Human Resources & Administrative Officer at FOAK Business Solutions Limited

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.