Human Resources Clerk

Role summary The Human Resources Clerk performs a variety of specialized clerical duties requiring knowledge of Human Resources operations. The primary responsibility include maintaining records, following up on procedures, preparing a variety of documents and carrying out secretarial functions to support human resources procedures and policies. The Human Resources Clerk will report to the Human Resources Senior Officer. Duties and responsibilities Providing clerical and administrative support to Human Resources Manager. Provides support in the areas of documents such as copying, scanning, printing and many more. Management of all staff personnel file/record (employment records, correspondence, meeting minutes, etc.) / Recording & Filling and ensures that an appropriate paper trail with key documentation is archived. Maintaining the filing system (personnel and recruitment files), scanning and share point updates. Maintain accurate records of recruitment process and prepare personnel files based on the ACB’s HRD checklist. Scan and maintain accurate soft personnel files. Scan and maintain all documents relate to HR and staff personal file such as: amendment letters, contract extension letters, final payments, step increment letters / appraisal & probation evaluation etc... and Printing ID cards for the whole staff. Will be supporting HRD for payroll, keep track of payroll on monthly bases, leave management, timesheet, employee performance evaluation, employee personal filing, scanning and support the manager & recruitment when needed. Compiling and update employee records (hard and soft copies). Maintain accurate records of learning and development activity in compliance with procedures. Maintaining and controlling time& attendance system with Reception and sending weekly attendance report to HOD’s. Keep, maintain and update staff contact list with Reception and distribute it to all department heads on monthly basis. Make sure that all staff has their job descriptions based on their department. Follow up of new staff probation period with their managers. Clearance with resigned and terminated employees with of all departments. Arranging interviews for shortlisted candidates. Effectively communicate with candidates via phone, email, or video. To ensure new hires in provinces are contacted via phone, skype or email and necessary supports including the checklist is provided on time. Filing all the training related materials in soft, scan and hard copies. Ensure safety of the training documents at all times and easy access to L&D staff. Exercise confidentially and discretion with the areas of assignment is expected. Maintaining the HR field list and HRMIS inputs. Leave and timesheet tracking; ensure compliance with rules and regulations; contacting relevant line managers to sign off; develop timesheet, leave form, and leave tracker templates for low level staff. Office supplies and support HR presentations. Support interview and induction processes; including scheduling written test & interviews, contacting candidates, informing interview panelist, inform security of visitors, escort candidates and visitors. Set-up HR trainings, scheduling and conference room reservations. Monthly follow up the new joiners' probation evaluation with their line managers and make sure their probation evaluation complete and file accordingly. Any other task assigned by line supervisor. Job requirements • High School Graduate with additional 2 years studies (i.e.14 Grade), Bachelor Degree in relevant field is an advantage. • At least 3 years of relevant work experience with a national or international organization. • Familiar with basic computer programs (Word, Excel, Outlook and PowerPoint) and the Internet; ability to use spreadsheets. • Innovative and critical thinking. • Ability to meet deadlines, abilities to allocate and review priorities. • Effective communication skills to communicate effectively.