrenchment of the company culture.
• Ensure health and safety requirements are properly implemented and regularly monitored.
• Monitor staff training for quality and effectiveness
• Ensure proper disciplinary process is followed to minimize litigation.
• Frequently update the Human Resource policies and ensure staff are updated

Knowledge, experience and Personal attributes required:

• Degree in Human Resource Management
• 5 years’ work experience (working for an ISP is an added advantage)
• Member of the Institute of Human Resource Management
• Knowledge off the employment laws
• Good communication Skills
• Attention to detail
• Confident and good interpersonal skills
• MS Office / HRIM systems
• Analytical Skills

Key Performance Indicators:

• Provide weekly/monthly reports to management
• Up to date leave, employee and exit records
• % attrition rate
• Management of the human resource budget- recruitment, training etc.
• Turnaround time on recruitment, employee relations, performance management
• Turnaround time on HR issues resolution