Overview
The Human Resource & Administration Assistant will support the HR and Administration department with routine documentation and day-to-day HR and Administrative duties.
Tasks Summary
- Facilitate orientation sessions for new hires.
- Ensure employees understand company policies and benefits.
- Serve as the first point of contact for employee concerns.
- Mediate minor workplace conflicts and escalate issues when needed.
- Maintain employee records (attendance, leave, payroll inputs).
- Assist with compliance documentation and audits.
- Monitor health, safety, and labor law compliance at worksites.
- Preparation of certificates of service for exiting staff and letters of undertaking for staff wishing to process salary loans.
- Process staff for ID cards and maintain the ID tracker for your location.
- Maintains a staff list for the field location.
- Personnel file management and HR correspondence
- Monitor Casual worker’s contracts, timesheets and follow-up on payments
- Receive the casual worker’s payroll and review them before submission to the next authorization level.
- Timely requisition of office supplies that as stationery, beverages and cleaning materials etc. as well as receiving and releasing them.
- Submit weekly/monthly reports on the use of office supplies in the mini store and inform the Base Manager of restocking.
- Management of Office, Compound and Washrooms.
- Support with organizing work-related seminars, meetings, and other events.
- Taking minutes of staff meetings/events and ensuring the minutes are shared before the next meeting.
- Act as a focal person in receiving visitors and guide them to the respective offices.
- Responsible for maintaining an accurate filing system including Casuals, administrative payments, administrative bills, Travel Authorisation Forms (TAFs), and guest travel schedules.
- Maintain accurate inventories for office consumables, stationery and residences inventories.
- Manage security guard attendance lists in the field and ensure they are submitted for approval in a timely manner.
- Support in drafting the Recruitment Instruction Forms (RIFs) for Casual workers (Cleaners, drivers, etc).
- Attend to any other duties assigned
Experience Requirements
At least two years’ work experience in the field of Human Resources and Administration in the NGO sector.
Qualification Requirements
- A Bachelor’s degree in Human Resource Management, Industrial psychology, Business Administration or related field.
- Hands-on experience/skills in Microsoft Office applications
