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.

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.

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,