HR Administrator at Librod Energy Services Limited

Role Overview:

• The HR Administrator is responsible for the proper maintenance of employee records, management of HR documentation (including employment records and onboarding guides), regular updating of internal databases, and effective document control in line with organizational standards.

Key Responsibilities:

HR Administration:

• To maintain comprehensive, confidential personnel records on staff (both in hard copy and electronic form)
• Maintain staff records on the database and develop a personnel database along with systems and processes for analysing and reporting on HR matters.
• To support the implementation of HR systems or databases; to enter data and maintain these accordingly.

Recruitment, Selection and Induction:

• Support the end-to-end recruitment process including job postings, candidate sourcing, and application management.
• Coordinate interview schedules between candidates, hiring managers, and panel members.
• Generate interview reports and submit to HRM after every interview session.
• Manage candidate communications, ensuring timely updates on application status.
• Maintain recruitment records and applicant tracking system (ATS) data accurately.
• Assist with pre-employment checks (background verification, reference checks, medicals, etc.).
• Prepare and issue offer letters and employment contracts.

Onboarding Administration:

• Coordinate onboarding activities and induction programs for new hires.
• Prepare onboarding documentation, welcome packs, and ensure completion of all necessary HR forms.
• Liaise with IT, Admin, and other departments to arrange work tools, access cards, and system setup for new employees.
• Maintain and update onboarding checklists and ensure compliance with company policies.
• Support HR in delivering orientation sessions and ensuring new hires integrate smoothly.

General HR Support:

• Ensure compliance with recruitment and employment policies, procedures, and legal requirements.
• Maintain recruitment and onboarding metrics and provide periodic reports to HR leadership.
• Assist in developing and improving recruitment and onboarding processes.
• Support wider HR team with other administrative tasks as required.

Employee Separation Documentation:

• Ensure to collect Resignation letters from employee/HRM File exit interviews form
• Follow up on the clearance Process collect the company assets
• Reports and Analytics:

Create reports and presentations on HR metrics regularly, including employee retention and turnover rates.

Policy update/review:

• To be familiar with Librod HR policies.
• Keep company policies, internal procedures and other documents up to date
• Conducts reviews and coordinates documents across departments
• Revise General Office Policies

Manage the HR QMS:

• Develop and implement HR-specific quality management systems in accordance with ISO standards and organizational policies.
• Maintain and update QMS documentation, including policies, procedures, and work instructions related to HR processes.
• Conduct regular internal audits of HR processes to ensure compliance with QMS standards.
• Prepare for and support external audits related to HR functions.
• Identify non-conformances and collaborate with HR teams to develop and implement corrective actions.
• Monitor HR processes to ensure they meet established quality standards.
• Develop and implement quality control plans for HR processes.
• Maintain accurate and up-to-date records of HR quality management activities.
• Prepare and present reports on HR quality performance, audit findings, and improvement initiatives to HRM
• Ensure thorough documentation of all quality-related processes and activities within the HR department.
• Other tasks as may be assigned.

Education and Experience:

• Bachelor’s degree in Business Administration, Human Resources, Management, or a related discipline.
• Minimum of 5-7 years in an HR administrative/HR support role.
• Professional HR certification (CIPM, SHRM, HRCI, or equivalent) is a must knowledge of Nigerian labor laws and HR best practices.
• Hands-on experience in employee records management, recruitment coordination, and onboarding administration.
• Experience working in a structured, fast-paced organization.
• Prior exposure to the energy, oil & gas, engineering, or similar regulated sector is an advantage.

Skills and Competencies:

• High level of discretion and ability to handle confidential information.
• Excellent written and verbal communication skills.
• Good interpersonal skills and the ability to work with employees at all levels.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills with attention to detail.
• Document Control and Quality Management (ISO/QMS)