HR Shared Services Specialist

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Human ResourcesHR Shared Services Specialist

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Quick Summary

Key Responsibilities

Employee Lifecycle Transaction Processing Execute all HR transactions in HiBob and relevant HRIS platforms, including: new hires, onboarding setup, contract changes, salary updates, promotions,

Requirements Summary

Employee Lifecycle Transaction Processing Execute all HR transactions in HiBob and relevant HRIS platforms, including: new hires, onboarding setup, contract changes, salary updates, promotions,

Technical Tools

Human ResourcesHR Shared Services Specialist

Our Purpose:

At Watu, we empower entrepreneurs. WATU is a mission-driven, customer-centric company that believes that every entrepreneur deserves an opportunity to start, grow and achieve their goals in life. As Africa’s fastest-growing Asset Finance company, we see the continent’s bright and prosperous future and want to be part of the team transforming it into reality. We, therefore, have a commitment to Empower Entrepreneurs by providing the means needed to move and improve in their lives.

Job Summary:

The HR Shared Services Specialist is the operational backbone of Watu's HR systems function. This role is responsible for the accurate and timely execution of all employee lifecycle administrative transactions across HiBob and other HRIS platforms - including but not limited to execution of new hires, transfers, promotions, contractual term changes, terminations, and relevant documentation and system data updates.

Operating as part of Watu's HR Shared Services function, this role ensures that all job related data is processed with precision, accuracy, within defined SLAs, and in full compliance with global HR standards and local regulatory requirements. The HR Shared Services Specialist acts as the first line of data execution - enabling HR Business Partners, regional HR teams, payroll, and leadership to rely on a single, accurate source of truth for all workforce data.

Key Responsibilities:

Employee Lifecycle Transaction Processing

Execute all HR transactions in HiBob and relevant HRIS platforms, including: new hires, onboarding setup, contract changes, salary updates, promotions, lateral transfers, role changes, reporting line changes, relocation, acting appointments, terminations, etc.
Ensure all transactions are processed accurately, completely, and within defined SLA timelines
Initiate and manage HiBob workflow flows for each transaction type, following the correct decision logic as per defined SOPs and approval chains
Coordinate with HR Business Partners and local HR teams to collect required data, approvals and documentation before processing
Trigger e-signature templates via HiBob for employment contracts, contract variations, and lifecycle documents
Process self-service corrections and data amendments as escalated by HR teams or employees

Maintain 99%+ data accuracy across all employee records in HiBob at all times
Conduct regular self-checks and cross-verifications before and after each transaction
Participate in scheduled global and regional data audits - identify and remediate errors or gaps
Flag data inconsistencies, missing fields, or compliance risks to the HR Systems Manager promptly
Ensure all employee data reflects the current employment reality - no outdated records, duplicate entries, or incomplete profiles

Ensure all changes, compensation changes, new hires, and terminations are processed in HiBob ahead of payroll cut-off deadlines
Maintain clear records of all HRIS changes for audit purposes

Follow Watu's standardized HRIS workflows and standard operating procedures (SOPs) and Policies for every transaction type
Apply the correct HiBob flow for each scenario using the decision logic framework
Ensure approval chains are completed in the correct sequence
Monitor open workflows and follow up on pending approvals to prevent processing delays

Track and manage all open HR transactions against defined SLAs
Report on transaction volumes, SLA adherence, and processing status to the HR Systems Manager on a regular basis
Identify and escalate bottlenecks or recurring delays in transaction processing
Contribute to the team's shared service performance dashboard

Serve as the first point of contact for regional HR teams on HRIS transaction queries and data corrections
Escalate unsolved queries as per defined SOP and escalation guidelines
Guide HR users through correct submission procedures and required documentation for each transaction type
Ensure all transactions comply with Watu's global governance framework, data privacy policies, and local labour regulations
Support compliance audits by providing accurate transaction records and system data
Maintain up-to-date knowledge of HiBob features, updates, and workflow configurations relevant to the role

Requirements

Bachelor's degree in Human Resources, Business Administration, Information Systems, or a related field

2+ years of experience in an HR operations, HR administration, or HRIS data entry role
Hands-on experience processing HR transactions in an HRIS platform (HiBob strongly preferred; equivalent systems considered)
Experience working with multi-country or multinational HR teams
Familiarity with employee lifecycle processes: onboarding, contract changes, transfers, promotions, offboarding
Exposure to payroll coordination and compensation data handling

Exceptional attention to detail — zero tolerance for inaccurate or incomplete data
Strong process discipline and ability to follow SOPs consistently
Ability to manage high volumes of transactions accurately under time pressure
Clear and professional communication with HR colleagues and business stakeholders
Proactive in flagging issues and following up on pending items
Comfortable working independently in a remote, multi-time-zone environment
High integrity and discretion when handling confidential employee data

KPIs

Transaction Processing

Transactions processed within SLA: ≥ 95%
Data accuracy rate across all employee records: 99%
Payroll-impacting transactions submitted before cut-off: 100%
Zero unresolved transaction errors at month-end: 100%

Data Quality & Compliance

Scheduled data audits completed on time: 100%
Compliance with global governance framework: 100%
Records with missing or incorrect data fields: < 1%
Errors identified in self-check before processing: ≥ 95% caught before submission