JOB PURPOSE 

The Admin & HR Officer is responsible for ensuring effective human resource management and administrative support for the School Meal Project. The position ensures compliance with organizational HR policies, labor laws, and WFP donor requirements while supporting smooth project operations and staff management.

Key Responsibilities:

1. Recruitment & Staffing

• Manage full recruitment cycle including job advertisement, shortlisting, interviews, and selection.
• Prepare and process employment contracts, contract extensions, amendments, and separation documents.
• Ensure transparent and timely hiring processes in line with organizational policies.

2. Employee Records & HR Documentation

• Maintain complete, accurate, and updated personnel files for all project staff (field, kitchen, and office staff).
• Ensure proper documentation of recruitment, attendance, leave, disciplinary actions, and contract records.
• Safeguard confidentiality and secure storage of HR records.

3. Payroll & Benefits Management

• Prepare monthly payroll inputs including attendance, leave, deductions, and allowances.
• Coordinate with Finance for timely salary processing.
• Manage employee benefits, advances, end-of-service settlements, and allowances.
• Ensure statutory deductions (EOBI, tax, insurance, etc.) are correctly applied and documented.

4. Attendance & Leave Management

• Maintain staff attendance registers and leave records.
• Ensure timely submission and reconciliation of timesheets.
• Monitor attendance compliance and report irregularities.

5. HR Policy & Compliance

• Ensure compliance with organizational HR policies and local labor laws.
• Support implementation of HR procedures and code of conduct.
• Assist in staff orientation and awareness sessions on HR policies.

6. Onboarding & Staff Support

• Coordinate onboarding and induction of new employees.
• Provide guidance to staff regarding HR policies and procedures.
• Support employee engagement and welfare initiatives.

7. Grievance & Disciplinary Management

• Handle staff grievances in a timely and confidential manner.
• Support disciplinary procedures in line with organizational policies.
• Maintain proper documentation of HR-related cases.

8. Administration & Logistics

• Manage day-to-day office administration and logistical support.
• Oversee procurement and management of office supplies, assets, and inventories.
• Coordinate travel arrangements, accommodation, and field visit logistics.

9. Reporting & Audit Support

• Prepare HR and administrative reports for management  as required.
• Support internal and external audits by providing HR documentation and records.
• Ensure proper filing and record-keeping for audit readiness.

10. Capacity Building & Coordination

• Support training sessions and orientation on HR policies and procedures.
• Coordinate with project teams to ensure smooth HR service delivery.

Qualifications & Experience:

• Bachelor’s or Master’s degree in Human Resources, Business Administration, or related field.
• 3–5 years of experience in HR and administration, preferably in NGO/INGO or project-based environments.
• Strong knowledge of labor laws, payroll systems, and HR processes.

Skills & Competencies:

• Strong HR management and administrative skills
• Recruitment and employee relations experience
• Payroll and documentation accuracy
• Good communication and interpersonal skills
• Ability to work under pressure and meet deadlines
• Strong organizational and reporting skills
• High level of integrity and confidentiality

The organization maintains a strict zero-tolerance policy toward all forms of sexual exploitation and abuse (PSEA) and the organization’s Code of Conduct.