HR Officer

Job Title: HR/Admin Officer
Department: Human Resources
Reports To: HR Manager
Employment Type: Full-Time (Onsite)
Location: VI, Lagos, Nigeria

Job Overview

The HR Officer is responsible for supporting the effective implementation of the organisation's human resource policies, procedures, and initiatives across all departments and business locations. The role involves coordinating recruitment and onboarding, maintaining accurate employee records, supporting performance management, administering employee benefits, monitoring compliance with HR policies, and providing day-to-day HR support to employees and management.

The HR Officer will ensure that HR processes are executed efficiently, confidentially, and in line with the organisation's policies, applicable labour legislation, and established best practices.

Key Responsibilities

A. Recruitment and Onboarding

• Coordinate recruitment activities, including job postings, candidate screening, interview scheduling, and candidate communication.

• Liaise with hiring managers to facilitate timely recruitment and placement of qualified candidates.

• Coordinate pre-employment documentation, reference checks, and background verification as required.

• Prepare employment documentation, including offer letters, employment contracts, and other onboarding materials, subject to the appropriate approvals.

• Facilitate employee onboarding, orientation, and induction on company policies, values, procedures, and workplace expectations.

• Ensure new employees are properly documented, introduced to relevant teams, and registered on the organisation's HR information system.

• Maintain accurate recruitment records and update the recruitment tracker.

B. Employee Records and HR Administration

• Maintain accurate, complete, and up-to-date employee records, both electronically and physically where applicable.

• Update employee information, employment status, reporting lines, job titles, transfers, promotions, confirmations, and exits.

• Ensure employee documentation is properly filed and maintained in the designated HR folders and systems.

• Manage employee data on the organisation's HR information system, including attendance, leave, employee details, and other relevant records.

• Prepare HR letters, memos, reports, notices, and other employee-related correspondence as required.

• Ensure the confidentiality, security, and appropriate handling of employee information in line with company policy and data protection requirements.

C. Attendance, Leave, and Employee Administration

• Monitor employee attendance, punctuality, absenteeism, and compliance with approved work schedules.

• Review attendance and leave records on the HR information system and escalate discrepancies or policy violations to the HR Manager.

• Track leave applications, approvals, balances, and utilisation.

• Monitor compliance with attendance procedures across the organisation's offices and retail locations.

• Follow up with employees and line managers on unexplained absences, late arrivals, and incomplete attendance records.

• Maintain accurate records of staff movements, resumption, transfers, and other relevant administrative changes.

D. Performance Management and Employee Development

• Coordinate performance appraisal exercises, including appraisal schedules, self-assessments, manager assessments, and submission deadlines.

• Follow up with employees and line managers to ensure timely completion of performance reviews.

• Consolidate appraisal documentation and maintain accurate performance management records.

• Support the implementation of performance improvement plans and track agreed timelines and actions.

• Coordinate employee training, development programmes, orientation sessions, and other learning initiatives.

• Maintain training attendance records and support the evaluation of training effectiveness.

• Assist in monitoring employee confirmation, probation reviews, promotion eligibility, and other employment milestones.

E. Employee Relations and Policy Implementation

• Serve as a first point of contact for routine employee enquiries relating to HR policies, benefits, leave, attendance, and employment documentation.

• Support the consistent implementation of the employee handbook, HR policies, and internal procedures across all locations.

• Document employee complaints, grievances, incidents, and workplace concerns, escalating sensitive or complex matters to the HR Manager.

• Assist in preparing queries, warning letters, meeting records, and other disciplinary documentation as directed and appropriately approved.

• Maintain accurate records of employee relations matters and monitor agreed follow-up actions.

• Promote positive employee relations, professionalism, accountability, and adherence to the organisation's values.

• Support employee engagement initiatives, staff communications, recognition activities, and welfare programmes.

F. Compensation, Benefits, and Payroll Support

• Maintain accurate employee information required for payroll processing, including new hires, exits, salary changes, approved deductions, allowances, and other payroll adjustments.

• Review and reconcile relevant HR records against payroll schedules and report discrepancies to the HR Manager and Finance team.

• Coordinate employee enrolment and updates relating to health insurance, pension, group life insurance, and other approved benefits.

• Maintain records of employee benefits, pension administrator details, insurance enrolments, and related documentation.

• Support payroll preparation by providing verified employee data and approved changes within established timelines.

• Respond to routine employee enquiries regarding benefits and escalate complex compensation matters appropriately.

• Maintain confidentiality and ensure that all payroll-related information is handled securely.

G. HR Compliance and Statutory Administration

• Support compliance with applicable labour laws, employment regulations, and statutory HR obligations.

• Maintain and update records relating to pension, employee compensation, insurance, and other applicable statutory requirements.

• Track statutory submission deadlines and coordinate with the relevant internal teams, administrators, and external service providers.

• Assist in preparing documentation for HR audits, internal reviews, inspections, and compliance assessments.

• Monitor the availability and validity of required employee and company employment records.

• Escalate identified compliance gaps, policy breaches, and potential employment risks to the HR Manager.

H. HR Reporting and Process Improvement

• Assist with periodic HR reports on headcount, recruitment, attendance, leave, turnover, training, performance appraisals, and other relevant HR metrics.

• Maintain HR trackers, dashboards, and departmental records to support effective decision-making.

• Monitor outstanding HR actions and follow up with responsible employees and managers to ensure timely completion.

• Identify recurring administrative gaps and recommend practical improvements to HR processes.

• Support the development, documentation, and implementation of HR policies, standard operating procedures, and work instructions.

• Ensure HR records and reports are accurate, timely, and available for management review when required.

I. Employee Exit and Offboarding

• Coordinate employee exit processes, including resignation documentation, exit interviews, clearance, and handover records.

• Ensure relevant departments are notified of employee exits and that required administrative actions are completed.

• Coordinate the recovery of company property, including identification cards, laptops, access cards, and other assigned assets.

• Ensure exit documentation is completed and employee records are updated accordingly.

• Liaise with Finance and other relevant departments regarding final payroll inputs and outstanding employee obligations.

• Maintain accurate exit records and prepare employee turnover reports.

3. Key Performance Indicators (KPIs)

The HR Officer's performance will be assessed against measurable indicators, including:

• Recruitment Coordination: Timely scheduling and completion of assigned recruitment activities.

• Onboarding Compliance: Percentage of new employees with complete documentation and completed onboarding requirements.

• Employee Records Accuracy: Accuracy, completeness, and timely updating of employee records.

• Attendance and Leave Administration: Timely review, reconciliation, and escalation of attendance and leave discrepancies.

• Performance Appraisal Completion: Percentage of appraisal submissions completed within established deadlines.

• Payroll Input Accuracy: Accuracy and timely submission of verified HR payroll inputs.

• HR Compliance: Timely completion and tracking of assigned statutory and policy-related requirements.

• Employee Query Resolution: Timely and professional resolution or escalation of employee enquiries.

• HR Reporting: Timely submission and accuracy of assigned HR reports.

• Offboarding Compliance: Completion of exit documentation, clearance, and company property recovery in accordance with established procedures.

Specific targets and measurement periods shall be established by the HR Manager.

Qualifications and Experience

• Bachelor's degree in Human Resource Management, Business Administration, Industrial Relations, Public Administration, or a related discipline.

• A minimum of 2–4 years of relevant HR experience.

• Professional HR certification, such as CIPM, PHRi, or an equivalent qualification, is an added advantage.

• Demonstrable experience in HR administration, employee records management, recruitment coordination, and employee relations.

• Experience using an HR information system; knowledge of Zoho People is an advantage.

• Working knowledge of Nigerian labour legislation, HR compliance requirements, and employee data confidentiality.

5. Required Competencies

• Strong organisational and administrative skills.

• Excellent written and verbal communication skills.

• High attention to detail and accuracy.

• Strong ethical standards, integrity, and confidentiality.

• Effective time management and ability to meet deadlines.

• Good interpersonal and employee relations skills.

• Analytical and problem-solving abilities.

• Proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint.

• Ability to manage competing priorities and work effectively across multiple locations.

• Proactive follow-through, accountability, and sound professional judgement.

7. Authority and Reporting

The HR Officer reports directly to the HR Manager and operates within approved HR policies, procedures, and delegated authority.

The role is responsible for coordinating assigned HR activities, maintaining accurate records, monitoring compliance, and escalating exceptions, employee relations concerns, and policy violations to the HR Manager.

The HR Officer shall not independently approve changes to employee compensation, employment status, disciplinary outcomes, or other matters reserved for management approval.

8. General Responsibilities

• Uphold the organisation's values: Passion for Innovation, Deliver Excellence, Exceptional Customer Service, and Master Your Craft.

• Demonstrate professionalism, discretion, and accountability in all HR activities.

• Protect confidential employee and company information.

• Comply with all applicable company policies, procedures, and work instructions.

• Perform other reasonable HR-related duties assigned by the HR Manager, consistent with the scope and level of the role.

Pay: ₦400,000.00 per month

Work Location: In person