Reports To:                     Senior Employee Relations/Registry Officer
No. of positions:           (1)
Department:                  Human Resource & Administration
Duty Station:                 Head Office

Job Purpose

To provide support in employee relations and registry functions by assisting in the maintenance of accurate HR records, supporting grievance handling processes, and ensuring adherence to documentation standards and labor guidelines. This role gives the trainee practical experience in fostering workplace harmony and managing confidential HR records.

Impact

The Graduate Trainee contributes to efficient and confidential HR operations by supporting the handling of employee concerns and the organization of employee data and files. Through hands-on experience, the trainee builds skills in HR compliance, documentation, and employee engagement support.

Key Result Areas

• Assist in tracking employee grievances, disciplinary cases, and resolution processes.
• Help document meeting notes and maintain confidential case files.
• Support in gathering information or feedback from staff on employee relations issues.
• Assist in organizing and updating physical and electronic employee records.
• Support the retrieval and filing of HR documents following classification protocols.
• Ensure proper documentation of new hires, exits, and changes in employment status.
• Help in compiling data for compliance reports on employee relations and registry status.
• Learn and observe labor laws, HR procedures, and recordkeeping standards.
• Assist in disseminating HR policy updates and memos to employees.
• Provide basic guidance to employees on HR procedures or direct them to appropriate officers.
• Support HRIS data updates under supervision.
• Participate in data quality checks and audits of HR documentation.

Expected Outputs

• Well-organized employee records with accurate updates.
• Timely support in employee relations documentation and follow-up.
• Up-to-date and reliable registry records.
• Effective assistance in disseminating HR policies and updates.
• Demonstrated improvement in knowledge of labor regulations and HR compliance processes.

Academic Qualifications

• Bachelor’s degree in Human Resource Management, Industrial Relations, Business Administration, or a related field.
• Must have graduated within the lastthree (3) yearsfrom a recognized university.

Experience

• No formal work experience required.

Competencies

• Basic knowledge of labor law and HR practices.
• Willingness to learn about employee relations and document management.
• Good communication and interpersonal skills.
• Detail-oriented and organized approach to work.
• Strong ethics and confidentiality.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to work in a team and adapt to changing priorities.

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