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

Roles and Responsibilities

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

Qualifications and skills

• 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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