HR Officer-HRIS & Documentation

JOB TITLE:                        

REPORTS TO:                      Manager, HR Division

DEPARTMENT:                    HC Department

1. JOB SUMMARY

The HR Officer-HRIS & Documentation is responsible for performing various human resources activities, which include staff file & records management, staff benefit management, staff loan management, staff annual leave management, and provide various employee services.

1. SPECIFIC DUTIES AND RESPONSIBILITIES 

• Plans, organizes and directs the staff information, records and documentation related activities of the Institution;

• Contribute in the development of  proposal for change or improvement on staff information, records, documentation, staff loan processing, employee benefits management process, career path management process and other personnel related policies and procedures;

• Implements policies and procedures governing staff annual leave management, staff attendance management, resignations, end term benefits management, records management and other personnel matters;

• Prepares and issues letter of acceptance whenever staff submit resignation application; 

• Handles activities related to staff contract terminations, clearances and issuing certificate of employments;

• Prepares and issues letter for career path, branch grading, and area grading after getting approvals and recommendations; 

• Updates all staff information in to the system and/or excel sheet and report monthly bases;

• Handles and manages active personnel files and dead files properly 

• Handles the daily attendance and punctuality of staff at Head Office, collect monthly attendance from Area Offices, and send its summary to Finance for payroll processing

• Collects and updates all staff unused annual leave and report monthly basis 

• Compiles and submits monthly report on staff hiring, resignation, transfer, and promotion 

• Handles various staff requests including staff loan, emergency staff loan, PF loan, etc. and avail any related staff information upon request;

• Maintains up-to-date and reliable human resources statistical information (on excel sheet, hard copy and on HRMS system);

• Administers & updates personnel records are periodically; controls and keeps personnel files and records;

• Administers and monthly report updated list of staff to facility management team for insurance purpose;

• Administers, updates, and checks staff dependents list for medical benefits reimbursement;

• Prepares and submits updated VF MFI staff list as well as prepares report on staff promotion, transfer and resignation/ termination on monthly bases.

• Prepares the staff retirement and staff Welfare programs

• Performs other related duties as assigned by the supervisor. 

1. MINIMUM QUALIFICATIONS

   1. EDUCATION/TRAINING 

2. BA Degree in HR Management, Management, Public Administration, Human resource & Organizational Development or related fields of study. 

1. EXPERIENCE:

2. A minimum of 4 years of relevant work experience, out of which 2 years in staff records management/HRIS.

1. TECHNICAL AND OTHER SKILLS

2. Integrated knowledge and understanding of human resources concepts, practices, systems, and procedures; 
3. Ability to interact and deal with people;
4. Excellent planning, organizational, analytical and decision making skills;
5. Firm belief in teamwork and gender equality;
6. Basic computer skills;

7. Excellent written and oral communication skills. 

   1. WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED

1. Office environment typical office based but field travel may be required.

1. Terms of Employment: Permanent

2. Salary: As per the Institution salary scale

3. Closing Date: February 26, 2025

How To Apply

1. How to Apply

Candidates who fulfil the above requirements can submit the application letter, updated curriculum vitae with names and addresses of up to 3 references can apply online VFE_vacancy@wvi.org       

Women applicants are highly encouraged to apply!