About the Opportunity

This is a new position for Inkomoko, with the opportunity for providing organization-wide comprehensive HR documentation, policy development and management, and legal support. The Regional People & Culture & Advisor, Documentation & Compliance will work closely with the leadership team and People and Culture (P&C) managers to develop, implement, and maintain HR documentation, policies, and procedures in compliance with relevant laws and regulations, while also providing legal support on HR-related matters including research, drafting documents, and litigation support.

Reporting to the People & Culture Deputy Director, Country Operations, the position responsibilities include:

Responsibilities

Documentation and Records Management 

• Oversee the organization, maintenance, and updating of all HR documentation, including employee records, contracts, and compliance materials.
• Implement electronic document management systems to streamline documentation processes and ensure easy access to information.
• Monitor document retention policies and ensure compliance with data protection regulations.
• Ensure all HR documentation complies with relevant laws and regulations, including those related to employment, privacy, and data protection.
• Ensure staff records are organized by the respective staff, secure, and compliant with legal requirements.

HR Policies and Procedures

• Coordinate the development of new HR policies and procedures or update existing ones in collaboration with the P&C teams.
• Ensure all HR policies and procedures for all our Countries of operation comply with relevant laws, regulations, and organizational requirements
• Communicate HR policies and procedures to employees by distributing policy documents to all employees, conducting staff awareness sessions, and through other available communication channels.
• Evaluate employees’ understanding and adherence to HR policies. This may involve monitoring policy compliance, providing guidance and training to employees, and enforcing policies when necessary.
• Assist in interpreting laws and regulations pertaining to HR practices and policies

Risk Management & Compliance 

• Stay updated on changes in employment laws and regulations and ensure that HR policies are updated accordingly.
• Conduct regular audits of HR policies, practices and procedures to identify areas of potential risk or non-compliance.
• Implement controls and procedures to mitigate identified risks and ensure compliance with legal requirements.
• Provide training to employees and people managers on relevant employment laws, regulations, and HR policies and procedures.

 Paralegal Support 

• Provide paralegal support to the P&C department on legal matters, including drafting legal documents, contracts, and agreements.
• Liaise with external legal counsel and maintain relationships with legal service providers.
• Take lead with internal investigations on employee complaints or allegations of misconduct, including gathering evidence, conducting interviews, and preparing investigation reports.
• Conduct research to stay abreast of employment laws, regulations, and industry standards.

Training and Education

• Conduct training sessions for P&C staff and managers on document management best practices, policy implementation, and legal compliance.
• Educate employees on P&C policies and procedures to ensure understanding and compliance across the organization.

Minimum Qualifications

For this role, the successful candidate will have these qualities:

• Bachelor Degree in Human Resource Management, Legal Studies or any other related field.
• Certification as a paralegal or similar credential is preferred.
• 6+ years or more of working experience in HR documentation, policy management, and/or legal support roles.
• Understanding of employment laws and regulations East and West African market
• Strong attention to detail and organizational skills.
• Proficiency in document management software and Google suite
• Absolute confidentiality of employee records, demonstrating high levels of discretion, professionalism, and responsiveness.
• Excellent communication skills – both spoken and written with excellent presentation skills.
• Excellent collaborator – approachable, warm, honest, transparent, and able to influence others and manage up with confidence
• Fluent in English, additional proficiency in French is desired