Human Resources Specialist

Job Title: Human Resources Coordinator

About this role :

The HR Coordinator plays a pivotal part in supporting the HR department by facilitating various administrative tasks related to employee onboarding, offboarding, and personnel records management. Reporting to the HR Administrator, the coordinator ensures that processes run smoothly and efficiently, contributing to a positive employee experience throughout the employment lifecycle.

This role involves maintaining accurate employee records, preparing necessary documentation, and serving as a point of contact for HR-related inquiries. The ideal candidate will be detail-oriented, organized, and possess strong communication skills, making them an essential part of our team.

Required Skills and Qualifications :

• Experience: A minimum of 4 years in an HR Coordinator or HR Administrator role, with a total of 5-6 years in HR and office administration.
• Education: Bachelor's degree in HR, Business Administration, or a related field.
• HR Knowledge: Strong understanding of general HR principles, staffing trends, and employee relations.
• Technical Skills: Proficient in MS Office applications, particularly Excel and PowerPoint.
• Organizational Skills: Excellent organizational abilities with a knack for prioritizing tasks effectively.
• Communication Skills: Strong verbal and written communication skills, both over the phone and in person.
• Decision-Making: Sound judgment and decision-making skills in HR contexts.

Responsibilities :

HR Responsibilities :

• Employee Onboarding Management : Assist in the onboarding process for new hires by following a predefined onboarding procedure and checklist, including preparation of employment contracts, orientation schedules, and necessary documentation. Ensure a smooth transition for new hires by coordinating with relevant departments (IT, Recruitment, etc.).
• Employee Offboarding Management : Handle all offboarding procedures by following the predefined offboarding procedure and checklist, including planning exit interviews, final documentation, and coordination of benefits. Ensure compliance with company policies and a respectful transition for departing employees.
• Personnel Record Management : Organize and maintain employee records using designated systems. Ensure that all employee records are synchronized and up to date.
• Database Updates : Regularly update and organize internal databases, including those used for tracking HR metrics.
• Reporting : Assist in generating reports on HR metrics, such as turnover rates and onboarding statistics.
• Employee Communication : Serve as a point of contact for employees regarding HR queries related to onboarding, offboarding, and general HR policies.
• Payroll Support : Provide accurate timely payroll input to the Finance department, including employee attendance and leave records.
• Recruitment Support : Assist in recruitment activities as needed.

Administrative Responsibilities :

• In-Country Experts – Payment Management : Validate service deliverables, obtain approvals, and coordinate payments with Finance. Maintain and manage records to track tasks, approvals, and progress.
• External Service Providers Management : Maintain a database of approved suppliers and service providers, oversee procurement activities, and ensure timely invoice processing and payment approvals with Finance.
• Document & Records Management : Manage company documents and records in line with established guidelines, ensuring compliance with company policies, version control, and SOP issuance procedures.
• Meeting Coordination : Schedule and prepare meetings, manage agendas, record meeting minutes, and ensure timely distribution and follow-up on agreed actions.
• Audit & Compliance Management : Ensure all administrative records and processes comply with company policies and regulatory requirements; prepare and maintain documentation for audit readiness; coordinate and support audits related to administrative activities.
• Client Agreement Management : Maintain client agreements, monitor renewal timelines, track compliance, and ensure proper documentation and approvals.