PTM Archive Co-ordinator at Maventeq Systems Limited

Job Responsibilities
Staff Records Management
The incumbent is responsible to:

• Maintain physical and digital records of all active and exited staff files in a structured format.
• Ensure for both physical and digital records, and in collaboration with nominated departmental responsible, update of:
  • Dependants’ information – birth registration, marriage/divorce notification, nomination of beneficiary update
  • Career journey – transfer, reassignment, international assignment, reintegration, secondment
  • General matters – company accommodation allocation, condolence, and burial support, change of name
  • Exit information – retirement, termination, death-in-service, resignation.
• Prepare job progress reports – weekly, monthly, and quarterly.
• Monitor, identify and escalate issues that may impact on the records and installations in the dedicated archive room.
• Validate staff dependant information on official HR tool, ensuring:
  • All dependants are registered with the company.
  • All data (name, date of birth, birth certificate(s), marriage certificate) provided with request corresponds with data in dependants section of staff records.
  • Invalid requests (lack of supporting documents) are flagged, and explanation provided to impacted staff.
• Validate nomination of beneficiary form on official HR tool:
  • Ensure all sections of the form requiring signature is clearly signed and dated.
  • Ensure all sections of the form is correctly completed.
  • Promote sensitization of staff on importance of beneficiary form update.

Management of Service Provider Records:
Incumbent is responsible to:

• Maintain annual leave request record for Company secretaries.
• File grade promotion letters
• File queries/complaints

CPFA Interface:
Incumbent supports to ensure that:

• Employment letters of exiting staff are communicated to the CPFA
• Updated beneficiary forms are communicated to the CPFA for active staff.

Accountabilities

• The role is responsible to support in ensuring that staff information is readily available to aid decision making.
• In the unfortunate event of the demise of a staff, incumbent is required to provide beneficiary information that is clear and identifiable.
• Role ensures that the Pension Fund remains in compliance with the FGN Law on proper documentation of RSA

Requirements / Experience Required

• Bachelor’s Degree in Human Resources, Business Administration or any relatable Social Science.
• At least 2 years’ experience in administrative role.
• Proficient in MS office applications such as PowerPoint, Excel and so on.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks simultaneously and prioritize tasks effectively.
• Strong problem solving and decision-making skills.
• Ability to work independently and in a team.