Human Resource/Administrative Officer at Independent Medico-Legal Unit (IMLU)

JOB PURPOSE

The purpose of the position is to provide leadership in the Human Resource, procurement and general administrative function of the organisation.

MAIN RESPONSIBILITIES OF THE JOBS

• Managerial / Supervisory/ Operational Responsibilities or roles:
• Responsible for management of all Human Resources Records and data;
• Drafts all HR and administration letters while managing incoming and outgoing correspondences;
• Manages all IMLU’s office administrative functions;
• Manages leave schedules and leave administration for all staff;
• Ensures registration of new employees to Insurance medical schemes and updates the medical scheme database including processing staff badges and business cards for all employees;
• Ensures that all new staff members bring all the required information to facilitate the opening of a file;
• Organises interviews, seminars/training and workshops for the employees;
• Provides reports on various aspects relating to staff e.g. turnover rates, exits, and leave numbers to the Head of Finance and Administration;
• In consultation with the supervisor, renews all staff contracts and coordinate updating of all Job descriptions;
• Assists in the implementation of the IMLU’s welfare programs;
• Supervises preparation of office tea and all outsourced cleaning personnel to ensure a safe and healthy work environment as per OSHA requirements;
• Reserves and books cabs for staff, Board members and stakeholders and ensure effective and efficient use of contracted hired cabs;
• Supports in arranging Board Members’ files before board meetings and ensures their safekeeping;
• Orders required goods and services as advised and approved by the procurement Committee and as per the procurement policy;
• Handles and ensures timely replenishment of petty cash;
• Ensures strict adherence to the procurement policies and procedures including the thresholds set there in on approvals and purchases;
• Ensures that all office utilities are paid promptly and maintains a rapport with the suppliers and ensures there are no outstanding invoices pending;
• In consultation with the supervisor, ensures that office equipment and stationery) are promptly requisitioned and supplied;
• Assist in organising meetings, workshops and conferences
• Any other duty assigned from time to time.

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 have to be appointed to the position:
• Minimum: 3 years experience in relevant field.
• Desirable: 4 years of experience