HR Assistant -Industrial Relations & HR Admin at Rentokil Initial

Key Responsibilities
Your role shall entail offering technical and administrative human resource services in the HR functions of Employee/Industrial Relations, HR Information and Database administration, Health Safety and Welbeing, Insurance/Employee Benefits, Payroll, and Administration. This will be for the East Africa countries (Tanzania shall have local support, but you will retain oversight & support for these HR functional areas). You will also be responsible for the recruitment function for the Uganda business. Where required to do so, you shall be available to relieve, complement, and/or support the HR Assistant L & D, and/or HR Assistant Tanzania. Your key duties and responsibilities will be as follows, but not limited to:
HR Records, Information and Database

• Maintain in softcopy the staff database complete with all employees' relevant data, and update leavers and joiners details timely and as appropriate
• Review the database every 3 months to confirm updates and accuracy of employee information, and provide a quarterly confirmation to SHRO in writing on email as part of quarterly report.
• Maintain and update all employee personal files timely as required, and file away all necessary correspondences into the files, within a weekly deadline
• Arrange the files neatly and in easily accessible order, for quick retrieval
• Retain a file movement register, where any HR file may move across to MD
• Undertake stock-take of all staff files and develop a checklist for review every January of the year
• Keep good custody of other general HR files eg insurance files, FKE records, incidents/accident registers, NITA etc, and keep them updated accordingly
• Retain a Probation Period Tracker on Google drive to note employees on probation and flag probation period expiry 1 month prior. Process and issue out confirmation (or probation extension) letters to staff as needed upon approval by SHRO
• Process annual pay review letters, and place copies in staff files as needful
• Maintain master template for all contract formats for all work levels on HR drive
• Any other duties that may be assigned within this function

Employee Relations

• Receive and keep a report of any grievances from employees
• Maintain the collective bargaining agreement, coordinate communications with the staff union and work with the SHRO to keep a healthy relationship between the company & the union, and relevant government regulatory bodies
• Support the administration of disciplinary procedures by receiving any indiscipline cases reported to HR department by front line supervisors and/or line managers, raise them with SHRO for appropriate action
• Coordinate and handle disciplinary cases (and conclude for upto particular work levels as shall be advised), but consult with SHRO prior to case determination for purpose of agreement
• Enforce compliance to disciplinary procedures during every case from show cause, disciplinary committee, to keeping minutes of the committee. Act as the secretary of the disciplinary committee
• Write and document all disciplinary decisions like warning letters, suspension letters, etc for the signature of SHRO/MD and retain records, and administer as appropriate where needed
• File all disciplinary correspondences and outcomes in respective employee files
• Retain a monthly report for industrial cases handled across the business and submit as per agreed template
• Support conflict resolution when called upon, offer guidance on ideal people management practice to supervisors as may be needed
• Manage the employee exit process in the case of staff separations by writing and administering necessary correspondence, exit interviews, thorough clearance process documentation, processing terminal pay, separation letters, certificates of service, and safe retention of closed files. Ensure acknowledgement record is signed by leaving employee and filed as per audit requirements
• In consultation with SHRO liaise with Jubilee Insurance Company for processing pension withdrawal for the leaving employees as appropriate
• Maintain and updated monthly the HR Stats & Movement record of leavers/joiners
• Support SHRO in policy creation, updates as may be required, especially support in the onboarding of Tanzania
• Any other duties that may be assigned within this function

HR Administration and Payroll Support

• Support incidents and accidents management and reporting to insurance by collating from SHE Officer all necessary documentation and send to insurance, and maintain the insurance register file
• Liaise with insurance on claims - general/GPA/Life, coordinate required information, and note to administer excess deductions as needful.
• Update the relevant underwriters - GLA, Medical insurance for leavers/joiners, and process requisite documentation, credit/debit notes. Ensure this is done timely to mitigate losses
• Coordinate with the Admin Rider for pick and drop of required correspondence to various stakeholders as necessary
• Handle NSSF & NHIF related matters like staff queries, communications, updating staff records, and processing monthly remittances in liaison with Accounts office where needed. Keep abreast with any legal changes and developments re statutory deductions/benefits
• Prepare relevant payroll monthly HR reports of leavers/joiners, suspensions, salary stoppage, payroll deductions and other payroll actions like confirmations, pay adjustments as appropriate for SHRO action
• Administer the Leave Management app (create new/remove leavers), and where manually required, maintain the employee leave forms file, issue out and coordinate as necessary, and update the Leave Report Template on monthly basis for reporting by 3rd of a new month
• Maintain the Sick Leave file and accurately coordinate with all branches to update the Sick Leave Template on Google drive for reporting monthly by 3rd of the new month
• Support the branches and department develop Annual Leave Planner Templates on Google drive and ensure that the respective team leaders enter leave updates as needed.

Safety & Wellbeing

• Coordinate any staff welfare programs as per Welfare Policy, and handle related communications
• Take the lead role in coordinating the monthly Town Hall meetings and in preparation of staff awards information and related details, including making needful presentations at the meetings. Work with SHRO to create HR policy related training content during monthly department meetings
• Liaise and manage the relationship with the medical insurance providers/brokers. Be the point of contact for staff on matters medical, and manage requisite members training on through monthly health talks
• Act as the HR liaison with SHE & Technical Officer on safety related projects
• Any other duties that may be assigned within this function

Requirements
Key requirements

• A minimum of 2 years of work experience in a busy Human Resources department.
• Member of IHRM
• Extensive knowledge of Google Workspace
• Excellent interpersonal skills, collaborative style and approach, and ability to work effectively across cultures.
• Excellent communication skills
• Teamwork skills
• Experience of working under high pressure, fast-paced environments and able to deal with ambiguity and change in those contexts
• Ability to plan and organize a substantial workload that includes complex, diverse tasks
• Quality orientation and attention to detail.

Essential

• Good team player with strong verbal and written communication skills
• Strong Analytical Skills
• Ability to interact with the business at all levels
• Accuracy and attention to detail
• Good Presentation skills
• Problem Solver
• Ability to work unsupervised