Human Resources/ Admin Officer

JOB SUMMARY:

a) The Human Resource Officer is responsible for providing support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and employee counseling.

b) The Human Resource Officer provides advice and assistance to supervisors and staff. This may include information on training needs and opportunities, job descriptions, performance reviews and personnel policies of FHI360.

KEY RESPONSIBILITIES:

Workday related

Provide primary country level data entry and support for the Workday system. Responsible for the updating critical staff information in workday including compensation changes, job change actions (promotions, transfers, etc.). Responsible for creating job requisitions for Ghana-based positions and its related actions. Serve as Primary Recruiter in Workday and performs its related functions including initial screening of applications.

Payroll Related

Initiate monthly payroll processes for review. Make relevant manual changes in payroll system that are not covered by the Workday-Payroll integration (e.g., tax rate changes, social security threshold changes). Be responsible for processing timesheets and monthly labour report to be shared with finance.

Other HR Responsibilities

Support the Associate Director, HR/Admin in providing direction, oversight, and interpretation of HR-related policies and procedures that guide the day- to-day operations of the organization. Assist the Associate Director, HR/Admin in providing support to supervisors and staff to develop the skills and capabilities of staff. Coordinate staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff, Assist in the drafting of job advertisements for vacant jobs, screening applications, shortlisting and interviewing and selecting candidates. Support pre-employment processes including scheduling of interviews, background checks, related workday processes, collecting information from candidates as appropriate. Coordinate and address staff queries relating to Health Insurance, Group Life Insurance, Provident fund and Social Security. Support the development and implementation of organizational HR programs. Assist in carrying out staff audits, identify gaps and propose staffing levels for the organization. Implement HR policies, practices, and procedures, and ensure compliance with legal laws and/or regulations as regards recruitment , Provide information and assistance to staff, supervisors on human resource and work-related issues. Maintain an up to date and accurate staff records and filing system, with electronic copies on to SharePoint.

Admin Responsibilities

Maintain a tracker to monitor the expiration dates of registrations and certifications, ensuring timely renewals. Ensure timely initiation and completion of processes for company registration and acquisition of necessary certifications, maintaining strict adherence to compliance requirements. Support project admin staff with application and renewal processes for residence and work permits for expatriates and third-country nationals. Draft various letters including but not limited to offer letters, introductory letters, references etc. Manage office supplies and inventory, ensuring the office is well-stocked and organized. Coordinate with service providers and vendors for office maintenance and repairs.

CONTRIBUTION:

Contribute to the development and editing of policies and procedures. Provide advice and assistance to supervisors and staff. This may include information on training needs and opportunities, job descriptions, performance reviews and personnel policies of the FHI360. Provide advice and support to supervisors and staff selection committees and ensures that they have accurate and timely information in order to make effective decisions.

EXPERTISE AND COMPLEXITY:

Maintain confidentiality for sensitive Human Resources issues or projects and use judgment and decision-making to execute duties and responsibilities. Knowledge of Ghana government regulations, including USAID or other donor. Participate in professional HR activities and events to stay current with HR practices. Resourceful through technology, research skills, and relationship building among several organization teams and units and professional organizations. Knowledge of FHI and organizational groupings. Perform detail-oriented work with a high level of accuracy. Has knowledge and applies resources to work authorization issues. Has written and verbal communication skills. Work independently with initiative to manage high volume and sensitive workflow, may structure work of staff members. Interact with diplomacy and tact and follow-up on requests in timely and efficient manner. Working knowledge of relevant software, including Microsoft Office Suite.

TYPE AND NATURE OF CONTACTS:

Routine coordination with FHl360 employees and consultants and external individuals including applicants, on-site and in the field. Coordinate work assignments with colleagues and organize work efficiently. Interact with FHI360 management.

MINIMUM REQUIREMENTS:

• At least bachelor’s degree in HR or related field with 3 to 5 years relevant working experience.
• Experience working with HRIS Systems (Workday preferred)
• Experience with Payroll administration and management
• Experience managing benefits, pensions related processes, Medical and Life Insurance Administration.
• A fair understanding of the Ghana Labour Law and other regulations
• Ability to work independently with little supervision
• Must be proactive and well organized.

TYPE AND NATURE OF CONTACTS:

Frequent interaction with others and resolving problems situations with tact.

SUPERVISOR: Associate Director, HR/Admin

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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