People Officer (Human Resource Officer) at Tabono Consult March, 2024

JOB DESCRIPTION

Job Title: People Officer (Human Resource Officer)
Reports to: Group People & Culture Manager (GPCM)
Direct Reports: Office Cleaner (s)
Department: People & Culture (PC)
Workstation: Arusha Tanzania

Job Purpose

The People & Culture Officer will be responsible in ensuring that staff access timely and quality support across various facets of the Human Resources function. He/she will provide administrative support in the daily operations of the people department. This includes managing employee records, revising HR policies and procedures, addressing employee queries, assisting with the recruitment process, facilitating onboarding, and addressing other HR-related concerns. The People Officer is responsible for ensuring compliance with regulations and aligning people goals and objectives with the organisation’s overall mission.

This role requires an individual who can work effectively with limited supervision as well as someone who demonstrates excellence in managing different stakeholders.

Key duties and responsibilities

Recruitment Support 

  • Assist the GPCM with recruitment including advertising vacancies on our website, social media and any relevant jobs board reviewing the market to ensure full visibility of the roles.
  • File and organise job applications and coordinate the shortlisting process.
  • Always keep the recruitment tracker and recruitment systems up to date, following recruitment timelines.
  • Contact candidates to arrange interviews, assessments and carry out pre-employment checks.
  • Support GPCM to prepare/update job descriptions with competency profiles; Compile and assist with the shortlist of the candidates and invite short listed candidates for interviews.

Onboarding & Probation Management

  • Assist the GPCM to provide first line advice to managers regarding recruitment and onboarding processes.
  • Support GPCM to coordinate and arrange induction programmes, meetings, and training, working closely with the HODs as and when necessary.
  • Liaise with respective HODs to schedule and conduct probationary performance reviews to assess employee progress, identify achievements, and address any concerns or development needs.
  • Diligently track staff on probation, ensuring the timely issuance of contracts, and facilitating the confirmation process in adherence to organizational policies and established timelines.
  • Facilitate the onboarding process for new hires, overseeing documentation, orientation, and data collection, while also ensuring a smooth offboarding process with conducted exit interviews and completion of relevant documents.

Employee Records Management

  • Maintain accurate and up-to-date employee records, both in physical and digital formats. Ensure completeness and correctness of employee information, including personal details, employment contracts, and any changes in employment status.
  • Uphold data privacy regulations and confidentiality standards when handling employee records and adhere to strict security measures to protect sensitive information from unauthorized access.
  • Liaise with the GPCM to ensure that employee records are maintained in compliance with company policies, industry regulations, and labour laws. Stay informed about legal requirements related to record-keeping and implement necessary updates.
  • Assist the GPCM to conduct regular audits of employee files to verify accuracy, completeness, and compliance with organizational standards and address any discrepancies or issues identified during audits.
  • Respond to employee queries related to their records promptly and professionally.
  • Communicate changes in policies or procedures related to record-keeping to the workforce. Raise awareness about the proper use of HRIS tools for employee self-service and data access.
  • Track fixed term contracts for renewals and non-renewal and follow up with GPCM to ensure timely notices of renewals and non-renewals are issued.

Leave & Off Days Management

  • Support the GPCM to review, and update leave policies in accordance with company standards and legal requirements.
  • Monitor and manage leave & off accruals, ensuring accurate tracking of employees’ leave and off balances. Ensure all staff exhaust/ maintain at required minimum their annual leave/off on yearly basis, failure to use the leave/off will prompt compulsory leave from the management. For this to happen the HR must communicate leave balances on quarterly basis, for decision making purposes.
  • Ensure that leave records are accurately reflected in the Human Resource Information System (HRIS) for efficient tracking and reporting.
  • Generate reports on employee leave and off usage, trends, and balances for management and compliance purposes.

Benefits Administration

  • Assist in benefits administration tasks such as enrolment, changes, and inquiries, ensuring timely communication with employees and external providers.
  • In consultation with the GPCM coordinate the annual review and renewal of all benefits programs.
  • Contribute to benchmarking activities by supporting pay and benefits survey input and subsequent data extraction for later analysis.
  • Facilitate staff exits including timely clearance, payment of dues and deletion from the company systems and benefit schemes upon staff exit.

Office Management (TZ)

  • Provide oversight on overall office administration functions to coordinate repairs and maintenance at the main office; Work closely with the Accounts/Finance team to facilitate the provision of office supplies, such as stationery.
  • Manage corporate license renewals and maintain records of all license’s insurance, and government liaison.
  • Procure office supplies and coordinate daily cleaning and maintenance.
  • Maintain a productive relationship with landlords.

 Employee Relations

  • Coordinate with the GPCM to implement processes and procedures for resolving conflicts and disputes in a fair and timely manner, such as mediation, grievance procedures, or disciplinary actions in line with the relevant employment laws and regulations.

Other duties:

  • Support People and Culture initiatives and projects, including employee engagement activities, performance management processes, and training and development programs.
  • Assist in the implementation and maintenance of policies, procedures, and best practices, ensuring alignment with organizational goals and legal requirements.
  • Coordinate employee relations activities, including addressing inquiries, resolving issues, and facilitating communication between employees and management; team building activities, and minute taking.
  • Support Human Resources reporting and data analysis efforts by compiling and analysing People metrics and preparing reports as needed.
  • Maintain confidentiality and discretion in handling sensitive Human Resources information and employee matters.
  • Be an ambassador of the organization in upholding the values and ethos of the company.
  • Any other responsibilities that may be assigned to the job holder by their supervisor from time to time.

Occasional duties:

  • None

Working relationships

  • Internal Relationships: All Company Staff including GPCM, Line Managers/Supervisors
  • External Relationships: Contractors, Suppliers

Knowledge, experience, and qualifications required.

  • A bachelor’s degree in HR.
  • A Higher Diploma in HR Management would be an added advantage.
  • At least 4 years of relevant experience in the HR field preferably in hospitality /tours and travel industry.

Competencies

Technical Skills

  • Conversant with Human Resource Information Systems (HRIS)
  • Hands on experience in handling medical and insurance schemes.
  • Excellent knowledge of local labour law and its practical application in the workplace.
  • Excellent report writing and presentation skills.

Behavioural Skills

  • Excellent communicator who is clear and fluent in English, both written and spoken;
  • Strong interpersonal skills with strong stakeholder management capabilities;
  • Effective collaborator and positive influencer.
  • Strong facilitation and organisational capabilities.
  • Strong work ethic coupled with a pragmatic, flexible and inclusive approach;
  • Highly motivated individual with a pro-active and hands-on approach to problem solving;
  • Ability to build confidence and credibility within the stakeholders;

Responsibility for finances and physical assets

  • The job holder has no responsibility for budget.

Decision making

  • The job holder has no final authority on key decisions in the department.

Information

  • The job holder has access to confidential information relating to the company.

Working Conditions   

Working Environment: The job is office based.

Job Hazards: The job has no hazards.

How to Apply

Interested candidates should submit their resume certificates detailing their qualifications and relevant experience to  https://tabono.co.tz

Role is posted under Careers ‘Human Resource Officer’

 The application and all documents to be in one pdf document.

Tabono Consult is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

***The deadline for the applications is 30th April  2024. ***

*** Tabono will only get in touch with shortlisted candidates***** 

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