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Performance Objectives

• Staff Recruitment & Contract Management (30%)

• Staff Orientation & Onboarding (20%)

• Staff Records Management and Filing (30%)

• Employee Benefits Administration & HR Logistics and Events(20%)

• Staff Recruitment & Contract Management

• Respond to requests for manpower needs to close capacity gaps, and guide the hiring department on the most efficient way to close the gap.

• Follow up with managers for Employee Request Form (ERF) and internal JDs for new recruitment, and provide guidance where necessary. Regularly update the job descriptions folder for all staff positions on google drive

• Prepare the candidate profiles for new recruitments and update all tabs of the master recruitment document including interview questions, panelists etc.

• Sourcing for candidates through the most efficient and cost effective approach that may involve newspaper advert, sourcing through networks & other 21st century approaches of sourcing.

• Manage the recruitment portals - that’s greenhouse, and the recruitment email account to ensure new applications are read and responded to, and build a database of potential candidates for future roles.

• Ensure candidates have a great experience during the whole recruitment exercise.

• Conduct reference checks; prepare a summary report of interviews held and share with all relevant stakeholders including but not limited to the HR Manager, the hiring team and Country Director.

• Make offers to successful candidates and collect all relevant documents at time of recruitment of new staff before their first date of work.

• Prepare contracts for all new staff, staff in new positions and contract addendum for staff contract changes and ensure timely signing of contracts.

• Ensure that probationary clauses in the new staff contracts are duly signed after the probationary period.

• Staff Orientation & Onboarding

• Orientation schedule for new staff is ready and shared with respective department heads and new staff before the start day of work

• All HR department orientation sessions/materials are up to date, and accessible to the HR Team and orientation facilitators..

• All presentations used for orientation are in one folder on the drive, and relevant ones are shared with the new staff after their sessions

• All scheduled orientation sessions are conducted and make ups are done within two (2) weeks, and orientation trackers filed after completion of the program.

• Collect feedback, prepare and share a report with the HR Manager and respective department managers upon completion of every orientation program.

• At least three (3) on-boarding check-ins are done within the first 6 months to learn how new staff are transitioning in and provide the necessary support needed.

• Work with the Admin/Procurement Contact person to ensure new staff have their tools of work including but not limited to airtime, internet data and laptop ready by their first day of work.

• Create work email accounts for new staff, add them to the relevant mailing lists; and regularly update the individual and group email accounts as and when a staff member's status or department/roles change.

• Email accounts are suspended on the last day of work unless otherwise requested by the supervisor of the exiting employee.

• Child Protection Policy (CPP), Sexual Harassment Policy (SHP) and Ethics guide consent forms have been signed by all staff, and where relevant mentors.

• Staff Records Management and Filing

• Digital/online staff files are up-to-date with all relevant & fully signed (where necessary) documents including but not limited to contracts, addendums, leave forms, disciplinary records, academic documents, promotional scorecards, Employee Request Forms (ERF) etc.

• Regularly conduct an audit of staff files to ensure their completeness

• Leave tracker is up to date and accessible by all Managers; and all staff are informed about their leave days status.

• In collaboration with supervisors, support staff exiting staff to ensure a fully signed handover checklist before their last day of work. Ensure filing of resignation notices and handover checklist.

• Update staff master staff list as and when there are staff changes including but not limited to exits, new joiners, position changes etc

• Employee Benefits Administration & HR Logistics and Events

• In liaison with the service provider, process work permits and/or special passes for expat staff in a timely manner.

• Team building and all staff events are well coordinated, that is timely communication and coordination of logistics needed for the event. Events include but are not limited to MMMMs, mid year retreat, department dinners and end of year party.

• Create awareness of Educate! benefits to all staff on a regular basis.

• Renewal of Medical Insurance & GPA policy covers with preferred providers annually & update the medical insurance list and GPA list with drops and new staff or mentors as and when they happen.

• Maintain contact between the medical insurance provider, GPA service provider and Educate! to solve queries, ensure staff have medical cards and all staff/mentors are covered on GPA at all times.

• Support staff in accessing or applying for staff benefits like salary advances, bereavement support, scholarship support etc.

• Coordinate the cultural tenets awards nominations for all Educate! staff

• Communicate in a timely manner announcements related to new staff, bereavement, newborn babies to E! Staff, etc.

• Schedule, coordinate celebration of staff birthdays, department dinners and in office and in the field on a termly basis.

• Lead and mobilise support when staff celebrate weddings, introductions and any other such social events.

• HR department liaison point in supporting the implementation of a mother friendly work environment in light of the E! gender related policies.

• Communicate to GPA service provider any reports of staff/mentor accidents, support staff in processing their claims from service provider.

• All staff are on the CUG service, have airtime and internet data to facilitate their work.