JOB DESCRIPTION

SCOPE OF ROLE:

Reports to: Director of HR

Staff reporting to this post: None

KEY AREAS OF ACCOUNTABILITY:

Recruitments (From Low level positions to Coordinator)

• Sorting of job applications (Hard and Soft copies)
• Contacting shortlisted candidates and preparing interview schedules
• Support in initial screening and longlisting as requested
• Sitting in interviews for interns and Assistants as required
• Supporting in reference checks
• Vetting for all new staff, Consultants, Casuals and Volunteers
• Filing of recruitment documents and ensuring staff files and recruitment files are complete

Staff Induction

• Assist in orientation and induction by scheduling and printing materials
• Ensure that new staff receive induction pack and understand its contents
• Ensuring all new staff receive full induction by all departments and provide a fully signed copy of the induction
• Ensuring that staff have signed all the mandatory policies and this is filed in their personal files
• Orientation of new staff to the office environment
• Keeping an updated tracker of staff induction

Filing and documentation

• Filing of all general HR related correspondence
• Work with the HR officer to ensure all personnel files are up to date.
• Identify the gaps in the personal files and collect all missing documents from staff
• Provide files for audit purpose when need be

Invoices 

• Preparation of Request for payments for various invoices

Following up with finance to ensure the invoices are settled

HRIS & Effort Reporting Support

• Support Admin Coordinator on maintenance and usage of the HRIS system. Specifically: supporting users; driving data quality; liaising with the IT department on technical issues; and identifying practical solutions and workarounds to keep the system running efficiently and meeting SCI core needs.
• With the support of Admin Coordinator run reports and provide data to enable informed HR and business decision-making.
• Support Admin Coordinator with Effort Reporting on monthly timesheet submission and transfer of timesheet to Finance
• Support to Admin as and when needed

EXPERIENCE AND SKILLS

Essential:

• Previous experience of working in a HR administrative role, including the administration of recruitment and Onboarding processes is required.
• Excellent computer skills especially in MS Excel spreadsheets and MS Word
• High level of integrity/confidentiality and ability to work as part of a professional team
• Proven ability to handle challenging workload
• Cross-cultural experience, understanding and sensitivity
• Commitment to Save the Children values.

 

Desireable:

• Excellent communication skills

Excellent interpersonal and written and oral communication skills

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

QUALIFICATIONS 

• University degree or Higher Diploma in HR or Business administration

Perform any other related tasks as may be assigned to them SAFEGUARDING:

Level 3:  The post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

Anti-Fraud and Integrity Commitment: 

The organization maintains a zero-tolerance policy toward fraud, corruption, and unethical behavior. All staff are expected to uphold the highest standards of integrity and accountability, comply with internal policies and procedures, and report any suspected misconduct through the appropriate channels.

BEHAVIOURS (Values in Practice)

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

Equal Opportunities 

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Please note: The organization does not charge any fees at any stage of the recruitment process (application, interview, offer, or onboarding). Any request for payment should be reported immediately.