JOB DETAILS:
JOB SUMMARY:
The HR Officer will support the SITES project by managing various HR functions to ensure smooth and efficient HR operations. This role is focused on recruitment, time and attendance management, performance management, consultant management, PEPFAR HRH inventory reporting, employee relations, HR policy and compliance, and HR records management. The HR Officer will also play a key role in supporting the development and implementation of HR initiatives, policies, and processes while managing the employee life cycle.

KEY RESPONSIBILITIES:
Recruitment:
• Lead recruitment efforts for the SITES project, including drafting job descriptions, posting job advertisements, screening applications, conducting interviews, and onboarding new hires.
• Manage the recruitment pipeline, ensuring timely and efficient hiring processes to meet project needs.

• Collaborate with hiring managers to understand staffing needs and provide guidance on recruitment best practices.

Time & Attendance Management:
• Monitor and manage employee time and attendance, including tracking leave, reviewing timecards, and ensuring accurate and timely reporting.
• Implement and maintain timekeeping systems (leave tracker) to ensure compliance with organizational policies and local labor laws.

• Address and resolve any time and attendance discrepancies in collaboration with relevant departments.

Performance Management:
• Support the performance management process, including coordinating performance reviews, providing guidance on setting performance goals, and tracking progress.
• Ensure that performance management processes align with project goals and organizational standards.

Consultant Management:
• Oversee the management of consultants, including contract administration, tracking deployments, and maintaining an up-to-date consultant tracker.
• Coordinate with project managers to ensure consultants are effectively deployed and their performance is monitored.

• Ensure compliance with contractual obligations and organizational policies for consultant management.

PEPFAR HRH Inventory Reporting:
• Coordinate and compile PEPFAR HRH (Human Resources for Health) inventory reports, ensuring accuracy and timely submission.
• Liaise with relevant stakeholders to gather necessary data and ensure compliance with reporting requirements.

• Maintain comprehensive records and documentation to support PEPFAR HRH reporting.

Employee Relations:
• Serve as the first point of contact for employee relations issues, providing guidance and support to resolve conflicts and address employee concerns.
• Ensure that employee relations practices align with organizational policies and legal requirements.
• Foster a positive work environment and promote a culture of open communication and collaboration.

HR Policy & Compliance:
• Support the development, implementation, and enforcement of HR policies and procedures to ensure compliance with local labor laws and organizational standards.
• Provide guidance and support to staff on HR policies and compliance-related issues.

HR Records Management:
• Maintain accurate and up-to-date HR records, including employee files, contracts, performance reviews, and timekeeping records.
• Ensure the confidentiality and security of all HR records in accordance with organizational policies and data protection regulations.
• Support the development and implementation of digital HR record-keeping systems.

Support HR Initiatives & Processes:
• Assist in the development and implementation of HR initiatives, including employee engagement programs, training and development initiatives, and organizational development projects.
• Provide support in the design and execution of HR processes that enhance the employee experience and align with project objectives.

QUALIFICATIONS:
Education:
• Bachelor’s degree in human resources management, Industrial/Organizational Psychology, or a related field.

Experience:
• At least 3-5 years of experience in HR operations management, with a focus on recruitment, performance management, and HR policy compliance. Experience in a project-based environment, particularly in USG programming, is preferred.

Knowledge, Skills & Abilities:
• Sound knowledge of HR concepts and principles with a broad knowledge of best practices, techniques, and processes.
• Knowledge of USAID/USG rules and regulations.
• Very good communication skills with the ability to listen, persuade, influence, and adapt communication style to different situations and individuals.
• Ability to lead, coach and motivate a small team.
• Ability to work independently under minimum guidance.
• Flexibility, adaptability, and resilience in a changing and/or difficult environment.
• Ability to establish priorities, and to plan, coordinate and monitor own work plan
• Ability to be result-oriented, to understand clients’ needs and identify appropriate solutions.
• Ability to explain the rationale for human resources decisions and to gain consensus from different stakeholders.
• Ability to draft clear and concise reports or rationale for human resources decisions.