Head, HR/Admin at IO Furniture

Job Summary

The Head, HR/Admin shall be responsible for leading the Company’s HR Programmes and Policies as it relates to Recruitment, Performance Management, Strategic Organizational Development Employee Relations, Compensation and Benefits, Disciplinary & Consequence Management, HR Reporting/Records Management, Training & Development, HR Communications, Employee Engagement/ Staff Welfare, Expatriates Management and General Administration.

Core Working Relationships / Interfaces

• Board of Directors
• Management Team
• Commercial Team
• Operations Team
• Accounts/Finance Team
• Government Officials
• Private & Public Institutions
• External Consultants
• Utilities and Service Providers
• Training and Development Outfits

Task Complexities

In liaison with the heads of the various units/departments, the Head, HR/Admin shall ensure total compliance with all company policies and procedures and in particular, she will be responsible for the following:

Organizational Development

• Design, implement and manage a company-wide process of organization development that addresses issues such as succession planning, superior workforce development, key employee retention, organization design, job profiles and change management.
• Manage employee communication and feedback through such avenues as company meetings, suggestion programs, employee satisfaction surveys, one-on-one meetings, and Intranet use.
•  Manage a process of organizational planning that evaluates company structure, job design, and personnel forecasting throughout the company. Evaluate plans and changes to plans as it relates to workforce management and make recommendations to executive management.
• Identify and monitor the organization’s culture so that it supports the attainment of the company’s goals and promotes employee satisfaction.
• Participate in a process of organization development to plan, communicate, and integrate the results of strategic planning throughout the organization.
• Keep the executive team informed of significant problems that jeopardize the achievement of company goals, and those that are not being addressed adequately at the line management level.

Recruitment

• Establish and lead the standard recruiting and hiring practices and procedures necessary to recruit and hire a superior workforce.
• Chair any employee selection committees or meetings.
• Oversee and supervise posting of job ads on recruitment portals by the HR Officer, shortlisting, conducting assessment tests and Interviews for candidates
• Prepare and communicate offer letters to successful candidates
• Supervise new staff on-boarding
• Contact applicants’ references and conducting background checks on new staff

Compensation and Benefits management

• Monitor all pay practices and systems for effectiveness and cost containment.
• Payroll Administration- supervise computation of staff salaries, overtime, loans, salary advance, arrears/bonus, penalties and other deductions as prepared by the HR Officer.
• Supervise, review and ensure prompt posting of final payroll inputs on the payroll
• Follow up on all employee benefits, i.e, pension contribution, group life insurance, etc
• Processing all other staff allowances

Performance Management

• Lead the implementation of a performance management system that includes performance development plans and employee development programs
• Conduct periodic performance evaluation/appraisals
• Prepare and communicate performance improvement plans
• Prepare performance evaluation reports

Training & Development

• Identify training needs of staff as indicated the performance evaluation forms
• Develop an annual training calendar/programme for staff
• Organize periodic in-house and external trainings for staff
• Assist managers with the selection and contracting of external training programs and consultants
• Provide necessary learning and materials to managers and employees including workshops, manuals, employee handbooks, and standardized reports

HR Reporting/Records Management/HR Communication

• Prepare, manage and execute all HR policies, procedure, strategy and processes
• Prepare all HR reports (MPR, Board & Management Meetings), letters, contracts, memorandum of understanding, etc as may be required from time to time, as necessary to carry out the functions of the department and track strategic goal accomplishment.
• Ensure the maintenance of personnel files, records and database on the ERP software and maintain an efficient documentation and filing system.
• Ensure that all HR trackers are updated daily by the HR Officer
• Supervise the communication of information within the company as appropriate and authorized by Management on the appropriate communication channels

Disciplinary & Consequence Management

• Conduct necessary investigations where disciplinary issues have been flagged against an erring staff
• Organize and coordinate disciplinary panels, prepare and document reports of such sessions
• Draft and issue queries, warning letters, job abandonment, suspension letters and termination letters, in applicable cases
• Monitor and advise managers and supervisors in the progressive discipline system of the company

Employee Relations/Engagement/Welfare

• Formulate and recommend Human Resources policies and objectives for the company on employee relations and employee rights.
• Partner with Management to communicate Human Resources policies, procedures, programs, and laws.
• Determine and recommend employee relations practices necessary to establish a positive employer-employee relationship and promote a high level of employee morale and motivation.
• Conduct periodic surveys to measure employee satisfaction and employee engagement.
• Coach and train managers in their communication, feedback, recognition, interaction responsibilities with team members.
• Closely monitoring medicals/health issues
• Support the implementation of company safety and health programs

Leave Administration

• Preparation of an Annual Leave Schedule
• Oversee the administration of staff leave requests; ensure the prompt communication of approval or disapproval of leave requests by the HR Officer; proper tracking and monitoring of leave days.

Expatriate Management

• Ensure accurate monthly Expatriate Quota Returns are submitted by the Admin Officer and signed by the relevant authorities at the end of each month
• Manages all Expatriates and ensure all their documentation is up to date (visa renewals etc)
• Liase with relevant immigration officials and keep abreast of immigration laws.
• Attend to other strategic responsibilities as assigned by the MD/CEO from time to time

General Administration

• Coordinating the entire administrative arm of the business. This includes general administration, facility and logistics management
• Ensure effective cost management across all touch points of the administrative arm of the business.
• Ensure that company facilities are well maintained and in good working condition.
• Ensure that facilities meet government regulations and environmental, health and security standards.
• Supervise the Admin Officer in ensuring the proper management of the company fleet and facilities, record keeping and regular update of all Admin related trackers.
• Approve all administrative related payment requests as and when required.

Required Skills

• Excellent oral, written and listening communication skills
• Outstanding leadership, interpersonal relationship and employee coaching skills.
• Analytical and quantitative decision-making skills
• Excellent organizational skills, proactivity, creativity and attention to details
• Excellent time management skills with a proven ability to meet deadlines
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• General knowledge of various employment laws and practices
• Experience in the administration of benefits and compensation programs and other Human Resources recognition and engagement programs and processes
• Display confidentiality on sensitive and personal information
• Customer service orientation
• People oriented and results driven
• Excellent computer (word, excel, powerpoint) and reporting skills

Education and Experience

• B.Sc in any social sciences course.
• 8-10 years previous experience as a Head, HR/Admin
• A minimum of 5 years of progressive leadership experience in Human Resources positions.
• Previous working experience in a manufacturing or retail company
• CIPM, ACIPM and/or SHRM qualification is an added advantage