Human Resource Officer

Job Purpose

To provide functional and/or technical support and implement operational plans to enhance the organisationâs performance through our people.

Key Responsibilities and Accountabilities
HR Administration:

Proactively advise all staff on Oxfam HR policies, conditions of employment, staff handbook and local labour code and ensure proper application. Maintain data quality in the HRMIS database (SuccessFactors). Ensure that staff personnel files (manual and electronic) are complete, updated, well maintained and stored securely in accordance with agreed practice and filing checklist. Establish regular and documented data quality auditing processes ensuring correct information and efficient filing of all HR documents. Work with the staff responsible for Admin within the Logistics unit to ensure that international staff have valid work permits and visas. Monitor dates relating to Probationary Periods, Performance Reviews, and End of Contract; communicating to the appropriate persons as needed. Maintain and regularly update staff and managers on Annual Leave days, sickness absence and others, to ensure adequate administration of leave ensuring staff maintain accurate records and high accruals of leave not taken is avoided. Streamline staff medical processes and entitlements, liaise with the HMO and other medical service providers. Facilitate the process of generating ID cards staff. Assist the country programme in collecting data for the annual pay review. Assist the HR Manager in monthly and or quarterly HR reporting. Communicate and maintain good relationships with relevant government and non-government agencies as requested by the HR Manager and or the Country Director

Recruitment:

Provide support throughout the recruitment process, dealing with any correspondence, assisting managers in longlisting, facilitate the preparation of interview questionnaires, take part in interviews and administering tests where necessary. Develop job adverts that are attractive to potential candidates and ensure that jobs are posted on effective advertising platforms ( Oxfam web site, various jobs website or local newspapers). Ensure Oxfam procedures are followed and that managers are trained and guided on Oxfam recruitment and selection procedures. Ensure that reference checks are done and in line with Oxfam guidelines on referencing, maintain recruitment file ensuring that all documents throughout the process are maintained. Prepare the welcome and induction package for incoming staff ensuring these are kept relevant and up to date through liaising with senior management team members. Ensure that all new staff have proper induction on Oxfam in general, HR topics, programme and job-related topic.

Contract Management & Payroll:

Ensure that staff have contracts before they start working, and that all related paperwork is complete.  Prepare payroll in a timely and efficient manner, collate all information relating to the monthly payroll for national staff contract, business case, amendment of contract, salary changes etc., ensuring that the correct staff details are inputted and all staff on the payroll have valid contracts. Inform managers about end of probation dates and end of contract dates in line with contract terms and notice periods. Support exit processes when a member of staff leaves Oxfam, work with the staff and their managers to facilitate completion of all required documents including conducting Exit interviews. Ensure clearance is processed and final payment have been arranged with the Finance team and that the personnel file is closed.

Staff welfare, Health, and Safety:

Ensure procedures for medical care and hospitalization are known to staff. Provide information to staff on minimum health and safety requirements so that they may be adhered to Ensure that all staff understand Oxfam health and safety policy. Evaluate health and safety conditions in the country and field offices and ensure that these comply with Oxfam standards. Work with Logistics and Admin to conduct periodic health and safety checks on Oxfam premises, including checking that first aid kits are available in offices and Oxfam vehicles and are accessible to all staff.

Performance Management and Staff Development:

Provide information on performance management processes to managers and staff. Follow up with managers on all aspects of the performance management cycle: setting objectives, giving feedback, addressing poor performance, interim review, and annual review. In collaboration with the HR manager, support managers in formulating training needs for groups and individuals and support in organizing training (within budget limits).

Technical Skills, Experience & Knowledge
Essential:

Relevant university degree in Human Resource, Administration, Management and at least three yearsâ relevant work experience preferably with an INGO. Good understanding of country labour laws. Strong organizational skills and ability to work on deadlines. Excellent communication skills and ability to relate to people of all backgrounds. Diplomacy and excellent interpersonal skills together with the capacity to remain calm under pressure. Excellent written and spoken English. High personal integrity and ability to keep absolute confidentiality. Sensitivity to Oxfam values including gender, safeguarding, and diversity issues. Computer literate, including MS Word, Excel, and Power Point. Understanding of and commitment to Oxfamâs aims and objectives.

Desirable:

Knowledge of computing Annual salary and Benefits Knowledge of Human Resources policies and Labour Laws is desirable. Effective use of HR procedures to assist in the achievement of objectives. Ability and willingness to travel at short notice and often in difficult circumstances.

Key Behavioural Competencies

Competencies

Description

Decisiveness

We are comfortable with making transparent decisions and with adapting decision-making modes to the context and needs.

Influencing

We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organization. We spot opportunities to influence effectively and where there are no opportunities, we have the ability to create them in a respectful and impactful manner.

Humility

We put âweâ before âmeâ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with and trust and value the knowledge and expertise of others across all levels of the organization.

Relationship Building

We understand the importance of building relationships, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization.

Listening

We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear and consider different preferences.

Mutual Accountability

We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held accountable for what we do and how we behave, as we are also holding others to account in a consistent manner.

Agility, Complexity, and Ambiguity

We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways.

Systems Thinking

We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking, we are aware of and manage unintended consequences of organizational decisions and actions.

Strategic Thinking and Judgment

We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.

Vision Setting

We have the ability to identify and lead visionary initiatives that are beneficial for our organization, and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders.

Self-Awareness

We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviours to control and channel our impulses for good purposes.

Enabling

We all work to effectively empower and enable others to deliver the organizational goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust, and we provide appropriate support.

This job description is not incorporated in the employment contract. It is intended as a guide and should not be viewed as an inflexible specification as it may be changed from time to time in the light of strategic developments and following discussion with the post holder.

Application Close Date: October 23, 2023