People & Culture Systems & Administrative Officer

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Job Description:

Job Summary

To provide Administrative support to the WVSL P&C department in the areas of general coordination of P&C activities, calendar and devotion schedule, HRIS Database information management, Medical Insurance scheme management, scheduling and set up of meeting/training venues, follow up with team members on action points/plans; and coordination of travel logistics for P&C planned staff activities and trainings, and maintenance of office supplies.

The P&C Systems & Administrative Officer is responsible for accurately inputting and maintaining employee information in the Workday system, troubleshooting, identifying and escalating issues in a timely manner while ensuring database quality, smooth platform integration and follow up with staff on timely LDR submissions.

The P&C Systems & Administrative Officer works closely with the P&C Coordinator in P&C knowledge management of both hard and soft copy filing; maintaining well-structured soft and hard copy filing of active and archived files. 

MAJOR RESPONSIBILITIES

Workday Administration

• Accurately input and tracking of staff information and update staff records as and when the need arises on Workday.
• Maintains high quality and consistency of Workday Employee Database Information System, Troubleshoots, analyzes, and Identifies errors and issues encountered by employees
• Ensure that employees’/managers’ complaints/challenges on Workday are swiftly responded to and resolved in a timely and appropriate manner.
• Generate quality and consistent WVI Sierra Leone Month-End Labour Distribution Reports and shared them with Finance for the coding of staff Salary.
• Maintains quality and consistency of Workday database information specifically the Organization Management and Personnel Administration
• Ensures smooth integration with other platforms like Horizon, Sun Systems, and Payroll.
• Creates and runs custom and standard queries to provide the needed statistics and reports for management to make key decisions.
• Encoded LDR for staff not using Outlook.

Staff Medical Insurance Administration

• Serve as direct contact with the medical insurance provider. Coordinate the prompt enrolment of all new staff and their dependents.
• Monitor utilization reports and communicate to staff in good time if approaching their limits and when they do exceed.
• Facilitate the prompt payment of all invoices from service providers and also make a follow-up to ensure that WVISL return premiums are paid by the medical insurance provider.
• Investigate all discrepancies and unsatisfactory service by the provider as reported by staff.
• Oversee the efficiency and performance of functions as performed by medical providers.
• Determine the proper course of action to resolve escalated customer service issues occurring between staff and medical insurance providers.

File Management

• Ensure the creation and update of staff personal files
• Ensure that all staff documents are duly and properly placed on their respective personal files.
• Ensure that all staff personal files are properly kept safe and secure
• Support in the implementation of WVISL-P&C knowledge and archive management system.
• Make sure that monthly Payroll, NASSIT, PAYE, and Transport documentation is adequately filed.
• Make sure that all external P&C Correspondences are properly filed

Recruitment and Performance Management Support

• Support with the process of Partnering for Performance
• Develop and manage the staff contracts tracker to enhance proper monitoring of staff contracts’ starts and end dates, sending out reminders and advising the P&C Manager for possible extensions.
• Ensure that all contract-end processes are duly followed and contracts renewed on due dates.
• Collect and manage the database of received resumes.
• Support in all recruitment processes.
• Work with the P&C Coordinator to carry out an Orientation /Induction program for new hires involving all departmental heads.
• Compile all end-of-service benefit documentation for outgoing staff and share it with the P&C manager.

General Administration of the P&C department

• Provide administrative and secretarial support to P&C Department including arrangements for departmental meetings, workshops, note taking, dissemination of meeting notes after proof review of the convener, documentation of meeting notes.
• Oversee People and Culture Department travel logistics Coordinating in-country and international travel for the P&C team members.
• Oversee office supplies to ensure the department has the needed supplies. Regular replenishment of needed stationery supplies and Providing support for the effective implementation of People and Culture initiatives at the Head office
• Support the P&C manager with documentation for monthly payroll implementation when new staff are hired and collate all relevant documentation.
• Provide support in the interpretation and application of Policies, Procedures, and Conditions of Service to employees.
• Photocopy all monthly Payroll, NASSIT, PAYE, and Transport allowance and file.
• Follow-up with staff to make sure that all staff biodata/personal details are updated periodically.
• Follow up with staff to make sure that they update their NASSIT records periodically.
• Responsible for P&C department stationery supply.

Other

• Perform any other duties as assigned.

REQUIRED KNOWLEDGE, SKILL AND EXPERIENCE

• Minimum a bachelor’s degree in human resources
• At least 3 years’ experience in working with a Human Resource Information System.
• Certification in facilitation skills is preferred.

Working Environment / Conditions:

• Work environment: Office-based with travel to the field
• Travel: 10% Domestic travel is required.

All successful candidates will be required to undergo a police (criminal background) check, appropriate to the role and location, as well as a Counter-Terrorism Sanctions screening, as part of the clearance process prior to commencing employment.

World Vision International also participates in the Inter-Agency Misconduct Disclosure Scheme (https://misconduct-disclosure-scheme.org/). In line with this Scheme, we will request information from applicants’ previous employers, as part of the reference checking process, regarding any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, as well as any such incidents under investigation at the time of separation.

By applying for this role, applicants confirm their understanding of and consent to these recruitment procedures.

WOMEN ARE STRONGLY ENCOURAGED TO APPLY

Applicant Types Accepted: