SN

Percentage (%)

Major activities

Expected end results

1. 

(30%) Payroll Administration

• Collect and review all payroll related documents in preparation for payroll processing
• Ensure accuracy and timeliness payment of the monthly salaries (not later than 25th of every month)
• Manage staff compensation and benefits related issues. 
• Keep the payroll system updated all the times.
• Provide support in conducting market surveys and benchmarks that will ensure that VFR stays competitive within the labor market
• Work closely with Finance to make sure that monthly declarations for RSSB and paye are timely and accurately prepared
• Prepare staff final payments for exiting staff
• Keep confidentiality of all P&C information.

Accuracy and timeliness of payrolls ensured

• Payroll systems updated
• Employee handbook in place 
• Timely and accuracy of final payments

2. 

(30%) HRIS (Workday System) Administration and Management 

• Capture and update staff data in workday System.
• Assist to train staff on the use of workday system’s Employee and Manager Self-Service portal
• Produce report and analysis from workday (HRIS) for data quality assessment and other key performance measures required by VFR
• Ensure that all available modules in workday System are fully utilized

• P&C data captured and updated in workday System
• Timely and updated reports produced for decision making
• All workday modules fully in use

3

(15%) P&C administration, staff care and employee relations

• Manage medical insurance scheme;

• Provide support to VFR staff and dependents while in treatment

• Deal with registration of the employees into medical insurance scheme

• Efficiently handle staff leave management in conformity with labor law and P&C policies and reduce related cost ((i) coordinate and compile staff leave plan at the beginning of calendar year, (ii) ensure implementation of the leave plan in line with regulations, (iii) update the leave trucker database and control the progress, (iv) produce report on leave plan implementation at the end of calendar year.);

• Support management on disciplinary and grievance issues;

• Support in organizing events (staff events, awards, Labor day, Prayer day, Women’s Day, etc);

• Organize staff physical files, update them and ensure each contains required documents as per checklist;

• Support in responding to audits queries and avail staff documents upon Auditors’ requests;

• Manage staff attendance records.

• Staff care plan in place
• Adherence to leave policies and plans
• Staff disciplinary and grievances appropriately handled 
• Close liaison with medical insurance provider and timely updates on leavers and joiners
• Audit queries well addressed

3. 

(10%) Recruitment, selection, orientation and placement of new employment. 

• Develops letters of appointment, transfer, promotion, and the like; and sends to the concerned staff after approval; 
• Conducts “due diligence” or the “fit and proper” test to assess the job applicant’s background and character;
• Ensures that VFR maintains a standardized and systematic hiring and recruitment process; develops or updates hiring policies and procedures most appropriate to individual positions; 
• Coordinates all recruitment for VFR: reviews staff requisitions, supervises the hiring and contractual process.
• Ensures that there is a comprehensive orientation and onboarding plan and process in place to support all new hires;
• Establish and maintain appropriate HR Records, both physical and workday system 

• Staff requisitions from different departments in place
• Staff requests consolidated to inform workforce planning
• Effective recruitment and onboarding
• Records of recruitments filed in new staff file
• New staff quickly oriented and integrated

4. 

(10%) Manages and Implements the salary and compensation structure. 

• Reviews the benefits scheme (compensation, incentives, and other benefits) on an annual basis; ensures that it is properly administered.
• Coordinates benchmarking and salary and benefits surveys every 2-4 years and advises management on any reviews and market changes.
• Ensures that all positions are effectively evaluated and graded with the prevailing VFI grading system.

• staff salaries and benefit packages in line with industry levels 
• Salary and benefits survey reports every two years
• Gets approval from the VFI 

6. 

(5%) Staff Care and Staff Engagement 

• Develop and implement annual staff care and staff engagement plans and strategies. 
• Ensuring that there is timely reporting and updating of incidences in the IIM system. 
• Work closely with the Safeguarding point person and the VFI regional P&C to ensure that all staff are aware of and trained on the child safe guarding and adult beneficiary policies and reporting mechanisms.

• Improved staff morale
• Improved OVS results
• Improved work environment 
• Timely reporting of incidences and cases

7. 

(10%) Managing staff separation 

• Prepares terminal benefits/final dues for exited staff in line with the labor law and P&C policies;
• Issues employment certificates for exited staff in accordance with the Labor Law;
• Prepares Staff retirement and Staff Welfare programs to support staff during separation.
• Reviews feedback emerging from staff exit interviews.

• No company allegations for illegal terminations 
• # staff welfare programs planned and conducted
• Final payments and exit interviews 

8

(10%) Management and supervision of the administration services and staff.

• Provide leadership and management of the administration team.
• Ensures that the institution’s administration policies and guidelines related to premises, equipment, vehicles and other assets are effectively implemented by all staff.
• Ensure that there is efficient use of office supplies and that procurement processes are well documented and followed by all staff.

• All branches and HQ have work facilities (stationaries, transport,)
• Full compliance with procurement policy

9. 

Other duties that may be assigned from time to time (5%) 

• Regular field visits to branches
• Participation in monthly VFI regional P&C meetings where required
• Participation in SMT and board meetings where required.
• Other emergent responsibilities 

Reports on Field visits and on meetings attended.

Timely and accurate P&C reports submitted to the VFI regional office.

Knowledge 

Skills 

Attributes 

• Labour law and implementing orders
• P&C Policy and procedures 
• P&C systems and practices 

• People management
• Planning and organization 
• Interpersonal skills 
• Communication skills (written and verbal) 
• Ability to work calmly where there are high priorities
• Computer and basic financial skills 

• Attention to detail 
• Delivering objectives 
• Collaboration and cooperation 
• Team working