Overview
The position holder will handle daily administrative and HR duties, providing clerical support to the staff and the human resource department to ensure effective and efficient operations.
Key Responsibilities
- Coordinate the collection of required personal documents from new joiners.
- Prepare, process, and track employment contracts, letters, certificates, and related HR documentation.
- Maintain accurate and up-to-date personnel files (both physical and electronic).
- Scan and upload staff documents to the designated OneDrive personnel filing system.
- Track probation periods, contract end dates, and timely follow-up.
- Prepare contract status letters and ensure proper documentation, signature, and archiving.
- Check all new joiners submit required documentation, including educational credentials, IDs, clearances, and pension registration.
- Facilitate police and medical clearances within the probationary period.
- Provide staff data for audits and respond to internal and external data requests in a timely manner.
- Coordinate document signatories on HR documentation.
- Facilitate employee Offboarding (Clearance Management) on time.
- Update employee information on HRIS.
- Support end-to-end recruitment processes, including vacancy posting and candidate communication.
- Coordinate written assessments and interviews, including scheduling and candidate follow-ups.
- Manage assessment documentation, including coding, correction result & supporting documents.
- Follow up with hiring managers on assessment results and recruitment feedback.
- Follow-up all trackers: reference tracker, recruitment tracker & onboarding tracker.
- Facilitate preparation and sign-off of recruitment minutes and related documentation.
- Organize and maintain recruitment documentation within personnel files for new and existing employees.
- Coordinate onboarding activities, including assignment of work buddies and completion of onboarding checklists.
- Coordinate induction programs and mandatory training sessions, departmental Induction.
- Induction, mandatory & offline objective setting records in personnel files and share with the CO team & upload MS teams.
- Follow-up all job descriptions are updated, signed, and properly archived.
- Verify completion of HRIS forms by new joiners within the required timeframe.
- Check staff data, including dependent information, is complete and regularly updated.
- Provide weekly updates on staff data to the CO Operations team.
- Follow up on employee medical cases and support access to credit-based medical services.
- Follow-up compliance with clearance procedures and proper return of organizational assets (e.g., ID cards).
- Collect and verify monthly timesheets, ensuring accuracy and submission to Finance within deadlines.
- Support contract extension processes and share documents with the CO Operations team.
- Facilitate pension registration processes for employees without pension IDs.
Required Experience
- Minimum 3 years relevant work experience in areas of HR
- Sensitivity to gender and diversity issues in HR policies and practice.
- Knowledge of HR, good understating of NGO
- Awareness of Child protection issues
Qualifications
• Minimum college diploma in Personnel Management, Administration and/or other related field of study.
