[Vacancy]: Human Resources Officer & Admin Needed at Hermes Oil Service

May 30, 2024

Job Description

Job Summary

The Human Resources Officer & Admin is responsible for overseeing the operations and daily activities of the HR department and handling all administrative tasks. They will also be responsible for ensuring there are clear and healthy lines of communication across the organization. This is also to ensure a smooth and uninterrupted flow of daily operations across the entire organization through the utilization of human resources, and ensuring that staff in the organization adhere to the company’s rules, regulations, and policies. Finally, they are to handle all incoming and outgoing admin tasks.

Responsibilities

  • Help oversee the entire process for recruitment of new hires.
  • Assist in the recruitment process by posting job vacancies on relevant platforms and websites.
  • Screen resumes and applications to identify qualified candidates for open positions.
  • Schedule and coordinate candidate communication for interviews, both in-person and virtual, ensuring timely communication with candidates including sending interview invitations and providing status updates.
  • Coordinate the onboarding process for new hires, including preparing welcome kits, setting up workstations, and facilitating orientation sessions to help familiarize new hires with company policies, procedures, and culture.
  • Maintain accurate and up-to-date employee records, both electronic & physical including personal information, employment history, and performance evaluations.
  • Ensure compliance with data protection regulations by securely storing and managing sensitive employee data.
  • Process employee paperwork, such as new hire forms, benefit enrollment, and termination documentation.
  • Generate reports and analyze data related to employee demographics, attrition, budgets, and other HR metrics to support decision-making processes.
  • Assist in the performance management process, including scheduling performance reviews, collecting feedback from managers and peers, and tracking performance improvement plans.
  • Coordinate performance appraisal processes, including scheduling evaluations, communicating deadlines to managers and employees, and tracking completion rates.
  • Compile performance evaluation data and prepare reports for management review, highlighting key trends, areas for improvement, and employee development needs.
  • Monitor and track employee performance metrics, such as key performance indicators (KPIs), productivity levels, and performance goals, and provide regular updates to management.
  • Manage all incoming and outgoing correspondence for the HR department, including emails, letters, and phone calls.
  • Respond to inquiries promptly and professionally, redirecting or escalating as necessary.
  • Schedule and coordinate meetings, appointments, and interviews for HR staff and management. Prepare meeting agendas, materials, and minutes, ensuring all relevant parties are informed and prepared
  • Coordinate travel arrangements for staff and management, including booking flights, accommodations, and all forms of transportation.
  • Ensure travel itineraries are communicated effectively and that all travel-related expenses are recorded and reimbursed appropriately.
  • Manage inventory of office supplies and equipment, ordering replacements as needed to maintain adequate stock levels.
  • Monitor expenditures and seek cost-saving opportunities where possible.
  • Serve as a point of contact for employees and external stakeholders, providing assistance, information, and support as needed.
  • Handle inquiries and resolve issues promptly and professionally, maintaining a high level of customer service at all times.
  • Assist in the development and implementation of HR policies and procedures, ensuring alignment with company goals and compliance with legal requirements.
  • Stay informed about changes in employment laws and regulations and communicate updates to relevant stakeholders.
  • Conduct research and analysis on HR-related topics and provide recommendations for policy revisions or improvements
  • Serve as a primary point of contact for employees regarding HR-related inquiries, concerns, and grievances. Provide guidance, support, and information on HR policies, procedures, and practices in a clear, timely, and professional manner.
  • Proactively identify and address employee relations issues, conflicts, and disputes in a fair, impartial, and confidential manner.
  • Conduct thorough investigations into complaints and grievances, gathering relevant information and documentation to inform resolution strategies.
  • Promote a positive and inclusive work environment & culture that fosters employee engagement, morale, and satisfaction.
  • Develop and implement initiatives and programs to enhance employee well-being, recognition, and retention.
  • Coordinate employee assistance programs (EAPs) and other support services to assist employees with personal or work-related challenges.
  • Schedule and implement development and training initiatives.
  • Collaborate with department managers and team leaders to identify training needs and priorities based on organizational goals, job requirements, and employee development objectives. Conduct skills gap analyses and training needs assessments to determine areas for improvement.
  • Assist in the design, development, and implementation of performance improvement programs, workshops, and learning initiatives to address identified needs and objectives.
  • Create training materials, presentations, and resources, ensuring alignment with learning objectives and best practices.
  • Assist in evaluating the effectiveness of training programs and initiatives by collecting feedback from participants, analyzing training outcomes and learning outcomes, and measuring the impact on performance and behavior. Use evaluation data to identify areas for improvement and make recommendations for future training efforts.
  • Prepare employee payroll making all necessary statutory deductions, for PAYE, Pension Contributions, NHF, NHIS, ESC, ITF, and any other necessary deductions such as Union Dues.
  • Prepare and distribute employee pay slips showing a breakdown of every employee’s gross pay, net pay, and all accompanying deductions.

Requirements

  • Bachelor’s degree in Human Resources, Business Administration, or related field.
  • 2 – 5 years experience as HR/Admin personnel.
  • 1 – 3 years experience as an HR/Admin supervisor, coordinator, team lead or any similar role.
  • Extensive knowledge of Human Resources practices.
  • Excellent people management skills.
  • Ability to manage and motivate employees.
  • Ability to prioritize and multitask.
  • Strong problem-solving and decision-making skills.
  • Extensive knowledge of Human Resource processes & procedures.
  • Complete understanding of the company’s products and services
  • Excellent communication skills.
  • Knowledge of latest industry developments.
  • Ability to manage a diverse workforce.
  • Ability to work in stressful situations.
  • Willingness to be a self-starter and develop policies & SOP’s.
  • Sense of ownership and pride in your performance and its impact on the company’s success.
  • Critical thinker and problem-solving skills.
  • Project management skills and being a team player.
  • Good time-management skills and excellent leadership skills.
  • Great interpersonal skills.
  • Proficient with Microsoft Office Suite or related software.

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