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JOB PURPOSE

The Human Resources role is responsible for administering and coordinating all aspects of the Company’s human resource policies, procedures, and functions. The position provides support and guidance to management on industrial relations and labour matters, including retrenchment processes, grievance hearings, and disciplinary cases.

The role is also responsible for ensuring the effective administration and performance of key human resource functions, including recruitment, interviewing, hiring, employee records, performance management, training, employee engagement, benefits administration, payroll, and statutory compliance.

The position will ensure that Human Resources activities are carried out consistently with established Company policies, procedures, and applicable legal and regulatory requirements. It will also provide advice and support to management and employees on human resource matters while ensuring that the Company maintains effective employee relations and professional standards.

KEY DUTIES & RESPONSIBILITIES

1. Human Resource Strategy and Policy

• Plan, develop, and implement effective human resource strategies, policies, and procedures that support the Company’s established goals and objectives.

• Ensure that HR strategies and policies remain aligned with Company-wide objectives and requirements.

• Monitor compliance with approved human resource policies and procedures.

• Review and update HR policies where necessary to ensure continued compliance with employment legislation and applicable requirements.

• Ensure that updated policies and procedures are communicated effectively to both management and employees.

• Provide advice and interpretation to management and employees on the application of HR policies and their relationship to individual employee matters and Company objectives.

2. Industrial Relations and Employee Relations

• Provide industrial relations and labour consulting support to management.

• Handle and provide support during retrenchment processes, grievance hearings, and disciplinary hearing cases.

• Represent the Company in matters involving labour attorneys where required.

• Maintain professional working relationships with employees, management, professional HR organisations, HR professionals, vendors, and suppliers.

• Ensure that employee questions, concerns, and HR-related matters are addressed promptly, professionally, and courteously.

• Conduct exit interviews for employees leaving the organisation and maintain relevant information from these processes.

3. Performance Management and Job Descriptions

• Facilitate and coordinate the Company’s performance appraisal processes.

• Ensure that employees have clearly defined Key Performance Indicators (KPIs) that are reviewed annually.

• Oversee the development, classification, and updating of job descriptions.

• Identify areas of concern and development requirements arising from employee performance appraisals.

• Compile training and development needs identified through performance appraisal processes.

• Assist with the preparation and delivery of relevant training and employee education based on identified needs.

4. Training, Development and Employee Induction

• Identify and assess employee training and development requirements.

• Source appropriate and relevant training opportunities based on identified employee and organisational needs.

• Source and vet suitable training providers.

• Support the planning and delivery of employee training and education.

• Coordinate the induction and onboarding of new employees.

• Maintain awareness of relevant industry trends and developments within the human resources field to support appropriate employee development and HR practices.

5. Recruitment and Personnel Administration

• Implement and manage an effective recruitment programme.

• Coordinate recruitment activities, including interviewing and hiring.

• Oversee job classification and ensure that job descriptions remain current and appropriate.

• Ensure that recruitment, interviewing, hiring, promotions, terminations, recordkeeping, and other HR functions are carried out in accordance with Company policies and applicable legal requirements.

• Maintain accurate and up-to-date personnel information.

• Ensure that relevant employee information is provided to other departments and government organisations when required.

• Ensure that external document submissions are accurate, complete, and submitted within the required timelines.

• Maintain appropriate personnel records and ensure that HR documentation is properly managed.

6. Leave and Attendance Management

• Administer employee leave management by validating leave balances and monitoring leave utilisation.

• Identify and address leave over-accruals and other discrepancies.

• Provide monthly leave information for payroll and compliance purposes.

• Monitor adherence to employee reporting and working-hour requirements.

• Follow up on employee reporting and leaving times to ensure compliance with established requirements.

7. Employee Engagement and Company Activities

• Conduct random visits to various satellite offices to monitor compliance and support stronger relationships across the organisation.

• Use these visits to encourage employee engagement, collaboration, and synergies between teams and locations.

• Plan and coordinate Company events, including team-building sessions, end-of-year functions, staff socials, birthday celebrations, and other ad hoc employee engagement activities.

• Prepare budgets for Company events and activities.

• Source appropriate vendors and service providers.

• Negotiate contracts and arrangements with relevant vendors and suppliers.

8. Employee Medical Insurance and Benefits

• Manage the Company’s employee medical insurance programmes and related administration.

• Act as the primary liaison between employees and insurance providers.

• Ensure that employees receive timely assistance and accurate information relating to medical coverage, claims, enrolments, and renewals.

• Assist with the procurement of medical insurance providers.

• Administer the medical insurance scheme and coordinate related employee requirements.

• Ensure that employee benefits and related questions are addressed promptly and professionally.

• Support the administration of pension and provident fund deductions and other applicable employee benefit arrangements.

9. Communication and Management Support

• Establish and maintain effective communication and coordination with Company personnel and management.

• Provide assistance and support to employees and management on HR-related matters as required.

• Ensure that employee payroll, benefits, and personnel-related questions are resolved promptly and courteously.

• Keep management appropriately informed about HR activities, developments, and significant issues.

• Prepare and complete relevant HR reports accurately and within required timelines.

• Attend meetings as required.

• Maintain the Company’s professional reputation in all dealings with employees, management, external professionals, vendors, suppliers, and other stakeholders.

10. Statutory and Regulatory Compliance

• Monitor compliance with applicable human resource laws, regulations, and employment requirements.

• Ensure that HR functions are performed in accordance with established Company policies and applicable legal requirements.

• Oversee compliance with relevant employment legislation.

• Apply for and maintain statutory compliance certificates, including NSSF and SHIF.

• Ensure that required external submissions and statutory documentation are accurate and submitted on time.

• Stay informed of developments and changes in employment legislation and HR requirements to support continued compliance.

11. Payroll Administration

• Manage and oversee the effective performance of payroll functions.

• Set up new employees in the payroll system and process employee terminations and exits.

• Receive and capture employee information into the payroll system and verify entries for accuracy.

• Ensure that employee pay is processed accurately and within the required timelines.

• Capture and verify information relating to hours worked, leave, personal leave, and travel claims.

• Review payroll reports and compare information against supporting documentation to confirm accuracy.

• Process deduction registers relating to pensions, garnishments, and attachments.

• Process direct deposit information, including employee names, identification numbers, and bank details.

• Process medical aid and pension or provident fund deductions.

• Ensure payroll activities comply with established Company policies, procedures, and applicable regulations.

• Complete payroll reports, paperwork, and related documentation accurately and on time.

12. Payroll Reporting and Records

• Complete employment verification forms and provide wage information to financial institutions when requested.

• Sign and submit relevant employment verification documentation as required.

• Complete unemployment reports, including wage information, dates of employment, termination dates, and reasons for termination.

• Process and print year-end payroll forms.

• Correct, reprint, and resend payroll forms where necessary.

• Complete miscellaneous payroll and accounting reports and documentation as requested.

• Maintain accurate payroll records and supporting documentation.

13. Professional Development and Additional Responsibilities

• Remain informed about trends, developments, and changes within the human resources profession.

• Attend relevant seminars, professional conferences, and other HR-related activities.

• Complete special projects and other assignments as required.

• Perform related duties and responsibilities as assigned.

• Ensure that the work area is clean, secure, organised, and properly maintained.

EDUCATIONAL QUALIFICATIONS & EXPERIENCE

14. Education

• Bachelor’s Degree in Human Resource Management or a related field.

• Postgraduate Diploma in Human Resource Management.

• Membership with the Institute of Human Resource Management (IHRM).

• CHRP certification.

15. Experience

• Three to five years of progressive experience in human resource positions.

• Previous supervisory experience is required.

16. Knowledge

• Sound knowledge of human resource laws and applicable regulations.

• Good understanding of compensation and benefits policies and programmes.

• Knowledge of HR systems and databases.

17. Skills and Abilities

• Strong analytical and problem-solving skills.

• Excellent written and oral communication abilities.

• Strong interpersonal and supervisory skills.

• Ability to communicate professionally and effectively with employees, management, external professionals, vendors, and other stakeholders.

• Practical knowledge and understanding of HR systems and databases.

Application

Go to Flexi-Personnel on ats.flexi-personnel.com to apply