Job Vacancy at Marie Stopes – HR Officer

Reference: # HRO19072021
Contract Type: Contract
Location: Freetown, Western - Urban, Sierra Leone
Duration: 12 Months

Introduction

Marie Stopes International (MSI) is a global social business providing personalized, high quality, affordable contraception and safe abortion services to women and girls. MSI has 13,000 team members working in 37 countries to deliver our mission: children by choice, not chance. Marie Stopes Sierra Leone (MSSL) is a founding member of the MSI Partnership, operating in Sierra Leone for 30 years and becoming the largest non-governmental provider of family planning (FP) and sexual & reproductive health (SRH) services in the country. MSSL delivers services in every district of Sierra Leone through its outreach, centres /clinics and social marketing channels.

Job Functions

Human Resources, Payroll, Recruitment, Training

Industries

Human Resources,Ngo / Non-Profit

Specification

Employee Recruitment
•Obtain required approvals before vacancies are advertised both internally and externally in consultation with HR Manager
•Participate in carrying out initial shortlist of candidates to presented to HRM and line Managers
•In conjunction with the HR Manager, determine the composition of the hiring committee, prepare interview packs and distribute them before interviews
•Participate in interviews when requested and document interview results
•Carry out reference checks on successful candidates before job offer is made
•Maintain record of job applicants in the HRMIS
•Prepare employment contracts for new employees

Employee Recruitment
•Obtain required approvals before vacancies are advertised both internally and externally in consultation with HR Manager
•Participate in carrying out initial shortlist of candidates to presented to HRM and line Managers
•In conjunction with the HR Manager, determine the composition of the hiring committee, prepare interview packs and distribute them before interviews
•Participate in interviews when requested and document interview results
•Carry out reference checks on successful candidates before job offer is made
•Maintain record of job applicants in the HRMIS
•Prepare employment contracts for new employees
Employee On boarding
•In conjunction with the line managers, develop role specific induction programs for new staff
•Communicate induction program to all concerned managers at least 1 week before the new staff reports for duty, effectively implement the agreed orientation program and ensure proper documentation of the process and copies filled in employee personnel file.

Employee Exit
•Conduct a smooth exit process and ensure that exiting staff complete the available documentation and all MSSL property is returned before the last day of work.
•Conduct exit interviews when requested
•Ensure that exiting staff are deactivated from the HRMIS and ICT Infrastructure

Salary Administration
•Prepare payroll before the 20th of each month and work with the Finance department with regards payroll additions and other changes;
•Gather and forward supporting documentation to Finance department relevant for payroll.
•Ensure that staff receive pay-slips soon after salary payments are effected.
•Assist staff understand statutory deductions presented on their payslips
•Pursue pay and benefits queries posed by staff.
•Collect and reconcile timesheets each month.
•Draft and prepare documentation to staff in regards to any changes in salary e.g bonus allocations.
•Whenever requested, participate in the annual salary survey process.

Benefits Administration
•Ensure all staff have NASSIT numbers on file and facilitate those who do
not have NASSIT numbers to register (capture new NASSIT number)
•Laise with insurance companies in regards to Medical covers ensuring that they maintain an up to date record of all active MSSL Staff.
•Guide staff in accessing medical insurance and completing claims in case of accidents. Ensure follow up of insurance claims as and when necessary.
•Initiate and follows up death benefit claims for deceased staff or dependants as soon as the relevant information is received and confirmed and maintain an up to date record of these claims.
•Support collection of all documentation required for health insurance renewals and alert manager of renewal cycle and needs of all.
•Manage Medical excesses incurred by staff and ensure excesses are paid to the insurance company.

Learning and Development
•Coordinate the Tim Black Learning & Development Foundation Scholarship Application Process, shortlisting, preparing study agreement to awardees and preparing payments.
•Coordinate training events by maintaining contacts with service providers, arrange training venues and general facilitation.
•Document and file all training reports and attendance registers while monitoring them against approved plans.
•Capture all completed trainings into the HRMIS database and training reports produced quarterly.

Staff Welfare
•Liaise with admin and ICT to ensure staff are provided with all work resources to execute their tasks eg computers and phones
•Provide uniforms, name tags, IDs and medical cards to staff and ensure that they are in good condition / updated at all times.
•Faciliate the quarterly staff meetings at support office with logistical support and ensure that minutes are taken and filed
•participate in arranging all staff teambuilding events, retreats, celebrations, functions ......etc
•Administratively support the MSSL Staff Loan Scheme and effecting payroll deductions within the payroll.
Employee Records
•Ensure that staff personnel files are current and complete and that all information is reflected in the HRMIS.
•Ensure that staff contracts are renewed at least 4 weeks before expiry
•Ensure that all academic documentation on file is verified and up to date
•Provide a monthly HR Reports that include; leavers and joiners with reasons for exit and joining, temporary staff expenditure

Leave plans and records
•Ensure that all staff have annual leave plans within the HRMIS
•Ensure that all leave taken is appropriately reflected within the HRMIS and corresponds with temporary staff requests
•Work with Finance department to reconcile leave compensation entitlements upon exit of the staff

Performance Management
•Guide line managers and staff in executing the appraisal process, ensuring that is completed on time – before end of March each year.
•Ensure that probationary reviews are completed atleast a week after probation expiry and that appropriate action is taken on time ie confirmation in position, probation extention and/or termination.
•Ensure that all Performance Improvement plans as a result of poor performance are completed and followed through to rectify performance
•Provide an accurate and up to date performance review report within Q1 of each year.
Employee Labour Relations
•Maintain an accurate log of all employee grievances and disciplinary cases placing all disciplinary reports on both general and personnel files.
•Monitors issues of individual or collective staff concerns such as remuneration, entitlements, welfare, complaints and grievance related problems, make appropriate recommendations and advise, counsel affected staff accordingly or proactively bring this to the attention of HRM.

Requirements

Relevant degree or experience in HR administration or related field
Excellent written and oral English communication skills
More than one Sierra Leonean language desirable
Demonstrated experience in HR support in a busy organisation with staff based in multiple locations
Basic understanding of National legal requirements relating to HR, including labour laws and administrative law.
Knowledge of or ability to learn and adapt to the organizational policies, systems and procedures
Ability to work with little or no supervision
Sense of fairness and equity in handling HR issues
Absolute discretion and a high sense of confidentiality
A team player with good interpersonal and communication skills

Job Closing Date

02/08/2021

 

How to Apply

Qualified and interested individuals should click on the button below to apply.

 

 

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