Human Resource Specialist

Performance Management and Employee Engagement

• Support and facilitate the Continuous Performance Management (CPM) process, including goal setting, mid-year reviews and annual performance evaluations.
• Monitor introductory appraisals for employees during probation and ensure probation goals are established and documented.
• Provide guidance to employees and supervisors on the CPM process and support timely completion of performance-related activities.
• Assist the supervisor in preparing performance analysis, rating summaries and dashboards for management review.
• Support the implementation of Performance Improvement Plans (PIPs) and related documentation, as required.
• Support the design and implementation of employee engagement, wellbeing and workplace culture initiatives aligned with organizational priorities.
• Coordinate employee engagement and wellbeing activities, including awareness sessions, brown bag sessions, appreciation events, quiz competitions, learning-sharing sessions and occupational health and safety activities.
• Plan and coordinate staff events and observances, including birthdays, farewells and relevant national or international days, to promote a positive and inclusive workplace culture.

Learning and Development

• Ensure newly hired employees complete mandatory training through JLearn and support periodic policy and mandatory refresher training for all staff.
• Conduct new employee orientation and ensure required acknowledgment forms are completed and filed.
• Promote HQ-led learning opportunities and staff capacity-building initiatives.
• In collaboration with the supervisor, support development of training content, implementation plans and post-training assessments.
• Coordinate HR-driven learning activities and training programs, also logistics and participant communication.
• Maintain accurate learning and training records and also monitor staff learning progress through JLearn.
• Prepare regular learning and development reports and maintain appropriate supporting documentation.
• Support employee welfare initiatives, including the Employee Assistance Program (EAP), and provide information and guidance to employees as required.

Personnel File Digitization and Records Management

• Coordinate the digitization, scanning and electronic filing of employee personnel records in an organized and timely manner.
• Ensure scanned documents are accurately named, uploaded and stored in the designated electronic filing system.
• Maintain confidentiality, accuracy and appropriate document control throughout the digitization process.
• Coordinate with assigned support staff to ensure scanning and filing activities are completed within agreed timelines.
• Monitor progress and provide regular updates to the supervisor.

HRIS and Database Management – JEMS

• Collect and maintain employee information and ensure timely and accurate data entry and updates in JEMS.
• Maintain employee records related to onboarding, transfers, promotions, contract changes, separations and other employment status changes.
• Review employee timesheet and leave submissions, identify errors and coordinate necessary corrections before HR approval.
• Generate regular HR reports and analytics relating to headcount, attendance, leave, turnover and other HR metrics.
• Provide support to employees on routine leave, timesheet and HRIS-related queries.
• Monitor JEMS and JLearn-related technical issues and liaise with the central technical team when troubleshooting support is required.
• Support the timely submission and validation of HR information for audits, compliance and management reporting.

Employee Transition

• Coordinate employee transition processes, including transfers, contract extensions, promotions, probation completion, confirmation and other employment status changes.
• Monitor probation, contract renewal and confirmation timelines and communicate with relevant employees and supervisors as required.
• Prepare relevant letters and correspondence in accordance with approved processes and guidance from the supervisor.
• Facilitate smooth employee transitions across departments, projects and locations.
• Ensure personnel files and JEMS records are updated accurately and promptly following approved employee status changes.

Insurance and Hospitalization

• Serve as the primary HR contact for coordinating employee hospitalization and insurance-related matters.
• Provide employees with information and guidance on insurance coverage, benefits and claim procedures.
• Coordinate communication with the insurance provider regarding new hires, separations and other relevant employee updates.
• Periodically review staff and nominee lists to identify discrepancies and coordinate necessary corrections.
• Support employees in navigating insurance-related processes and accessing available benefits.

In addition to her primary HR responsibilities, the Safeguarding Focal Person will:

• Promote awareness and understanding of Jhpiego’s safeguarding principles, policies and expected standards of behavior.
• Serve as a point of contact for staff seeking information, clarification or guidance on safeguarding-related matters.
• Support safeguarding awareness sessions, briefings, learning activities and training initiatives.
• Share relevant safeguarding updates, guidance, resources and communications in coordination with relevant safeguarding functions.
• Guide staff on available safeguarding support and reporting channels and, where appropriate, connect them with relevant resources or responsible functions.
• Promote a culture of prevention, dignity, respect, inclusion and accountability and contribute to strengthening safeguarding practices within the organization.
• Maintain appropriate sensitivity and confidentiality when handling safeguarding-related enquiries and work in accordance with Jhpiego’s established safeguarding policies, procedures and reporting requirements.

General HR Support

• Prepare and provide HR documents, including pay slips, experience certificates, NOCs, salary certificates, release letters and other employee-related documents as required.
• Provide HR support with recruitment and selection processes as assigned.
• Participate as an HR panel member in interviews, as required.
• Conduct periodic field visits to support the implementation of HR policies, learning initiatives and good HR practices.
• Support grievance handling and investigation processes as required and in accordance with organizational policies and procedures.
• Support Diversity, Equity and Inclusion (DEI) initiatives under the guidance of the supervisor.

Perform other HR-related duties and responsibilities within the scope of the position as assigned by the supervisor.