1. Summary of Key Functions:
The HR Assistant (Female) supports the HR Department in implementing and maintaining effective human resources management systems. She will be responsible for assisting in recruitment, personnel file management, leave and attendance tracking, payroll support, employee orientation, and day-to-day HR administrative tasks. The role requires maintaining confidentiality, professionalism, and accuracy while ensuring compliance with organizational policies, donor requirements, and labor laws.
2. Key Responsibilities:
Recruitment & Staffing
- Assist in advertising vacancies, scheduling interviews, and communicating with candidates.
- Support in shortlisting processes and prepare interview documentation.
- Facilitate onboarding, ensuring new staff receive proper orientation and sign all required forms.
Personnel File & Record Management
- Maintain accurate and up-to-date personnel files (hardcopy and softcopy).
- Ensure confidentiality and proper archiving of employee documents.
- Track and update staff contracts, extensions, and probationary periods.
Attendance & Leave Management
- Monitor daily attendance sheets and ensure timely submission of attendance reports.
- Maintain leave records and update balances regularly.
- Follow up with staff and supervisors to ensure compliance with leave procedures.
Payroll & Benefits Support
- Provide HR-related inputs for monthly payroll preparation.
- Assist in verifying staff salary sheets, allowances, and deductions.
- Support the HR Officer in resolving payroll-related queries.
HR Administration & Support
- Draft HR correspondence such as employment letters, warnings, and memos.
- Support in organizing staff training, workshops, and events.
- Provide administrative support to HR audits, donor verifications, and compliance reviews.
Employee Relations & Communication
- Assist in handling staff inquiries in a professional and timely manner.
- Support the HR Officer in implementing HR policies and procedures.
- Foster a respectful, inclusive, and gender-sensitive work environment.
3. Core Competencies:
- Accountability: Demonstrates accuracy, confidentiality, and responsibility in handling HR data and records.
- Teamwork: Builds positive working relationships and collaborates effectively within the HR team and across departments.
- Planning & Organizing: Manages multiple tasks, prioritizes responsibilities, and meets deadlines.
- Problem Solving: Provides timely solutions to HR-related issues, escalating complex matters when required.
- Communication: Communicates clearly and professionally in writing and verbally; maintains respectful interactions with staff.
- Confidentiality & Integrity: Maintains strict confidentiality and demonstrates ethical conduct in all HR functions.
