HR Officer

Principal responsibilities

Human Resources:

1. Establish, implement and monitor fair recruitment and selection policies and procedures that are in accordance with employment legislation, are efficient and meet operational requirements.
2. Manage the recruitment and selection process for all national staff including:

• Liaising with managers to identify requirements;
• Drafting adverts and identifying appropriate media opportunities;
• Advising on appropriate selection methods;
• Ensure staff involved in all aspects of the recruitment process have the necessary skills and training.
• Conducting selection interviews with departmental managers;
• Ensuring correspondence with all candidates is completed;
• Ensuring that appointment letters and contracts are accurate, legally compliant and reflect the operational needs of MAG;
• Coordinating timely and accurate correspondence with successful candidates, appropriate HQ staff and field programme management to ensure speedy deployment (appointment letters, contracts, medicals, references, induction etc.)

1. Prepare monthly payroll and payslips, including accurate calculation of NSSF, Ministry of Finance, scholarship allocations.
2. Liaising with NSSF, Ministry of Labour and Ministry of Finance in regards to Human Resource matters, including preparation of reports for such ministries.
3. Develop and update employment contracts and handbooks to ensure compliance with all relevant legislation.
4. Ensure that pre-employment checks are completed and that all necessary paperwork is received from new staff.
5. Organise HQ induction programmes for all new staff in line with MAG policy.
6. Provide advice to managers on staff management issues including discipline and grievance procedures, staff absence, performance management, etc.
7. Update and maintain the “active list” of all individuals potentially available to work for MAG.
8. Maintain personnel records including absence and holidays and ensure that copies of relevant correspondence are kept on individual personnel files.
9. Draft letters for employees, including probation, salary review, programme move and leaver letters.
10. Update and maintain the leave system and ensure appropriate follow up.
11. Develop and maintain a system for collecting HR management information.
12. Submit attendance sheets to the Finance Manager
13. Provide administrative assistance in the organisation of training including the maintenance of accurate records as required.

Pay Roll

1. Maintain an understanding and knowledge of payroll calculations relating to negotiating bodies, pay grade/rates and statutory deductions in order to enable the accurate calculation and processing of individual payrolls.
2. Process monthly data relating to the creating of salary sheets and any required amendments to these
3. Responsible for the processing of monthly basic salary details and other salary amendments used to calculate salaries and wages.
4. Responsible for reconciling input data to control totals.
5. Responsible for ensuring required paperwork is despatched to the authorised bank by the due date.
6. Respond to/answer enquiries, within prescribed timescales, concerning payroll information from employees, managers and other stakeholders.
7. Assist the Finance Manager in the operation of the payroll function specific to a number of payrolls.
8. Maintaining a knowledge and understanding of the computer payroll system
9. Ensuring personal data is kept up to date and that all starters are commenced and leavers deleted on correct date.
10. Assist with the reconciliation of individual payrolls and control account totals.

General

All MAG staff are expected to undertake the following general duties:

• Work towards achieving departmental business plan objectives.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Keep informed of MAG activities.
• Work as part of a team and liaise with other departments to ensure effective communications across the organisation.
• Ensure familiarity with and adhere to all MAG policies and procedures.
• Contribute to fundraising initiatives where appropriate.
• Ensure confidentiality of information as required by MAG policies and procedures.
• Undertake any other duties appropriate to the post as may be required.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.