HR/Administration Officer at Independent Medico-Legal Unit (IMLU)

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:

• 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.
• Manage the full cycle of talent sourcing, recruitment, and onboarding
• 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
• 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.
• Coordinate the staff induction process; introduce the HR Manual, employment contract, policies, etc
• Ensure coherence and continuity in the administration and management of employees’ files
• Ensures proper job descriptions are available for all functions and continuously adapts them in coordination with the relevant supervisor to operational requirements.
• Handle employee grievances and disciplinaries within the provisions of staff regulations and labour laws, participating actively in conflict resolution
• Support the handling of legal cases in liaison with the Executive Director
• 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.
• Monitor probation periods, contract duration, and notice periods; report timely to the ED for action and communication to the employee.
• Serve as subject-matter expert in HR management and advise on HR actions to mitigate risk and protect the organization.
• Manage the periodic analysis and improvement in human resources strategies, policies, and practices to support a dynamic team.
• Assess staff capacity and identify training needs for continuous professional development of all staff
• Monitor legislative changes to employment regulations, ensure the HR Policy Manual is updated accordingly and HR function employs work best practices
• Monitor various types of leave according to the entitlements reflected in the HR Manual and ensure proper documentation
• Responsible for the management of all Human Resources Records and data
• Draft all HR and administration letters while managing incoming and outgoing correspondences
• Provide reports on various aspects relating to staff e.g. turnover rates, exits, and leave numbers to the ED
• In consultation with the ED, renew all staff contracts and coordinate updating of all Job descriptions
• Assist in the implementation of the IMLU’s welfare programs and participate in appointed committees.
• Participate and provide advisory support to the Extended Senior Management Team (ESMT)
• Model and promote IMLU’s values, culture and inclusive practices and promote disability and gender equality with colleagues.
• Champion PSEA, DEIB initiatives, and staff wellness programs.
• 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

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