Job Purpose

• Responsible for managing key Human Resources Services and Operations in the designated Division. Ensure compliance to the labour laws of the government and other agreement reached by the Company and third parties/
• Core Responsibilities and Key Result Areas

Recruitment Documentation and Activities

• Ensure all recruitment activities are in compliance with the Company policies and procedures
• Manage the recruitment process by ensuring all vacant roles are budgeted for/employee request form for unbudgeted role, placing job vacancies, co-ordinating interviews including personality assessment program for stores, candidate care program, medical checks i.e. food handler test etc
• Ensure only credible employees are recruited any given time
• Responsible for all recruitment documentation and checks such as Personal Bio data form, Guarantor checks, Reference checks, on boarding documentation i.e. Acknowledgement of Staff handbook, Code of business conduct and others, HR Spicy box containing relevant information for store opening, verifying all information supplied by candidates are correct and issuance of offer letter
• Make available for all staff all work tools or conditions that contributes to or enhances the delivery of excellent performances from employees
• Recruitment reporting such as Recruitment tracker, work force planning indicating targeted number of recruitment versus actual, time to fill vacancies tracker, family tree update etc

Payroll Management and other Benefits

• Prepare and deploy payroll activities every month and ensure all employees’ salaries, benefits and allowances are paid promptly and correctly for business divisions
• Manage the process of gathering and locating MPR from stores and business units. Creating Pre-payroll variance report which includes but not limited to New hires, disengagement, leave and absence deduction, disciplinary, salary reviews/promotions
• Ensure all input from the Pre-payroll variation and correctly enter into the Human Resources Information System subject to approvals
• Ensure that payroll report and payroll deduction report to reflect all salaries and allowances and deductions i.e. statutory or company deduction
• Prepare variance report to show the difference in pay comparison between months and ensure accurate explanation for variance as applicable
• Prepare bank payment report, Pension Remittance Report, Tax Remittance Report, Re-imbursables report. FCMCTS report, Statutory deduction report i.e. NHF, NSITF and any other report as indicated in the payroll activities for each month
• Ensure new hire computation and Termination computation for voluntary and involuntary termination of contract following the company policies and procedures. Communicate to banks of employee exits and ensure that discharge letter/letter of indebtedness are communicated to employee as applicable
• Resolve all payroll enquiries including suspended salaries and allowances, returned salaries, refunds, tax issues etc

Reward, Recognition and Employee Welfare

• Ensure the preparation of all incentives schedule including but not limited to Stores/Business units/Area Manager quarterly incentive program, Product Side Action, Employee of the month etc
• Ensure photos taken in the stores are clear and liaise with Graphic Artist for recognition posters and communicated as applicable.
• Ensure that employees are registered under the company HMO program in line with SLA signed by the Company and the HMO company. Resolving all HMO related issues and ensure staff benefits from the HMO based on plan agreed
• Ensure distribution, replacement of uniforms and accessories to employees
• Ensure staff meal process and documentation for payroll report
• Manage all staff related incident reported through the incident reporting tracker and ensure all incidents are closed and status updated
• Assist in co-ordinating staff forum meetings and any other employee engagement activities as planned in the Company.

Disciplinary and Grievance Management

• Ensure compliance to the process of improving performance and managing misconduct
• Co-ordinate investigatory, disciplinary and appeal hearing. Participate as note taker and/interviewer where applicable
• Ensure that all grievances are properly reported, tracked and status reported periodically
• Keeping appropriate record of outcome of hearings and ensuring disciplinary progressive procedures are tracked on an individual basis
• Manage fairly and thoroughly all employees complaints about management’s actions, company’s processes or against any individual in the company
• Take prompt HR actions when absenteeism is seen to be beyond control

Performance Appraisal

• Conduct Performance Appraisal across the business divisions in line with the company’s performance management system
• Ensure report on appraisals outcome; recommendations, exits, transfers, probations, etc.
• Records Administration; Staff Filing, Leave and Certification Verification
• Keep the records; documents and files relating to all staff within the division
• Track the in and out of the files and the document contents of the file
• Ensure all due correspondences, memos, reports and certificates are tracked in each employees files
• Perform any other related task as may be assigned from time to time

Key Performance Indicators

• Time to fill vacancies (Target Vs Actual)
• Nos of Internal and External Audit Exceptions (Standard of Measurement – Departmental Policies and Procedures)
• Labour Turnover Rate (Target Vs Actual)
• Time to complete task/project i.e. Salary timeline (Target Vs Actual)

Knowledge Requirements

• Labour laws
• Process Management
• Problem Solving
• Data Analysis – Excel
• Performance Management
• Oral and written Communication
• Ability to plan, schedule and coordinate effectively
• Interpersonal Skills
• Negotiation

Job Specifications

• Minimum of university degree or equivalent in Industrial Relations and Labour
• Membership of the CIPM, or any other related professional qualification is required
• 2 – 4 years working experience in HR field

Decision Expectations

• Recommend the best resources for the business
• Provides recommendations/ advice to the management on employee related matters
• Provides customer-focused HR Services