Lao Mai Holdings HR Officer Job

Reporting to the HR & Administration Manager 

The incumbent shall be responsible for HR operations and administration across all HR processes

HR documentation

  • Employee file creation as per checklists
  • Subject files and other HR correspondences
  • System documentation to be in line with the physical employee files
  • Proper outlay and cataloging of documentation and ease of retrieval 

HR Leave administration

  • Updates and keeps real time balances and utilization on excel and aligns with system data and resolves any discrepancies.
  • Records and computation of employee leave days 
  • Shares a leave utilization report by the 3rd of every month
  • Shares a leave compliance report by the 3rd of every month
  • Coordinate with line managers and make final leave plans and the institutional leave plan
  • Compute and present leave days for approval by the HR Manager

Probation administration

  • Conduct initial objective setting for employees on probation with line managers
  • Conduct joint probation review session with staff, line managers and Human resources
  • Tracking probation ending and establishing of probation review dates with employees and line managers
  • Prints probation reviews for actual signing by employees
  • Documents probation reviews by filing in PFs
  • Prepare and submit probation reports appropriately and timely
  • Propose new KPIs where necessary in line with assessed probation objectives

External background checks

  • In charge of external background check coordination with suitable companies
  • Ensure employee fill all necessary forms to authorize the conducting of the background checks.
  • Maintain proper records of the returned background checks through proper filing of the same.

Contract administration

  • Preparation of employee contracts 
  • Facilitation of sign offs at the operational level with employee
  • Notifies employees and HR & Admin manager on the expiries of contracts, 2 weeks before expiries
  • Records and updates contracts database
  • Uploading of contracts on the document slots on the work pay system
  • Tracking expiry and renewal of contracts

Performance administration

  • Updating on daily basis
  • Liaising with finance for daily individual performance data 

HR MIS – Work pay system 

  • Prepares employee work pay onboarding templates and submits to HR Manager
  • Updates the onboarding workflow in work pay for all companies
  • Invites members of staff or users of the work pay system

Exits administration

  • Conducts employee exit interviews
  • Facilitation of clearance process and documentation.
  • Maintains a prudent record of the exit files

Medical scheme administration

  • Maintains an up-to-date medical scheme database
  • Adds new and removes exits by liaising with the scheme administrator
  • Follows up on credit notes 
  • Assisting employees facing any challenges  

Rules, regulations, policies and procedures

  • Responsible to suggest proposals on policies aligned to the key processes in his section
  • Develops, reviews and follow through on implementation of the approved rules, regulations, policies and procedures 

Organizational culture

  • Organizes culture activities
  • Posts encouraging extracts on our culture group 

Recruitment

  • Advertising of vacant positions using the approved agencies 
  • Long listing and Shortlisting of candidates
  • Conducts phone interviews, online video interviews 
  • Prepares interview score sheets 
  • Keeps interview attendance registers
  • Adjudicates the written tests 
  • Coordinates interview sessions and keeps records of interview notes as required

Performance Management

  • Preparations of performance review tools
  • Notify employees & line managers two weeks before end of Quarterly periods
  • Organize the review sessions by setting up meetings on email calendars and inviting staff and line managers
  • Take minutes of the review process
  • Prints probation reviews for actual signing by employees
  • Documents probation reviews by filing in PFs
  • Documents aftermath of performance appraisals

Background checks

  • Issues new employees with in house background check authorization tools
  • Conducts preliminary background checks within 2 days of after start of onboarding
  • Shares preliminary background check results with HR & Admin Manager
  • Prepares requisitions and follow up on payment for the approved requisitions

Staff uniforms

  • Maintains a real time record of uniform stocks
  • Coordinates uniform measurements
  • Organizes for fittings
  • Ensures all staff have the correct uniforms
  • Raises uniform requisitions

HR Administration

  • Prepares all administrative letters
  • Prepares daily reports: – Time and Attendance, performance discussions from employees and line managers and its analysis.
  • Handles Crayson Admin work
  • Does Angrac minutes
  • Raises requisitions and keeps a requisitions file
  • Ensures there are sufficient stationery in the organization
  • Ensures all printers are in good working conditions
  • Deals with staff asset issuance data

Disciplinary handling

  • In charge of the disciplinary records which is kept in systematic order  
  • Prepares show cause letters for HR & Admin Manager reviews
  • Prepares charge sheets delegated
  • Follows up on responses
  • Does hearing invitations within 2 days of receipt 
  • Prepares case summaries for employee consumption
  • Takes hearing minutes
  • Files all records systematically in personal files (PFs)
  • Does a disciplinary report on the frequency of issues affecting staff 

Summary discussions

  • Keeps track and records of all summary discussions
  • Guides line managers on summary discussions
  • Reports to HR & Admin Manager on matters affecting employees
  • Conducts reviews of summary discussions with managers

Rules, regulations, policies and procedures

  • Responsible to suggest proposals on policies aligned to the key processes in his section
  • Develops, reviews and follow through on implementation of the approved rules, regulations, policies and procedures
  • Degree in human resource management from a recognized institution
  • Minimum of 5 years minimum experience in a similar position
  • A member of IHRM.
  • Should have attained upto CHRP part II
  • Excellent communication and customer service skills 
  • Strong Negotiation skills
  • Attention to details
  • Smart Critical thinking and decision-making
  • Good time management
  • Problem-solving skills
  • High sense of integrity
  • Continuous learning and research

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