HUMAN RESOURCE ADMINISTRATOR

Reporting to the Director, Human Resource Management & Development, the Human Resource Administrator provides administrative, records, systems, and operational support in the implementation of the human resource management functions of the Office of His Excellency the Governor-General & Staff.

The incumbent supports the coordination and execution of assigned human resources activities across designated Divisions and Units to support the efficient use of the Office’s human resources capabilities and the effective delivery of HR services. These activities include recruitment and selection administration, orientation and induction coordination, performance management documentation, employee records management, leave and benefits processing, staff list and service record maintenance, HR information systems support, Bamboo HR coordination, training logistics, staff separation documentation, and general HR reporting and compliance with applicable laws, policies, procedures, Standing Orders, and regulations.

The Human Resource Administrator Officer supports the Director and the Human Resource Management & Development Unit by ensuring that human resource records, transactions, systems, documentation, and administrative processes are accurate, timely, secure, and properly maintained. The incumbent contributes to “A culture of excellence through People, Performance and Partnerships” by their professionalism, confidentiality, sound judgment, accountability, and service-oriented support to managers, supervisors, and staff.

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KEY OUTPUTS

• Human Resources policies, procedures, manuals, forms, and templates are maintained and accessible;
• Performance management documentation coordinated and maintained;
• Disciplinary and grievance case administration supported;
• Manpower planning and staffing data compiled;
• Recruitment and selection exercises supported and coordinated;
• Human Resource Information Systems coordinated and maintained:
• Bamboo HR support, training, and adoption coordinated and delivered;
• Stakeholder partnerships coordinated;
• Human Resources data security and privacy managed;
• Compensation, benefits, leave, and remuneration-related actions processed;
• Orientation, induction and reorientation activities coordinated;
• Training needs data collated and learning and development initiatives and logistics supported;
• Leave administration coordinated;
• Employee service records, staff lists, and establishment records maintained.
• HR information systems maintained;
• Staff separation and retirement-related documentation processed;
• Succession Planning data and support activities coordinated;
• HR reports, statistical summaries, letters, memoranda, minutes and correspondence prepared;
• Attendance, absenteeism, and related HR data compiled
• Staff welfare and employee support arrangements coordinated.
• Strategic and Operations Plan development and activities supported and;
• Human Resources related reports produced;
• Individual work Plans developed and implemented.

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KEY RESPONSIBILITIES

Technical/Professional Responsibilities

• Coordinates and maintains up-to-date human resource policies, procedure manuals, desk instructions, forms, templates, and related HRM&D for ease of access for employees and provides guidance and interpretation to employees;
• Provides first-level guidance and clarification to employees on human resource procedures, documentation requirements, benefits, leave matters, and related policies, and refers complex issues to the appropriate officer.
• Coordinates and maintains the Unit’s internal HR information systems, including Bamboo HR and related systems, and supports their effective utilisation across the organisation.
• Coordinates performance management documentation by collating appraisal submissions, monitoring timelines, maintaining records, and preparing related reports.
• Supports the review, update, and implementation of human resource policies, procedures, manuals, desk instructions, and related systems to reflect the Office’s standards and operational needs;
• Coordinates systems and procedures that governing the creation, updating, storage, retrieval, and confidentiality of employee service records, personal files, and other human resource records;
• Prepares, updates, and maintains official staff lists, service records, post-related records, and other establishment information, including approved positions, reclassified or retitled posts, salary adjustments, staff movements, resignations, and other separations.;
• Partners with Information and Communication Technology Unit and other relevant stakeholders to support the installation, modification, maintenance, and effective use of Bamboo HR and related applications.;
• Coordinates Bamboo HR training for new and existing staff, provides user support, and monitors training adoption and system utilisation.
• Provides excellent customer services and first level support to internal and external customers to the Unit;
• Maintains accurate, current, secure, and properly organised manual and electronic employee records, case files, and HR documents in accordance with approved records management standards. ;
• Supports recruitment and selection exercises for approved vacancies, including drafting and processing vacancy notices, receiving applications, coordinating shortlisting and interviews, preparing recruitment documentation, and maintaining recruitment records;
• Coordinates onboarding administrative arrangements for new employees, including orientation documentation, induction support, job letters, and medical examination arrangements where required;
• Assists in the processing of HR transactions relating to appointments, acting appointments, promotions, transfers, increments, resignations, separations, and other approved staffing actions;
• Maintains and updates all versions of job descriptions, terms of reference, SOPs, and related human resource reference documents;
• Liaises with external stakeholders to obtain and provide information relating to recruitment, benefits, training, labour matters, establishment issues, and other HR-related processes;
• Collates training needs information, prepares training-related data, and supports the planning, coordination, and execution of internal and external training and development initiatives;
• Assists in the administration of employee compensation and benefits, including leave, health and life insurance, gratuity, pension, staff loans, acting appointments, remuneration-related actions, and other approved benefits;
• Processes leave applications and maintains accurate records relating to leave balances, approvals, attendance, absenteeism, lateness, and related HR transactions;
• Provides administrative support for staff separation processes, including termination, resignation, retirement, contract non-renewal, pre-retirement documentation, and exit interview arrangements;
• Prepares HR reports, statistical summaries, management information, weekly inputs, and other data relating to staff movements, leave, attendance, absenteeism, vacancies, benefits, training, and other assigned HR matters;
• Provides administrative and documentary support in relation to disciplinary matters, grievances, employee relations issues, and related casework, including preparation of documentation, maintenance of files, coordination of meetings, and follow-up action;
• Assists with fact-finding, investigations, and compliance-related reviews, maintenance of associated records and supporting documentation, as directed
• Supports the communication of HR initiatives, staff opportunities, policy changes, procedural requirements, and other HR-related matters to staff across the organisation;
• Provides support for staff welfare initiatives, employee assistance activities, and HR arrangements associated with official events where required;
• Compiles or assists with the preparation of data, reports, summaries, and other information requested by the Director, senior management, or other HR officers;
• Serves as a liaison point among HRM&D, Finance and Accounting, Information Technology, and other internal and external stakeholders on routine HR administrative and systems matters;
• Performs any other related duties that may be assigned from time to time by the Director, HRM&D.

Management/Administrative Responsibilities

• Supports the development and implementation of the Unit’s Operational Plan and assigned HRM&D activities;
• Develops individual work plans aligned to the priorities of the HRM&D Unit;
• Organises meetings/appointments, prepares agendas and related documents, attends meetings as required, and records and prepares minutes and follow-up notes;
• Prepares letters, memoranda, routine correspondence, reports and related documentation as required;
• Represents the Unit or the Office at meetings, workshops, seminars and conferences as directed;
• Supports the maintenance of customer service standards and efficient service delivery within the HRM&D Unit;
• Assists in maintaining tracking systems for HR transactions, deadlines, cases, and service requests to ensure timely follow-up and completion of assignments.

Human Resources Responsibilities

N/A

Other Responsibilities

• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications and establishing professional networks and participating in relevant professional activities;
• Attends social and community events as required and provides support prior and during events;
• Provides support for HR-related staff arrangements associated with official events, where required;
• Performs any other related duties and functions that may be assigned from time to time.

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PERFORMANCE STANDARDS

• Human Resources policies, procedures, manuals, forms, templates and related documentation are maintained and made accessible in accordance with established standards;
• Performance management documentation is coordinated, maintained, and reported on in keeping with the established standards and timelines;
• Disciplinary, grievance, and employee relations and case administration support is provided promptly, accurately, and in accordance with approved procedures;
• Employee service records, staff lists, post-related records, and other establishment records are maintained accurately and securely.
• Recruitment and selection exercises are supported and documented in accordance approved procedures and timeframes;
• Human Resource Information Systems including Bamboo HR, are coordinated and maintained effectively and in accordance with established guidelines;
• Bamboo HR training is planned, executed, and supported effectively, and user adoption is monitored and reports provided;
• Compensation, benefits, leave, attendance, absenteeism, and remuneration-related transactions are processed accurately and within the required timeframes and guidelines;
• Orientation, induction, reorientation, and training support activities are coordinated in accordance with approved standards and identified needs;
• Employee records, HR case files, and HR documentation are maintained securely, accurately, and in accordance with approved records management standards ;
• Staff separation, retirement-related documentation, and exit interview arrangements are processed and coordinated in accordance with established procedures;
• Succession Planning data and support activities coordinated efficiently and effectively;
• HR reports, statistical summaries, letters, memoranda, minutes, correspondence and weekly inputs are accurately prepared in the required format and within required timelines;
• Staff welfare initiatives and HR-related support arrangements are coordinated efficiently and effectively;
• Confidentiality, professionalism, integrity, sound judgment, and service orientation are consistently demonstrated in the execution of duties and in personal conduct;
• Strategic and Operations Plan development and activities supported and executed within the required timeframes;
• Service delivery within assigned areas of responsibility is achieved according to documented targets and agreed standards;
• Individual work Plans developed in the required formats and timeframes.

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INTERNAL AND EXTERNAL CONTACTS

Internal Contacts (required for the achievement of the position objectives)

Contact (Title)

Purpose of Communication

Director, HRM&D

Receive direction, guidance, and feedback on HR administrative, systems, records, and transaction matters; submit reports, recommendations, and updates on assigned functions.

Senior Human Resource Officers

Coordinate assigned HR transactions, records, reports, case administration support, training, benefits, and other operational HR activities.

Senior Executives, Programme Managers and Supervisors

Exchange information, provide procedural guidance and coordinate staffing, leave, performance documentation, and other HR administrative matters.

Director, Finance and Accounting

Exchange information regarding compensation, acting appointments, staff movements, benefits, and other staff-related financial matters.

Information Technology Unit

• Coordinate Bamboo HR and related HR systems support, access, maintenance, and user matters.
• All other members of staff
• Provide and receive information and facilitate HR support, communication, and follow-up.
• External Contacts (required for the achievement of the position objectives)

Contact (Title)

Purpose of Communication

Ministries/Departments/Agencies

Exchange information and coordinate official HR-related administrative matters

Ministry of Labour & Social Security

Obtain information and interpretation relating to labour laws and employment matters, where required.

Office of the Services Commission

• Obtain guidance on HR policies, procedures, and requirements, where required, through appropriate channels.
• Ministry of Finance and the Public service
• Exchange information and obtain guidance on establishment, compensation and related HR administrative matters, where required through appropriate channels.
• Other Stakeholders, example: Insurance Agencies, Financial institutions, Training Institutions and other relevant stakeholders
• Exchange information and follow up on benefits, training, placement, and related administrative matters
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AUTHORITY

• Make recommendations for the utility and expanded use of the Bamboo HR System;
• Access confidential, classified, and sensitive information relevant to the post;
• Process and make recommendations on routine HR transactions within delegated limits;
• Coordinate Bamboo HR support, HR records system recruitment administration, training logisitics, benefits, leave, staff separation, and other assigned HR activities;
• Maintain confidential employee records, service records and HR case files;
• Liaise with internal and external stakeholders on routine HR administrative and systems matters within the remit of the post;
• Make recommendations to improve the efficiency and effectiveness of the HRM&D processes and service delivery.

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REQUIRED COMPETENCIES

Core

• Confidentiality, commitment, and integrity in the execution of duties;
• Excellent oral communication;
• Excellent written communication;
• Excellent customer and client engagement skills;
• Excellent teamwork and cooperation;
• Sound judgement and discretion;
• Strong organisational and coordination skills;
• Ability to work under pressure and meet deadlines.

Technical

• Proficiency in Microsoft Office Suite and other programme applications relevant to assigned responsibilities;
• Working knowledge of statutes, legislation, regulations, policies, procedures and Standing Orders that guide the operations of the Office of the Governor-General;
• Sound knowledge of human resource management practices and procedures;
• Ability to compose letters, reports, recommendations, minutes and administrative documents;
• High level of initiative and self-motivation;
• Ability to manage HR cases, records, and workflow effectively;
• Ability to respond appropriately to sensitive inquiries, complaints, and employee matters;
• Ability to build and maintain sound working relationships.

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MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Associate Degree in human resource management, Business Administration or related social sciences
• Three (3) years’ experience in a human resources management environment.

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SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work is performed in an office environment outfitted with standard office equipment and specialised software;
• The job may require long hours, work on weekends and public holidays and the ability to meet urgent deadlines;
• The environment is fast-paced and requires interaction with critical stakeholders and the ability to work under pressure;
• The incumbent may be required to travel locally to attend conferences, seminars, meetings, and other official engagements.