Admin/HR Officer at Global Village Healthcare Initiative for Africa (GHIV Africa)

Duration:3 months with possibility of extension 

Department:  Admin/Human Resource

Duties and Responsibilities HR Functions

• Put out job advert for recruitment.
• Invite selected candidates for interviews and ensure candidates have proper documentation during interviews
• Make out candidates offer checklists. Do reference letters to referees and collate reports for candidates’ personnel files.
• Ensuring that an electronic and hard copy filing system is maintained for HR documents;
• Facilitating staff orientation, trainings on HR policy and procedure.
• Assign staff numbers and pass to Administration for identification cards & to IT for email addresses.
• Print and circulate employee policy manual.
• Ensuring that administrative processes for employee separations are followed properly, and that necessary documentation and information is recorded for the processing of end of contracts.
• Updating the HR shared folder with all available templates, policies, and forms;
• Ensuring that the filing system is maintained for HR documents;
• Acting as the focal person for collecting exit documents and preparing the quarterly and annual Exit Analysis and Turnover reports;
• Tracking the Probation review and performance appraisal due dates for all staff and follow up with managers and Heads of Department to ensure they are received in a timely manner.
• Tracking the performance appraisal due dates for all staff and follow up with managers and Heads of Department to ensure they are received in a timely manner.
• Extracting and tracking relevant training information from performance appraisals and follow in on the Organization’s Training Plan.
• Other relevant duties assigned.

Duties/Responsibilities:

Administrative Functions:

• Prepare and draft all administrative letters, documents for memorandum of understanding (MOUs) and agreements for the project. 
• Coordinate and manage day to day administrative related activities provides support to staff.
• Prepare and organize meetings, training, schedules and other official activities.
• Manage Office and field supplies.
• Distribute and store correspondence e.g. letters, emails and packages
• Participate in all recruitment processes
• Arrange travel and accommodation
• Management database of interlocutors

REQUIREMENTS AND SKILLS

Educational requirements:

Bachelor’s degree in Human Resources, Business Administration, Management, or a related field. Certifications (Optional but beneficial):HR certifications like SHRM-CP, CIPD, or HRCI. Additional administrative or management certifications can be advantageous.

Experience:

• 2-3 years working experience in HR or administrative roles.
• Familiarity with HR software, employee management systems, and administrative tools.

Skills:

• Communication skills (both written and verbal) for interacting with employees and management.
• Organizational skills for managing various tasks and records.
• Knowledge of labor laws and HR best practices.
• Problem-solving skills to address employee issues and administrative challenges.
• Proficiency in Microsoft Office and other relevant software (e.g., payroll systems, applicant tracking systems).

Soft Skills:

• Attention to detail, confidentiality, and ethical judgment.
• Time management to handle multiple responsibilities efficiently.
• Interpersonal skills to build positive relationships with staff and management.

PERSONAL ATTRIBUTES

• EMPATHY AND COMPASSION: Demonstrates a genuine concern for the well-being of vulnerable individuals.
• INTEGRITY: Maintains the highest ethical standards in all professional activities.
• RESILIENCE: Capable of working under challenging conditions and managing stress effectively.
• PROBLEM-SOLVING: Proactive in identifying issues and implementing solutions.