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Duties and responsibilities:
Duties and responsibilities:
Responsibilities under this job have two dimensions, HR management and office administration. The selected candidate is expected to perform general HR duties such as organizing, compiling, updating personnel records and documentation, manage and update HR databases and help with orientation The selected candidate is also required to perform daily office administration tasks such as organizing calendars, filing, greeting and international communication, travel and logistics arrangements, as well as all relevant clerical duties. Detailed description of duties is below:
Human resources management
- Provide support to online job postings, shortlist candidates and schedule job interviews
- Provide support to various HR occupation (recruitment, job classification, career development, performance management, data analytics, learning & development etc.)
- Assist finance department by providing relevant employee information (e.g. leaves of absence, sick days and work schedules)
- Prepare and regularly update internal databases (e.g. record sick, maternity leave, etc.)
- Perform all activities related to HR information management
- Provide orientation briefing to new staff
- Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
- Maintains the integrity and confidentiality of human resource files and records.
- Support the Supervisor in educating employees on company policies and code of ethics.
- Provide assistance with new hire orientation to the office.
- Help create environment for work excellence and foster positive employee relations and help solving any employee issues if needed.
Office Administration
- Assist with the day-to-day operations of the office
- Answer phone calls, greet guests and partners, making sure appointments/calendars are checked before requesting to meet a specific employee/senior management. Schedule appointments, meetings, and reservations as needed.
- Provide support in arranging staff travel internal and oversees, accommodations, bookings and provide necessary forms and make sure documentation and filing.
- Assist with all logistics requirements, procurement of catered services for meetings and events.
- Manage day-to-day internal communication as sometimes external if needed.
- Maintain and order office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
- Develop and maintain a filing system and maintain contact lists.
- Provide assistance to senior management in filing paperwork, preparing documents for meetings, and managing calendars.
- Assist in preparation of correspondence, memos, letters, forms, and regular reports.
- Report on any incident/hazard in workplace to Supervisor and follow guidelines.
- Perform necessary clerical duties as needed.
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Minimum Qualification, Skills and Experience Required:
Minimum Qualification, Skills and Experience Required:
Key qualifications include:
- Required:
- Minimum bachelor’s degree in human resources management, administration or relevant field from accredited university. Masters is a plus.
- Minimum 5-7 years of experience in similar position, 3-5 working for an NGO/non-profit
- Proven work experience as an HR Administrator, Office Executive, or similar role
- Experience with HR /MIS softwares, like HRIS or HRMS
- Ability to communicate effectively in writing and orally in English
- Well-rounded experience of principles and processes for providing support to employees
- Experience of administrative and clerical procedures and systems
- Preferred:
- Exposure to labor law and employment equity regulations.
- Effective HR administration and people management skills.
- Exposure to payroll practices.
- Ability to work as part of a team
- Highly computer literate with capability in email, MS Office and related business and communication tools.
- Ability to accurately follow instructions and convey policies.
- Basic management skills for website and social media accounts
- Comfortable working in a highly visible/open-space role
Skills set required:
- Works well under pressure and meets tight deadlines.
- Strong phone, email and in-person communication skills
- Strong organizational, problem solving and computer skills.
- Demonstrated ability to communicate well both orally and in writing.
- Willing to take initiative and work independently when needed
- Computer literacy (MS Office applications, in particular)
- Excellent organizational skills, with an ability to multi-task
- Working knowledge of office equipment
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem-solving skills
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