Human Resources Manager

Area of responsibility Detail

1 HR services

•  Employee Lifecycle management: Recruitment, Induction, Exit
•  Grievance
•  Disciplinary
•  Payroll Processing
•  Attendance
•  Absence management: authorized (sick-off) and unauthorized
•  Leave Planning (Annual, Maternity)
•  Benefits administration strictly according to company policy: School Fees, Medical Insurance
•  Performance management: KPI and Performance Appraisal
•  Identify and implement employee training Needs
• Effective functioning of staff welfare committee and gender committee

2 Departmental Budget

•  Define the annual staffing and HR materials budget and ensure spending is optimized withinapproved budget.
•  Follow company process for purchase request based on budget
•  To strictly manage the labour count and analyse on amonthly basis

3 Health & Safety

•  Maintain PPE database and ensure all employees have equired PPE at their work station and
•  Maintain sick-off database
•  Maintain accident database
•  Oversight of: Health & safety committee, Fire Safetycommittee & First aid committee

4 Industrial Relations

•  Chair monthly union-management meeting
•  Relationship management with union branch secretary, Labour office, AEA, FKE etc.

5 Compliance

•  Assume the role of ESG officer for the company & ensure compliance with the investor ESAP requirements
•  To ensure that top 10 ESG risks to the company are identified and managed through preventative actions
•  Ensure compliance to all statutory licenses and registrations
•  Prepare all internal (IFC/Adenia) and external audits (KFC, MPS)
•  Stay ahead of Employment Law + Finance Bill and take lead in implementing any actions required
•  HR License for HRM is valid.

6 Logistics & Compound Cleanliness

•  Conduct a monthly compound walk with the maintenance manager to ensure farm compound cleanliness
•  Daily planning and coordination of drivers to serve company logistics needs

7 HR Policies and Procedures

•  Ensure company Policies & Procedures are up to date
•  Ensure RLR Employee Handbook is up to date

8 HR Documentation

•  Maintain an updated organogram
•  Ensure that the job description for all employees is updated and maintained
•  Ensure employee Files are complete to the minimum legally required standards. To initiate process of soft
•  filing all employee records & ensure we have minimum documentation
•  Ensure employment contracts are up to date
•  Ensure all key HR forms are standardized and maintained by HR team (i.e. gate pass)

9 HR Reporting

•  Analyse HR data and produce reports with actionable insights: Attendance, absence, turnover, sick- offs
  
•  Prepare board paper for HR twice per year (June, December)

10 Strategic Initiatives

(Mid to Long-Term)

Year 1:

•  Up haul performance management system (KPI, Appraisal, PIP)
•  Implement a modern and fit-for-purpose HR system

Year 2-4:

•  Retention, Career progression, Succession planning
•  High-performance culture
•  Optimize pay scale

11 Legal Admin

•  Workman compensation scheme
• Manage civil suits

12 Third Party management

•  Management of Canteen provider
•  Pension Management

13 DCC Board Meeting

•  Contribute HR experience to the company’s day care center

14 Admin

•  Arrange special pass or work permit for expatriates
•  NITA reimbursement
•  Transparent communication to staff through the appropriate channel
•  HELB
•  Insurance claims (GLA)
•  Ensure timely filing of all HR documents

Work Plan Expectations for HRM

1. Short term Expectations (first 3 months):

•  Settle into the company and get on-boarded by consultant
•  Introduction to key stakeholders (internal and external)
•  Observe the work culture at the firm – interaction with CEO, managers, P1and P2
•  Pick-up the daily operational work to provide seamless HR service to employees

2. Mid-term Expectations (3-12 months):

•  Implement ideal HR Team composition – 31st December 2024
•  Finalize Annual performance appraisal calendar for 2024
•  Propose and agree on the 2024 staffing and HR budget with the CEO
•  HR budget: training needs, staff welfare, PPE (entire business)
•  Staffing budget: head count and inflationary expectations for 2025
•  Ensure all key proprietary HR databases are being updated correctly (i.e. sick-off,PPE)
•  Prepare 2025 HRM work plan

3. Key focus objectives for 2024-2025:

1. HR ops:

o Update manual

o Update CAF process

o Review all HR policies and procedures and ensure these are up to date

o Review and update Company HR Manual

o Create an Employee Handbook with key learnings from HR manual

2. Strategic initiative:

o Implement new HR software

o Up haul KPI process

o ESG role

4. Reporting requirements:

a) Consistent weekly face-to-face check-in with CEO to discuss priorities and the following updates:

HR Ops

• Upcoming Training
•  Monthly recruitment plan and timeline of delivery + progress
•  weekly summary on grievances from employees (Weekly)
• Payroll progress

Health & Safety

•  weekly accidents (weekly)

Industrial relations:

•  Annual union management meeting calendar (End of January)

Compliance

a) Update on license compliance

b) Preparation of weekly work plan, “rolling list” for transparency which is sent to CEO for reference

c) Consistent weekly HR team meeting to plan and execute HR activities

d) Consistent Monthly HR analytical report for the CEO