JOB DESCRIPTION
JOB TITLE: Senior Administration and Human Resource Officer
SALARY: SG 10
REPORTING TO: Human Resource and Administration Manager
PROVIDES SUPERVISION TO: HR and Admin Officer, Housekeeping staff, and Receptionist
LOCATION: Head Office
HOURS OF WORK: 40 hours per week, may require to work outside working hours
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JOB SUMMARY
To coordinate and support the effective implementation of human resource and administrative functions by ensuring accurate processing of HR operations, maintaining data integrity, monitoring compliance with policies and procedures, and supporting performance management, employee relations, and training processes.
The role contributes to organisational effectiveness by ensuring consistency, proper documentation, and timely reporting, while providing guidance and escalating complex matters to the HR Manager.
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DUTIES & RESPONSIBILITIES
1. HR Operations and Administration
- Coordinate and administer day-to-day HR processes, including staff movements (promotions, contracts, transfers, resignations)
- Ensure HR actions are processed in line with approved policies, procedures, and timelines
- Prepare, verify, and maintain HR documentation and records
- Liaise with departments to facilitate timely execution of HR processes
- Administer compensation and benefits and maintain accurate records
- Process requests for Gainful Occupation Permits (GOP) for expatriate staff, volunteers, and researchers
- Liaise with the Accounts Department on payroll-related matters and prepare monthly payroll amendment instructions for processing
- Responsible for the preparation and monitoring of staff annual leave plans.
- Reconcile sick leave records and submit claims to the Social Agency for reimbursement.
2. HR Systems, Data Governance and Compliance
- Support the implementation and consistent application of HR policies, procedures, and systems across departments
- Monitor HR processes for compliance and flag deviations to the HR Manager
- Review and maintain accuracy and integrity of HRIS and employee records
- Update and maintain the employee database within the HR system (HRS)
- Ensure proper filing, documentation, and audit readiness of HR records
- Maintain confidentiality, security, and control of HR data
3. Recruitment and Workforce Coordination
- Coordinate recruitment processes to ensure compliance with HR procedures
- Support departments in identifying current and future manpower needs
- Provide administrative support and guidance to departments on recruitment, salary scales, and HR matters
- Ensure proper documentation of recruitment, appointments, transfers, and resignations
- Coordinate onboarding processes for new employees, including preparation of employment documentation and initial arrangements.
- Facilitate staff induction programmes to ensure new employees are effectively integrated into the organization.
- Support workforce planning analysis and provide inputs to the HR Manager for review.
4. Performance Management and Case Oversight
- Responsible for the implementation and monitoring of the performance management system.
- Ensure appraisal forms, performance data, and reports are accurate, complete, and submitted on time.
- Monitor consistent application of performance appraisal processes across all departments.
- Review performance and underperformance cases submitted by the coordinator to ensure HR procedures are followed and required documentation is in place
- Maintain proper records of performance and Performance Improvement Plan (PIP) cases.
- Analyse performance data and trends and prepare summary reports for HR Manager review.
- Escalate complex or high-risk cases to the HR Manage.
- Provide technical input to the HR Manager based on verified performance.
5.Training and HR Development Support
- Validate training data received from departments for accuracy and completeness.
- Review training reports (including mid-year and annual) to ensure consistency and accuracy.
- Analyse basic training trends and highlight gaps or inconsistencies.
- Prepare consolidated training report for submission to the HR Manager.
- Provide technical input and verified training data to support HR decision-making.
6. Employee Relations and Case Handling
- Communicate with staff on HR-related matters, including career guidance, counselling support, and staff issues.
- Responsible for the administration of grievance and disciplinary processes.
- Conduct investigations into disciplinary cases and provide recommendations for appropriate action.
- Ensure HR procedures and due process are followed in employee relations matters.
- Maintain proper documentation and records of all cases.
- Provide support to the HR Manager on complex employee relations issues.
7. HR Policy Support and Implementation
- Assist in the development and drafting of HR policies, procedures, and guidelines
- Support the review and updating of HR policies in line with legal and organisational changes
- Provide technical and administrative support in implementing HR policies
- Responsible for communicating HR policies and procedures to staff.
- Support the effective implementation of HR policies across departments.
- Monitor application of HR policies and report any gaps or non-compliance to the HR Manager
- Support initiatives that promote organisational values and good HR practices
8. Reporting and HR Advisory Support
- Prepare and consolidate HR reports for management
- Analyse HR data and provide insights on trends (staffing, performance, training, employee relations)
- Support evidence-based decision-making through accurate reporting and data management
9. Staff Supervision and Coordination
- Provide day-to-day supervision and coordination of the HR and Admin Officer, Performance and Human Resource Development Coordinator, Housekeeping staff, and Receptionist.
- Allocate tasks and monitor work to ensure timely and effective service delivery.
- Provide guidance and ensure quality and compliance of work outputs.
- Report performance issues and support staff development needs.
10. Administrative and Logistical Support
- Coordinate with Operations and Logistics Section on:
- Staff insurance and administrative insurance matters
- Office accommodation
- Cleaning services
- Induction arrangements (e.g. biosecurity for new recruits)
11. HR Function Oversight (Manager’s Absence)
- Provide oversight of HR and administrative functions to ensure continuity of operations during the absence of the Human Resource and Administration Manager.
12. Other Duties
- Perform any other relevant duties as may be assigned by senior management (CEO/DCEO).
QUALIFICATIONS & EXPERIENCE
- Bachelor Degree in Business Administration/Human Resource Management
- Or Advanced Diploma or Diploma in Human Resources Management or equivalent qualification in management field with at least three to five years working experience as Human Resource Officer/Administrative Officer.
- Or Certificate in General Management or equivalent with at least four years working experience
- Or Chartered Institute of Personnel and Development (CIPD) Level 5 (Associate Diploma) is an advantage with 4–6 years of relevant experience in Human Resources or Administration.
KEY SKILLS AND COMPETENCIES
Technical Competencies
- Good knowledge of HR policies, procedures, and employment regulations
- HRIS and data management skills
- Report writing and data analysis
- Record management and documentation control
Core Competencies
- Attention to detail and accuracy
- Strong organisational and coordination skills
- Confidentiality and integrity
- Problem-solving and analytical thinking
- Communication and interpersonal skills
Behavioural Competencies
- Accountability and reliability
- Professional judgement
- Ability to work independently and within a team
- Customer service orientation (internal stakeholders)
PERFORMANCE INDICATORS (KPIS)
HR Operations
- Timely and accurate processing of HR transactions
- Minimal errors in HR documentation and records
Compliance and Governance
- Level of compliance with HR policies and procedures
- Accuracy and completeness of HRIS data
- Audit readiness of HR records
Recruitment and Workforce Support
- Timeliness of recruitment processing
- Accuracy of staffing documentation
Performance & Case Management
- Proper documentation and tracking of performance and HR cases
- Timely escalation of complex issues
Training and Development
- Accuracy and completeness of training data and plans
- Timely coordination of training activities
Reporting
- Timeliness and accuracy of HR reports
- Quality of HR data analysis provided