People & Culture Systems & Administrative Officer at World Vision in Freetown

Job description

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: Local - Fixed Term Employee (Fixed Term) 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