The Project HR and Payroll Assistant is responsible for providing administrative and operational support in human resources and payroll functions to ensure smooth management of project staff. The role involves maintaining employee records, supporting recruitment and onboarding processes, managing attendance and leave records, assisting with payroll preparation, and ensuring compliance with organizational policies and labor regulations. The incumbent works closely with the HR and finance teams to ensure accurate payroll processing, timely documentation, staff support, and effective implementation of HR procedures throughout the project lifecycle.
The incumbent shall be responsible for:
1. Maintain and update project staff personnel files and HR records.
2. Support recruitment processes, including vacancy announcements, screening, interviews, and onboarding of new staff.
3. Prepare and maintain staff contracts, timesheets, attendance records, and leave management documents.
4. Assist in payroll preparation and ensure accurate processing of salaries, allowances, deductions, and benefits.
5. Coordinate with the finance department to ensure timely and accurate payroll payments.
6. Maintain confidentiality of employee information and payroll-related documents.
7. Support staff orientation and ensure employees are familiar with HR policies and procedures.
8. Monitor staff attendance, leave balances, and other HR-related records.
9. Assist in preparing HR reports, staff lists, and payroll summaries.
10. Ensure compliance with organizational HR policies, labor regulations, and donor requirements.
11. Support performance appraisal processes and maintain related documentation.
12. Assist in resolving routine HR and payroll queries from project staff.
13. Maintain proper filing systems for HR and payroll documents.
14. Support HR audits and provide required documentation when needed.
15. Perform any other HR and administrative duties assigned by the supervisor.
