HR Officer – Payroll, Attendance & Documentation

Job Summary

New Leaf Medical Complex is seeking a detail-oriented, organized, and service-focused HR Officer to join our growing Human Resources team.The HR Officer will be responsible for supporting payroll administration, employee attendance and timekeeping, leave management, HR documentation, personnel records, and HR reporting, ensuring accuracy, confidentiality, compliance, and timely service to employees and management.We are particularly looking for candidates who have direct HR experience in a hospital, medical center, clinic, or other healthcare institution and understand the unique HR requirements of a healthcare environment, including 24/7 operations, clinical and non-clinical staff, shift schedules, night duty, overtime, attendance, and leave administration.

🔑 Key Responsibilities

1. Payroll & Compensation Support

• Support the preparation and processing of monthly payroll accurately and on time.
• Collect, verify, and consolidate payroll inputs from all departments.
• Prepare attendance, overtime, allowance, deduction, leave, and other payroll-related inputs.
• Verify salary changes, new hires, transfers, promotions, unpaid leave, and employee separations.
• Assist with payroll reconciliation and identify discrepancies before payroll finalization.
• Respond professionally to employee payroll and compensation-related inquiries.
• Maintain accurate and confidential payroll supporting documents.

2. Attendance & Timekeeping Management

• Maintain and monitor the employee attendance and timekeeping system.
• Review clock-in/clock-out records, lateness, absenteeism, missed punches, and attendance irregularities.
• Monitor attendance for clinical and non-clinical employees working different shifts.
• Prepare regular attendance reports for payroll and management.
• Follow up with departments regarding missing or inaccurate attendance records.
• Monitor overtime, night duty, weekend, and holiday work records.
• Ensure accurate attendance information is reflected in payroll.

3. Leave Management

• Maintain accurate records of annual, sick, maternity, emergency, unpaid, and other approved leaves.
• Verify leave requests against employee records and HR policies.
• Update employee leave balances and maintain supporting documentation.
• Follow up on leave-related discrepancies and incomplete documentation.
• Coordinate with department heads regarding employee leave and attendance matters.

4. HR Documentation & Personnel Records

• Maintain complete and confidential employee personnel files.
• Ensure employment contracts, identification documents, certificates, leave records, disciplinary documents, and other HR documents are properly maintained.
• Prepare employment-related letters and HR administrative documents as assigned.
• Maintain both physical and electronic HR records.
• Update employee records following transfers, promotions, salary changes, and other employment actions.
• Support HR audits by providing accurate and properly organized documentation.

5. Healthcare HR Administration

• Support HR administration for medical, nursing, laboratory, pharmacy, technical, administrative, and support staff.
• Manage HR requirements related to 24/7 healthcare operations and shift-based staffing.
• Coordinate attendance and payroll inputs for day, night, rotating, weekend, and holiday shifts.
• Support the HR team in addressing attendance and payroll issues affecting healthcare operations.
• Maintain accurate employee records for both clinical and non-clinical personnel.

6. HR Reporting & Data Management

• Prepare monthly reports on attendance, leave, overtime, payroll inputs, and employee movements.
• Maintain accurate HR trackers and employee databases.
• Analyze HR data using Microsoft Excel.
• Support preparation of HR dashboards and management reports.
• Ensure HR information is accurate, updated, and properly documented.

7. Compliance & Confidentiality

• Ensure HR administrative activities comply with organizational policies and applicable Ethiopian labor requirements.
• Maintain strict confidentiality of employee personal, salary, attendance, and employment information.
• Ensure payroll adjustments and employee changes are properly authorized and documented.
• Identify and report HR administrative or compliance issues to the HR Administration & Development Manager.

8. Employee Service & HR Support

• Respond professionally to employee inquiries regarding payroll, attendance, leave, and HR documentation.
• Coordinate with Finance, department heads, and other HR team members to resolve employee issues.
• Maintain a professional, respectful, and service-oriented approach.
• Promote accuracy, fairness, confidentiality, and professionalism in all HR activit