Human Resources & Vetting Officer at Brands Optimal Limited

Job Objectives

• We are seeking a highly organized and detail-oriented HR & Vetting Officer.
• This specialized role is critical to our operational compliance and field execution.
• You will hold master ownership of our extensive field staff database, including coordinators, supervisors, and promoters.
• Additionally, you will oversee contract verification, track live field activations, manage payroll follow-ups, and serve as the main corporate point of contact for field staff inquiries and complaints.

Key Responsibilities
Database Ownership & Management:

• Build, clean, and continuously update the comprehensive master database for all nationwide field staff, including coordinators, team leads, supervisors, and brand promoters.
• Log and track field staff deployment across multiple projects to ensure data accuracy for upcoming project scheduling.

Strict Documentation & Vetting Clearance:

• Review and verify all project contract forms, ensure project managers submit the contract forms of field staff before the execution of projects, and follow up accordingly.
• Audit vital staff details and legal requirements, and check background records for coordinators, supervisors, and promoters.
• Cross-reference academic qualifications, legal identifications, and guarantor credentials to guarantee full compliance with company risk policies.

Remuneration & Financial Follow-up:

• Follow up on field staff remuneration to fast-track and ensure timely payment of all field personnel.
• Coordinate with project managers and the finance department to verify field attendance sheets against payroll sheets to prevent financial discrepancies.

Helpdesk & Conflict Resolution:

• Serve as the official primary contact person for all field staff personnel regarding complaints, payment delays, and operational queries.
• Document, escalate, and resolve field staff issues promptly to maintain agency reputation and smooth project execution.

Activation Tracking & Operational Support:

• Maintain real-time tracking logs for field activations across all active brand campaigns.
• Collaborate closely with Project Managers and Client Service teams to monitor field attendance and ensure database profiles match the staff on the ground.
• Identify and report any staffing discrepancies, unauthorized replacements, or compliance issues during live activations.

Key Requirements

•  Education: B.Sc Degree or HND in Human Resources, Business Administration, or a related field.
• Experience: 2–3 years of direct experience in HR Operations, Vetting, Payroll Coordination, or Database Management, ideally within an Experiential Marketing, Logistics, or fast-paced Activation Agency.
• Technical Skills: Advanced proficiency in Microsoft Excel or Google Sheets (data sorting, filters, VLOOKUP, pivot tables) is mandatory.
• Competencies: Excellent communication and conflict-resolution skills, strong attention to detail, high ethical standards, and the ability to work under tight execution deadlines.