People and Culture Systems Officer - World Vision Ghana

The P&C Systems Officer supports the WVG P&C department in the areas of Payroll administration and also as the HRIS Administrator by Managing and maintaining WVG OurPeople Database information while managing the Medical Insurance portfolio and other P&C Policies and Systems.

Major Responsibilities

our people Administration (World Vision Int HRIS)

Creating staff files and providing the required profiles and security as per organizational structure.

• Maintains quality and consistency of our people database information specifically the Organization Management and Personnel Administration
• Ensures smooth integration with other platforms like the Horizon, Sun Systems, and the Payroll.
• Troubleshoots analyzes, identifies, and corrects technical problems and errors as and when encountered by staff.
• Creates and runs custom and standard queries to provide the needed statistics and reports for management to make key decisions.
• Work closely with field P&C Officers in ensuring that staff data in our people are always up to date and accurate.

Constantly develop and implement training tools for staff to ensure staffs are always able to use the system efficiently.

Staff Medical Insurance Administration

Serve as direct contact to a medical insurance provider. Coordinate the transfer of staff data and information to the provider for services, premiums, and plan administration.

• Work together with the Provider to determine and develop the best plan of work to ensure the smooth run of the medical plan.
• Investigate all discrepancies and unsatisfactory service by a provider as reported by staff.
• Oversee the efficiency and performance of functions as performed by a medical provider.
• Determine the proper course of action to resolve escalated customer service issues occurring between staff and medical insurance provider

Forecast trends and assist in the future selection of insurance providers by developing specific recommendations and advising management.

Staff Medical Insurance Administration

Serve as direct contact to the medical insurance provider. Coordinate the transfer of staff data and information to the provider for services, premiums, and plan administration.

• Work together with the Provider to determine and develop the best plan of work to ensure the smooth run of the medical plan.
• Investigate all discrepancies and unsatisfactory service by the provider as reported by staff.
• Oversee the efficiency and performance of functions as performed by a medical provider.
• Determine the proper course of action to resolve escalated customer service issues occurring between staff and medical insurance provider

Forecast trends and assist in the future selection of insurance providers by developing specific recommendations and advising management.

Staff Personal File Management

• Ensure that all staff have 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

Staff Contracts Management

Manage staff contracts to ensure that all contract end processes are duly followed and contracts renewed on due dates.

HR Policies and Procedure

Provide support in the interpretation and application of Policies, Procedures, and conditions of Service to employees.

• Provide support in handling and managing employee relations matters, behaviors, and issues in close coordination with the Human Resource Management.
• Provide support for the effective implementation of People and Culture initiatives at the Head office.
• Compile monthly, semi-annual and annual reports for the People and Culture Department

Ensure new hires are properly oriented according to concerning Our people and all other P&C (HR) and Systems.

Internship and National Service Coordination

Handle and manage the Internship / National Service Personnel Programs and assignments.

• Ensure the hiring and selection of Interns / National Service Persons are within the established guidelines and selection criteria and the request have been approved by the P&C Director.
• Ensure all departments requesting for Interns and Service Person act according to the Internship policy.

Ensure the Terms of Reference (TOR) are properly drafted, signed, and communicated with the interns / Service Persons so that both parties will have a clear understanding of the roles and responsibilities as well as expected outcomes.

Other Competencies/Attributes:

• Computer literate (Operate Ms word and Excel and Lotus note)
• Must be a committed Christian, able to stand above denominational diversities.
• Attend and participate/lead n daily devotions and weekly Chapel services.
• Champions Child Safe Organization practices (e.g. children are not hired to execute WV projects, report/refer cases of abuse perpetrated by staff and non-staff …etc)
• Perform other duties as required.

Qualifications: Education/Knowledge/Technical Skills and Experience

The following may be acquired through a combination of formal or self-education, prior experience, or on-the-job training:

• Education: BA in Human Resources, Business Administration, Public Administration or related field
• Experience: At least 3 years experience in working with a Human Resource Information System and any Payroll software

• Other: Certification in facilitation skills is preferred.

Working Environment / Conditions:

• Work environment: Office-based with frequent travel to the field
• Travel: 20 % Domestic travel is required. 5-10 % international travel