Assistant, Human Resources at FSD Africa

OVERALL JOB PURPOSE

• The Assistant, HR is responsible for assisting the Human Resource & Talent Management Pillar in its administrative functions. Some of these functions include and are not limited to, recruitment support, internal HR communications, HRIS- data management, HR operations administrative support, EDI implementation support, HR procurement support, orientation & onboarding support, HR benefits administration.
• This role will ensure that all the procedures and routines that are necessary for effective people management are carried out on time and to standard. He/she will support colleagues in the HR pillar, pillar heads, collaborating. The role would therefore suit a capable entry level candidate who is keen to learn. An ability to work hard and turn theory into practice in support of a busy organisation is essential.

KEY RESPONSIBILITIES AND ROLE REQUIREMENTS

Recruitment & On-Boarding
Coordinate recruitments according to good practice, aiming to attract and recruit candidates who go on to give a good performance in the role:

• Prepare and dispatch interview packs containing job description, conflict of interest/confidentiality form, candidate resumes, interview assessment forms, interview schedules, candidate regrets and coordinates HR appointments with the Sr Manager, Talent.
• Maintains professional and timely written/oral communication with all stakeholders in the recruitment process including job applicants, candidates, hiring manager, the interview panel, external recruiter, and candidate’s referees.
• Orientation and induction focal person; Welcomes new employees, provides new hire orientation, information to new employee’s members on their employment conditions and entitlements, including on-entry briefings, work with the pillar representative, buddy, and HR teams, facilitate orientation sessions as needed and file orientation documents/reports as espoused in the e-orientation, orientation, and onboarding plans.
• In coordination with the HR team, run all internal employee related satisfaction / pulse surveys and hand over to the HR team to implement corrective action.
• Ensure confidentiality while maintaining HR records according to physical/electronic filing systems (including non-personnel) files, SharePoint HR pages and People folder.
• Track and compile the relevant schedules, receiving and filing employee related forms/documents, performing the functions of absence monitoring and recording; Advise staff on their leave entitlements.
• Maintains employee information by entering and updating employment and status-change data in HRIS. Offboards relevant data for payroll and related processes.

HR Operations

• Support the pillar’s ERP payment processing and tracking database and ensure it is updated monthly in coordination with Finance and Procurement teams.
• Works with Assistant Manager, HR to manage all Invoices, PAF and any such procurement support.
• Ensures that the HR pillar meets its SLA for payment processing in the ERP, procurement planning and all related workflows.
• Work with the L & D Manager to support all learning requests and ensure that certifications are documented and stored.
• Support in preparation of staff requested correspondences such as introductory letters.
• Keep HR records and ensure they are up to date.
• Provide administrative support in the planning of HR pillar events/workshops.

HR Admin, Communication & Compliance

• Make entries and manage the data in the HR Information System. Provide routine reports including demography reports, run data analysis and present data for management use.
• Train new users / new hires on the HRIS and carry out routine refreshers in areas of need.
• Ensure HR related data and schedules are submitted in the HRIS, People Folder and SharePoint as scheduled each month. Maintain and update relevant documentation in requisite folders. Zero audit findings for missing / incomplete documents.
• Under the guidance of the Sr Manager, Talent, be responsible for HR internal communications including the Monthly HR Newsletter, Announcements, Organisation Charts, and other such publications.
• Provides secretarial support by entering, formatting, and printing information; organizing work; relaying messages; maintaining equipment and supplies.
• Maintains the pillar minutes, action points and pillar related files arising from all pillar meetings.
• In coordination with the Manager L&D, manage the HR Library.
• Works with the HR & Talent Pillar team to schedule meetings and plan with vendors on their achievement of the Service Level Agreement.
• Support the Assistant Manager, HR, Manager, L&D & Sr. Manager, Talent in fostering of employee learning initiatives; HR operations, talent management and growth, recommending, and enrolling teams into short-term courses that are beneficial to the competency framework.
• Coordinate with HR pillar team and Auditors on any HR documentation required for routine and scheduled compliance and risk activities. Works with the auditors on behalf of the pillar where document submission is required.
• Work with the Assistant Manager, HR to ensure member benefits enrolment, off boarding and verifying benefits claims for accuracy- medical, group life/WIBA and liaise with employees and benefits vendors to action based on the SLA.
• Maintains employee confidence and protects HR operations and processes by keeping HR information confidential.
• Carry out any other duties or special assignments as assigned by the Management.

PERSON SPECIFICATIONS

Qualifications and Education

• Degree level with a minimum of 1 years’ experience or Higher Diploma with at least 2 years of experience.
• Either professional membership of Chartered Institute of Personnel & Development or other certificating body OR the degree is in Human Resource Management.
• Excellent written and spoken English.

Essential Experience, Knowledge, and Skills

• Basic knowledge of best practice in HR Management is essential
• Evidence of ability to apply theory to a real situation logically and ethically
• Good skills in MS Office suite (Outlook, Teams, Word, and Excel)
• As indicated by the competency framework below – high drive for results and an ability to be organised plus outstanding interpersonal skills

Desirable

• 1 years’ work experience in a similar role with a reputable organization
• Experience of working in a multi-cultural environment
• Languages: English

FSD AFRICA COMPETENCIES
Competencies describe the key behaviours that drive success in all of FSD Africa’s roles, regardless of technical specialism. They have been derived from systematic research correlating performance with personal attributes. The table below indicates the level of each competency required for this role:

• Level 1: Basic
• Level 2: Foundation
• Level 3: Specialist
• Level 4: Senior Specialist
• Level 5: Leading Expert

ESSENTIAL FOUNDATIONS

• Commitment & Alignment – Level 1: Basic
• Demonstrates commitment to serving our partners and alignment with the values and vision of FSD Africa
• Change & Challenge – Level 1: Basic
• Has a strong sense of ownership that leads to learning, self-starting, taking initiative, driving change and leading development

ACHIEVEMENT COMPETENCIES

• Situational Awareness & Thinking – Level 1: Basic
• Thinks clearly and intentionally, analysing information objectively, understanding issues, solving problems, and making decisions
• Drive for results – Level 1: Basic
• Is keenly motivated to achieve goals & act with accountability to deliver quality results

PEOPLE COMPETENCIES

• Relationships & Collaboration – Level 1: Basic
• Discerns and appreciates the values, viewpoints, or abilities of others; effectively reconciles different interests and displays emotional intelligence
• Communication & Influencing – Level 1: Basic
• Deliberately adjusts behaviour to accommodate others; communicates clearly, confidently, and appropriately to influence others

KEY RELATIONSHIPS

Internal Relationships

• Staff Welfare Committee
• Staff Consultative Committee
• Strategic Communications
• EDI Committee
• OSH Committee
• Procurement function
• Finance pillar

External Relationships

• Benefit Vendors
• Pillar contracted vendors

FINANCIAL RESPONSIBILITIES

• None