Human Resource Associate at FHI 360

To provide a wide range of HR administrative support services to the HR department. The Human Resource Associate provides support to the HR team, by assisting with the administration of the day-to-day operations of the HR functions and duties. The HR Associate carries our responsibilities in the following functional areas: including filing, archiving, recruitment, benefits document collation, compensation record keeping, payroll document collation, HRIS. Maintain employee files. Input employee personal data into HRM and IS database and generate reports as required. Serve as a point of contact as assigned for employees requiring HR related information sessions.

Key Responsibilities

Payroll Support

•  Collate monthly payroll documentation in line with the set deadlines and submit for payroll input to VIP Super User and for HR Manager review
•  Input data into benefits database provided by HR Manager
•  Maintain payroll filing
•  File monthly payroll for compliance

Benefits And Compensation

•  Coordinate new starter forms for submission and addition of new dependents while ensuring compliance
•  Update approved staff details on the database

Leave Tracking

•  Run TESS leave reports
•  Verify compensatory days with travel schedules
•  Utilise TESS data to track all staff leave and utilise TESS as a tracking tool

Maintenance of Employee Records

•  Maintaining HR records by recording employee personal details, new hires, terminations, changes in job classifications, merit increases, performance plans, development plans, tracking vacation, sick and personal time
•  Keep personnel files up to date in line with USAID and FHI360 audit requirements
•  Upload documents on the HR shared drive and Share Point, as part of electronic filing

Recruitment, Selection and Onboarding

• Upload delegated positions onto the FHI 360 Recruitment Workday
•  Support the scheduling of interviews and secure venues
•  Obtaining new hire paperwork from selected applicants
•  Book and secure departmental participants for on-boarding
•  Prepare new-hire orientation files

Employee Relations

•  File all employee relations notes, minutes, emails and outcomes (informal and formal sessions)
•  Where delegated and required, take minutes in corrective counselling sessions

HR Policies Logging

•  Collate signed copies of Conflict of Interest, Code of Ethics and all other relevant HR acknowledgement of receipts and knowledge and file accordingly

Timekeeping

•  Support in tracking probation periods and set reminders for managers
•  Record the submitted performance review documents for score input and submission to HR Manager and Country Director Adjudication

General Administration

•  Provide administrative role for all HR related meetings
•  Maintain up to date staff details of the Country Office

Qualifications And Skills Required

• Degree or Diploma in Human Resources or recognized related fields
•  Minimum of 2 years' experience in a similar role
•  Accreditation and proficiency on the VIP Payroll system would be an advantage
•  Knowledge of HR policies and processes
•  2 years’ experience providing HR or administrative support in an office setting
•  Proficiency with MS Office Suite (Word, Excel, Outlook, PowerPoint and Access) and HRIS/ Payroll Systems
•  Exposure in a non-governmental organization (NGO) is an advantage