JOB SUMMARY:

Reporting to the Head of Talent & Organization Development or any other delegated supervision within HR Shared Services, Governance & Reporting, and HR Business Partner sections the job holder’s main role is to provide. administrative support to the HR department.

KEY RESPONSIBILITIES:

Governance & Reporting Administration

• Organize and file employee documents on the HRIS and physical files as guided.
• Support with update and maintenance of employee records on the HRIS as guided including employment details, dependents and contact information to ensure accuracy of records/HR database.
• Collate and track relevant employee documents using provided templates and worksheets to ensure compliance.
• Prepare communication as guided and provide timely feedback to employees on different matters including but not limited to loans, pension, medical etc. 
• Follow up to ensure all new joiners submit the required employment details and documents for smooth onboarding and running of HR processes.
• Deliver critical documents to the respective recipients to ensure timely feedback is received and efficiency in closing matters.
• Respond to employee enquiries regarding HR policies, employee benefits, and other HR-related matters with guidance from the relevant HR leads.
• Receive and direct calls within the HR department while gathering messages and directing them to the relevant persons to ensure employee issues are resolved in a timely manner.

Talent & Organizational Development 

• Track and collate training needs across the business with the guidance of T&OD lead to ensure accuracy of learning interventions deployed.
• Maintain training records for the bank to ensure timely and accurate reporting.
• Monitor training delivery in an efficient manner that ensures quality outcomes and value for money in accordance with the laid-out objectives.
• Support in the preparation of training evaluation reports and implementation of continuous improvement interventions to obtain. return on investment. Provide support for the development of in-house training modules, train the trainer and delivery of training where necessary while sharing and updating the in-house training guidelines with the relevant persons.
• Champion compliance with the DIT regulations, including the payment of levies and claiming of due reimbursements for training undertaken.
• Promote the usage of the bank’s performance management tools including P&DP (Performance & Development Plan), 360 Degree Assessment form etc. by supporting training on the same and sharing the correct documents for consistency.
• Collate and prepare performance appraisal submission reports as per the set timelines. 
• Maintain a repository of employee P&DPs on the bank’s KBZ folder to support the quality checking process and any other process where such document may be required. 
• Share performance appraisal submission reports with the HRBPs to enable them to track and follow up with business for closure within performance cycle timelines. 
• Assist with the planning of induction for all new joiners in the bank for a smooth transition into their role. 
• Monitor and maintain a record of induction programs in the Bank to ensure all new joiners go through a formal induction.
• Obtain and use feedback from induction programs through surveys and interactions with inductees to develop continuous improvement interventions for the bank.
• Support with the talent management processes including talent segmentation, launch of talent councils, succession planning, identification and development of HIPOs and roll out of relevant development programs.
• Assist with coordination and the implementation of retention programs for high performing employees in accordance with the Talent Management Policy. 
• Assist in job analysis and maintain a repository of all job descriptions within the bank which will be used and updated when need be to ensure consistency. Support with the preparation of organization communication in Word, Excel and PowerPoint documents as required.

Shared Services 

• Support the candidate screening process by reviewing potential employees' resumes and application forms to identify suitable candidates to be shortlisted and go through the interview process.
• Organize, schedule and confirm interviews with shortlisted candidates as per the HR SLAs.
• Post job advertisements to job boards, bank’s careers page and social media platforms as guided within agreed timelines.
• Participate in organizing bank events and initiatives as guided.
• Prepare and send offer and rejection letters or emails to candidates as guided.
• Track progress, deadlines, and priorities of all projects that require employees to furnish their information.

Other Duties 

• Any other duties within reasonable scope of the job assigned by the line manager.

KEY RELATIONSHIPS:

Direct Reports to this Position

• N/A

Customers of this Position

• All Departments in the Bank

Knowledge: Skills and Experience required for this Role

• Bachelor's degree in human resource management, social sciences or any other business related field.
• Experience working in a fast paced, demanding office environment is an added advantage.
• Knowledge of labor laws.
• Familiarity with an HRIS (Human Resources Information System) software is an added advantage.
• Proficiency in all Microsoft Office applications and or G-Suite
• The ability to work effectively within a team.
• Excellent administrative and organizational skills.
• Great attention to detail

Competencies required for this Role

• Planning and organizing
• Analyzing
• Problem solving
• Presenting and communicating
• Relating and networking 
• Adhering to rules and regulations
• Confidentiality and Integrity