Records Officer at American University of Nigeria (AUN)

SUMMARY OF POSITION:

The position is responsible for updating and maintaining the integrity of employee records in the Human Resources Database. The position shall ensure that accurate employee records detailing any;

• Notices of commendation, warning or discipline
• Performance evaluations and reviews
• Changes in employee qualifications and trends in employee trainings
• Changes in job title, job description, job classification or supervisor

The position shall report directly to the Coordinator of Employee Data Management

DETAILED LISTING OF RESPONSIBILITIES:

• Responsible for maintaining a personnel record for each employee
• Ensures that each individual has a complete personnel record
• Facilitates personnel records to be kept in a secured, locked area
• Coordinates the processes that current staff members may review their personnel record by making an appointment with Human Resources Director.
• Maintains confidentiality of employment records and sorting outdated records. Updates employees’ records and keeping daily records of employees.
• Records employee data and monitors departmental changes of staff for record updates.
• Plans record filing systems by creating hard-copy and electronic folders; files and retrieves information in accordance with departmental records management procedures.
• Manages the location and storage of records; conducts records audit; and organizes the disposal of records in accordance with their retention schedule.
• Enters the following documents as part of an employee’s personnel record:
  • Cooperates with the payroll department to ensure that both expatriates and national employees’ needs are satisfactorily met.
  • Develops and recommends file operating policy and procedural improvements.
    • Provide advice, assistance and follow-up on the University policy, procedures and documentations.
    • Ensures that access to information and records is controlled at all times in accordance to departmental policies.
    • Processes all types of visas and immigration services for employees
    • Assist in coordinating the internal work flow systems and procedures within the HR Department.
      • Provides strategic and administrative advice and support to HR Officers as needed.
      • Undertake such other duties as may be assigned from time to time

• signed and dated offer letter,- wage or salary information,- notices of commendation, warning or discipline,- performance evaluations and reviews,- attendance and paid time off records
• changes in job title, job description, job classification or supervisor.
• Facilitates clerical and secretarial support to maintain the effective running of the records office.
• Writes, produces, edits, and distributes all appropriate contract documentation for new employees.

• Helps with implementation of services, policies and programs through HR staff and assists university managers on HR issues.

Requirements for the position:

• Bachelor's Degree and three to five years of human resource experience.
• Knowledge of multiple human resource disciplines.
• Strong interpersonal and communication skills.
• Ability to analyze data and provide recommendations.
• Experience with MS-Office. 
• Good communication, organizational and interpersonal skills are essential.

Other requirements, abilities for the position:

• Ability to maintain a high level of accuracy in preparing and entering information.
• Confidentiality concerning personal files and records.