Job Summary
Responsible for providing efficient Human Resources and administration support for Cardinal Torch Company Limited, assisting with the implementation of HR activities, communicating general HR and risk management advice; ensuring a proactive approach to compliance and corporate governance from an HR perspective, and managing the HR Admin and workflow processes and deadlines.
Responsibilities
HR Administration:Engagements, Terminations, Transfers, Disciplinary Notices, Recruitment, Training, etc.:
- Maintain up-to-date information on staff in the HR Information System.
- Create and maintain files for all employees and file and/or archive documents according to employee files and all other company policies, procedures, and processes.
- Assist HR Manager with the Recruitment process for designated business areas – advertise positions,collate applications and CVs when required.
- Schedule interviews, arrange meeting rooms (virtual/physical), and facilitate interview sessions for hiring managers.
- Process criminal, credit, reference, and qualification verifications on selected candidates prior to resumption.
- Generate all LOAs and engagement packs for new recruits and ensure timeous sign-off and completion thereof.
- Coordinate induction program for all new recruits.
- Ensure collection of all required documentation on the employee checklist towards onboarding.
- Coordinate training requests, facilitation of training rooms, stationery, refreshments when required, and attendance registers. Keep accurate records of the same.
- Responsible for updating and maintaining business unit organograms.
- Process and document all types of leaves – annual, maternity, compassionate leaves, etc. and maintain a leave tracker for the department.
- Prepare HR memos for the company as requested by line managers.
- Verification of all HR documentation before submission to the HR Manager for sign-off.
- Engage with new recruits in the company during onboarding and completion of the relevant documentation thereof.
- Conduct exit interviews and finalize exit documentation by ensuring that termination checklists are completed in accordance with the HR exit policy.
- Control all documentation from the time of initiation and follow through on all outstanding documentation for designated business areas.
- Monitor and manage the admin functions in line with the HRM’s expected operational outcomes.
Payroll and Employee Benefits:
- Ensure Distribution of pay slips.
- Resolve all payroll-related queries within the allocated timeframe.
- Ensure timeous payment to all employees by following through with the finance department.
- Liaise with Employee Benefits Service Providers (e.g., Pension Fund, NHF, HMO Partners) on related employee benefit matters).
Performance Management Tasks:
- Create job descriptions and confirm accuracy from heads of departments.
- Take ownership of due confirmation/performance appraisals by following up with line managers and employees to be appraised.
- Collate performance appraisal feedback on the required needs and submit it to the HR Manager for submission to management on the skills gap.
- Ensure performance feedback – confirmation letters and discussions are documented and signed off.
Process and Procedure Effectiveness:
- Improve methods of carrying out work through on-the-job concrete experience.
- Implement efficient and effective HR & administrative performance and turn-around time.
- Coordinate and schedule HR departmental meetings.
- Responsible for the collation, distribution, and control of sensitive information and reports to authorized persons only.
- Responsible for data capture integrity, process, and governance.
- Ensure Development and maintenance of all HR Database systems (HR Shared drive and manual spreadsheets)
Customer Service and Advice:
- Work with existing processes and procedures in such a way that operational efficiencies and performance are enhanced.
- Attend to and resolve all HR internal and external queries timeously or escalate to the HRM when necessary.
- Manage conflict within capacity.
Reporting:
- Coordinate, consolidate, compile, and submit all weekly/monthly reporting to the CEO & HR Manager within set time frames e.g., Reports on exit interviews and trends.
- Prepare Requisitions and Inter-Office memos for HR Operations.
- Preparation of presentations for HR Operations.
Administration & Office Management:
- Point of contact between management and operations team.
- Initiate and process all administrative requests such as new hire work tools such as laptops, phones, and the creation of emails.
- Liaise with the front desk on replenishing office supplies.
- Own office celebrations by organizing lunches, and Christmas hampers for clients and staff, birthday postings on the Company WhatsApp group, and coordinating these activities with external providers.
- Maybe the first point of contact for suppliers and customers.
- Liaise with the operations team – agricultural scientist, field operations, and logistics officers on their daily activities and provide support where necessary.
- Work closely with the operations team to ensure that all tasks are completed to schedule and in compliance with relevant legislation.
- Keeping up to date with policies, health and safety, and tax laws.
- Knowledgeable on scheduled trips of the operations team to ascertain current locations/tasks at every point in time.
- Maintenance, renewal, and sharing of company registration and regulatory records when required.
- May be required to use tailor-made agricultural business software.
- Maintenance and renewal of company assets such as vehicle documentation.
- Maintain information database for Cardinal Torch and clients, keeping them accurate and storing them effectively.
- Arrange and coordinate meetings for the management team/board of directors.
- Completing legislative and management records.
- Receive and record invoices and send them out to the finance department.
- General administrative duties such as writing letters and memos; and maintaining manual and computer filing systems.
- Attend to inquiries and solve the basic queries of Cardinal Torch’s customers. For this, the front desk personnel should have some basic knowledge about the company’s products and services.
- Provide a helpdesk service logging customer calls / emails for complaints and resolution.
- Responsible for engaging with foreign clients on requests and appropriate follow-ups for close out.
- Ad hoc: Attend to all tasks/responsibilities as directed by the line manager or requested by management/board of directors.
- Undertake such other responsibilities as directed by HRM or Company Management that will drive the sustainability of the HR department.
Additional:
- Undertake such other responsibilities as directed by the Management of the HR Department that will drive the sustainability of HR.
- Work in a flexible way when the occasion arises so that tasks, which are not specifically covered in the job description, are undertaken.
- Assess and take responsibility for one’s own performance.
- Promote the company’s image and corporate identity through deliberate and coordinated HR activities.
Requirements
- Appropriate tertiary education - Bachelor’s Degree at the minimum requirement.
- Minimum of two (2) years experience in the field of Human Resources & Administrative tasks.
- Experience in payroll administration is nice to have.
- Advanced computer literacy. Proficiency with Microsoft Office – Word, Excel & PowerPoint.
- Exceptional phone etiquette.
Skills:
- Knowledge of Nigeria Labor Legislation.
- Excellent verbal and written communication skills. Must be an excellent communicator to produce well-written reports and communicate results to a wide range of shareholders.
- Thorough and pay attention to details.
- Records management.
- Time management skills.
- Ability to work on your own and work well with others.
- Self-disciplined, motivated, energetic self-starter with an exemplary work ethos.
- Capability to interact with both internal and external customers at all levels.
- Ability to maintain confidentiality.
- Attention to detail with a methodical and structural approach.
- Teamwork and co-operation
- Ability to multitask and work in a fast-paced environment.
- Strong judgment and problem-solving skills.
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