Job vacancy for HR Systems/Operations Officer

Position:   HR Systems/Operations Officer 

         

Location:  Kumasi, Ghana 

 

Reports to:  HR Systems and Recruitment Manager         ____________________________________________________________________ 

 

GENERAL WORK DESCRIPTION 

To provide high quality HR administration support to all employees, managers and support the HR agenda and projects by liaising with the HR team to continuously improve the efficiency and effectiveness of HR operations to deliver a seamless service. 

To be the first point of contact for standard HR policy administration within agreed standards and SLAs

KEY RESPONSIBILITIES  

• Administration of junior payroll by providing monthly payroll updates, such as new joiners, exits, change of cost center, salary advance, vetting overtime calculations, welfare deductions, etc. and ensuring accuracy of payroll information as per policy & SLAs.
• Responsible for up to date and accurate HR data analytics and employee records, both electronic and paper-based, leading all HR master data changes in the HRIS platform (Success Factors (ETMs).
• Provide monthly updates to HRBPs on staff cost center data for reconciliation. 
• Manage and keep records of employee statutory remittances by ensuring they are remitted on time as regulated by law and copies filed accordingly. 
• Assist the Tax Director during audit periods to provide all evidence of statutory payment for the period under review.
• Staff benefits administration as outlined in the employee staff handbook (long service award, end of service, etc.)
• Respond and resolve where possible routine employee queries, issues, and complaints, escalating where appropriate to the relevant HR person
• Remittance of student loans to the Students Loans Trust Fund – Ghana as regulated by law on monthly basis by liaising with Accounts Payable and treasury team.
• Manage exit procedures by preparing responses to resignation letters, providing exit checklists, calculating benefits of leavers, deleting leavers from all platforms, etc. and provide quarterly comprehensive reports on staff exists.
• Perform all administrative recruitment tasks such as advertising, shortlisting candidates for junior roles, communicating with recruitment agencies, arranging interviews, administering interview tests, and conducting HR screening for junior positions.
• Manage the onboarding process for new hires, which includes checking references or previous employment checks, IT set up, payroll set up, and coordinating with HRBP on an onboarding plan.
• Follow-up on probation evaluation and confirmation of appointment for new staff and keep a database.
• Draft all HR letters, such as appointment letters for new staff, contract renewals, transfer letters, promotions letters, termination letters, confirmation letters etc.
• Conduct Reference checks for new joiners.
• Support the HR Systems Manager with the management of the medical insurance and Group Life schemes which includes updating the insurance providers on new staff members, additional dependents, exits, following up with insurance providers on membership cards, utilization reports, claims payment, etc, and providing a half-year report on health insurance utilization.

QUALIFICATION/EXPERIENCE/SKILLS 

• 1st Degree in Human Resource Management/Business Management/related subject and/or working towards Professional HR accreditation eg. SHRM, IHRMP, CIPD
• At least two (2) years post national service relevant work experience in a similar, role. 
• High level of computer skills, ability to handle advanced excel reporting, and ability to learn new applications quickly.
• Strong communication skills (verbal and written English) and ability to communicate with employees across all levels of the organization
• Excellent team player
• Strong co‐ordination and administration skills
• Good engagement and collaboration skills; ability to work with people from different cultural backgrounds
• Ability to get things done in a highly pressurized environment
• Demonstrable ability to maintain high levels of confidentiality and attention to detail